Archive: Nintex for Office 365 Knowledge Articles

TopicHow to elevate the permissions for the workflow initiator who does not have sufficient permissions to write to the log history in the list?  InstructionsUse an "Action Set" action to elevate the permissions. Additional InformationHelp File Action Set 

TopicHow to open a document or page when clicking a button in Nintex Form for Office 365 without closing the Form.   InstructionsDrag and drop Button control. Select the drop-down of "Button action" as "Javascript". Expand the "Advanced" section and configure it with this formula window.open("Document URL"); return false; Related LinksHelp file: Button control 

TopicHow to update the Registered Contact within the Subscription Overview section of the Nintex Apps for Office 365.  InstructionsContact Nintex at either support@nintex.com or sales@nintex.com and request to update the Registered Contact within the Subscription Overview panel.

TopicHow to set the default value correctly for multiple entries in People Picker control settings? Instructions1. Make sure to set Multiple selections to "Yes"2. Ensure using ';#' to separate the entries.Example:NintexDemo;#NintexViewer  Additional Information- This is only required for Nintex Forms for Office 365.-  

TOPICHow to Get Actionable Messages to work.INSTRUCTIONSPrerequisiteThe recipient of the task must be an Office 365 customer with permissions for the SharePoint online site. Additionally, they must use one of the following supported versions of Microsoft Outlook: Outlook Web Access Outlook for 2016: Version 17.10 (Build 8201.1000) or higher If the Office 365 customer opens the email in a program that is not a supported version of Microsoft Outlook, they will receive a standard LazyApproval email and not an Actionable Message.   Actionable Message configurationActionable Messages can be included in task emails sent by the actions Assign a task and Start a task process (LazyApproval must be enabled).Example configuration: Actionable MessagesIn this walkthrough, you’ll include an Actionable Message with the message body of your task emails. From the workflow designer, open the workflow you want. Drag and drop the Assign a task action to a drop zone in the design canvas. Double-click

TopicHow to dynamically update a Managed Metadata field in SharePoint Online using a Nintex workflow. InstructionsNote: Create all variables for use later.Open the workflow designer. Add a Regular Expression action to extract the label of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operations: Replace Pattern: |(.*) Replacement String: Output: MMDLabel Add a Regular Expression action to extract the GUID of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operation: Replace Pattern: ^(.*[\|]) Replacement String: Output: MMDGuid Add a Build Dictionary action to the workflow. Configure the action as follows: Key: Accept Type: Text Value: application/json;odata=verbose Output: requestHeaders ? Add a Call HTTP Web Service action to the workflow. Configure the action as follows: Address: {Workflow Context:Current site URL}/_api/contextinfo Request Type: HTTP Post

TopicHow to create a SharePoint Online Group using Web Service in Nintex Workflow for Office 365.  InstructionsOpen a Nintex Workflow for Office 365 Designer. Drag and drop the Web Request action. Configure the action as belowURL : ‍{Workflow Context:Current site URL}‍/_vti_bin/UserGroup.asmx Method : SOAP 1.1. Soap action : http://schemas.microsoft.com/sharepoint/soap/directory/AddGroup Body : Content Content :<soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/">  <soap:Body>    <AddGroup xmlns="http://schemas.microsoft.com/sharepoint/soap/directory/">      <groupName>string</groupName>      <ownerIdentifier>string</ownerIdentifier>      <ownerType>string</ownerType>      <defaultUserLoginName>string</defaultUserLoginName>      <description>string</description>    </AddGroup>  </soap:B

TOPICWith the introduction of Responsive forms to Nintex Forms for O365 the Rules functionality was also updated.Responsive forms does not allow custom javascript or CSS.  Our customers were using Javascript predominantly to auto-populate controls on a form.With the Rules update there is now a Set Value option as well as the usual Disable,Hide,Validate options.   This option can be used to auto-populate a Single Lines of Text control ONLY.INSTRUCTIONSExample1. Create a list in O3652. Open the Nintex Forms Designer3. Add a choice control onto the canvas. And configure it with the Options Boy,Girl and name it Gender4. Select the default "Title" Single Lines Of Text control and click Add Rule from the ribbon.5. In the Rules paneRule Name = Boy When = equals(Gender,"Boy") Then = Set Value Value = "Shorts"Add another rule and configure it as below.Rule Name = Girl When = equals(Gender,"Girl") Then = Set Value Value = "Dress"6. Publish the form. When you select a choice either Boy or Girl th

TopicThe Nintex Forms lookup function is generally used in its standard form with 4 parameters but the runtime function can take up to 6 parameters.  See the link below for the help files for this runtime function.lookup("list title", "column to filter on", "value to filter on", "output column")The 5th parameter is a simple true/false boolean to allow multiple items to be returned or not.By default the 5th parameter is false so the parameter is not required when only one result is required.When the 5th parameter is set to true multiple results are returned in an Array but what can be done with this Array? InstructionsUsing the lookup() runtime function on a form with the 5th parameter set to true will return multiple results. lookup("list title", "column to filter on", "value to filter on", "output column", true)These multiple results can be filtered during the lookup by embedding the lookup into other runtime functions.Examples:To find the lowest number returned in an array. min(looku

TopicHow to enable User Profile Service in O365  Instructions1. Visit the site2. Access the list or library3. Click on Nintex Workflow on the ribbon4. In the Workflow Gallery, click on the Cog icon top right5. Thiis will load the Administartion Settings page for User Profile6. Click 'Grant Access To Workflow'7. A new window will load displaying 'Do you trust Workflow?'8. Click 'Trust It', this will now enable this feature. 

TopicWhen using a Query List action in Nintex Workflow Office 365, how to separate the results for each column and extract the result,into a single value using the Get Item Collection?  InstructionsChoose the 'Output Type' in the 'Query List' action as a 'Separate output per column'. Related LinksHelp file: Query List 

TopicWhen using the "Query List" action in Nintex Workflow for Office 365, with a Filter that is equal to a variable that has an empty string. The query will return 0 results even though there are some item(s) with an empty string value on one of the columns. InstructionsDesign the workflow as below:Use the "Conditional branch" action to check whether a variable is empty or not. If the variable is empty then use "Query List" with Filter = Is Null. If the variable is not empty then use "Query List"  with Filter = "Variable".  

TopicIn the unfortunate event where a Nintex Form has somehow become corrupted, you can use this guide to either delete the form from the list manually or recover the form saved at the content type level. Please Note: A deleted form cannot be restored. InstructionsFinding your saved form in the NintexFormXML folder:Unfortunately, the names of the files stored in the NintexFormXML are not particularly user friendly. In the event you need to find an orphaned form in the NintexFormXML hidden repository, how do you determine which form is the form you published? To start, each file in the NintexFormXML hidden library is created using the following format: ContentTypeGUID_listGUIDYou can find the content type GUID and the list GUID which may be difficult for some or you can simply review the below methods to find the form file that is being stored in the repository for the list in question.Method #1 Use the Content type URLNavigate to the content type the form is published to in the list us

TopicAdding the current item's URL, within a Document Library using Nintex Workflow for Office 365. InstructionsFrom the right side of the action configuration in Nintex Workflow Designer, go to the Item Properties section then double click the Encoded Absolute URL.  

TopicCreating custom content types to be used in Nintex Workflow for Office 365 task actions.Answer1. Navigate to Site Settings.2. Create new site content type.3. Configure the content type as follows: Select parent content type from: List Content TypesParent Content Type: Workflow Task (SharePoint 2013)Put this site content type into: Existing Group > Custom Content Types 4. The new content type will now appear as a option from the task action configuration. Additional InformationNote: The new content type will not appear if:1. The content type is added under the 'Nintex Workflow for Office 365' group.2. The new content type does not have a 'Task Outcome' column.

TopicHow to start a Component Workflow via a HTTPS API endpoint capable service or application.  InstructionsYou can start a component workflow using HTTPS-capable application, by sending an HTTPS Post request, the external application that starts the Component Workflow must provide the start variables defined by the Component workflow.Component workflows enable you to Reuse and share workflows. Hide technical complexity e.g. web services. Separate processes for security reasons. Implement consistency e.g. for approval processes. You can start your Component workflow from any service or application that can: Make POST calls to HTTPS endpoints. Send a request payload in the body with a content-type of application/JSON. To Start your Component workflow from another service or applicationConfigure your application to make a POST request to the Component workflow URL.Component workflows are built at the Site Workflow level. First navigate to Site Contents To access th

Topic When creating a Connection to be used in workflow actions in Office 365, the Connection will only appear if it is available to the appropriate user and location where the workflow is being designed. Instructions Create a Shared Connection as described in the help documentation:https://help.nintex.com/en-US/Office365/QuickStart/Workflow/3-CreateConnection.htmOnce a Connection is created, locate the Connection on the Connections page Select the ellipsis (...) Select 'Edit' Review the following options to ensure that the connection is available to the desired users and locations: Users with access All Users Selected Users Available in Tenant This site collection Site only   

TOPICHow to design a workflow that has a functionality to update the workflow initiator item permission when the workflow initiator does not have Full control to the List. INSTRUCTIONSCreate the following two workflows:Workflow 1Drag and drop "Office 365 update item permissions" action.  Configured the actions as per required by following the instruction from the help file of Office 365 update item permissions. Save and Publish the workflow.Workflow 2Drag and drop "Start Workflow" action.  Configure the Start Workflow  as below: Workflow name is WORKFLOW 1. Username and Password are using an account that has an Administrator (Full Control) permission.  Other fields can be configured by following the instruction from the help file of Start Workflow  Save and Publish the workflow. Run the WORKFLOW 2 using a workflow initiator that has a Limited access to the List.  ADDITIONAL INFORMATIONA user account is required to have a "Full Control" permission to the List to run the "Office 365 U

TopicHow to reduce the width of two SharePoint date columns in Nintex Forms for Office 365 when one date control title is longer than fourteen characters. InstructionsCreate SharePoint list and two date controls. Create Nintex Forms for this list. On the designer, delete the two date controls. From the forms control panel, drag and drop two new date controls into the form. For each date control set the 'Connected to' to the relevant SharePoint column. Reduce both controls to the lowest width possible. 

TopicHow to set a Task Reminder, in Nintex Workflow for Office 365? InstructionsOpen the Task action configuration (Assign Task or Start Task Process). Navigate to the 'Reminder email options' section. Tick the check-box 'Send reminder email'. Configure the rest of the fields under 'Reminder email options' as required. Related LinksHelp file Assign TaskHelp file Start a task process 

QUESTIONIs it possible to open Nintex Forms using the SharePoint mobile app or OneDrive for Business mobile app?ANSWERNo, these will open default SharePoint forms.  The only way to open mobile Nintex Forms is either through the Nintex Mobile App, or a standard mobile browser.ADDITIONAL INFORMATIONRELATED LINKS

TopicHow to do Task Delegation in the Nintex Workflow for Office 365? InstructionsUse the Task Escalation as the way to configure Task Delegation in the Nintex Workflow for Office 365.  The functionality is available in the Assign a Task action and the Start a Task Process action, under section "Escalate or auto-complete" Related LinksHow to configure Escalate and auto-complete options on Office 365Task Escalation comes to Office 365Task Delegation Workaround in Nintex Workflow for Office 365 VideoTask Delegation Workaround in Nintex Workflow for Office 365 Archived blog.

TopicTo use the userProfileLookup() runtime function in a Calculated value control with Nintex Forms for O365 access has to be granted to the User Profile Service first. InstructionsTo allow application access to user profilesOn the Site Contents page for your site, click the Nintex Forms for Office 365 app. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Allow Application Access to User Profiles. Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account. Click Trust it Related Linkshttps://help.nintex.com/en-US/o365/#o365/O365Forms/Admin/UserProfileAdmin.htm

TopicHow to move workflows between development, test and production environments in Office 365. InstructionsExport the workflow from the test or development site using Nintex Workflow Designer "Export". Import the workflow to the production site using Nintex Workflow Designer "Import". 

TOPICHow to reduce undesired white space and overlapping that occurs when using choice control to switch and display panels in a form.INSTRUCTIONSCreate SharePoint list and enable Nintex Forms.. Drag and drop a choice control (Choice) into the form, give it a name and add the choices (Option1 and Option2). For the first choice, drag and drop a panel and place in the required controls. Give the first panel a name (Panel1). For the second choice, drag and drop another panel and place in the required controls. Give the second panel a name (Panel2). Apply a formatting rule for Panel1  not(Choice!="Option1") and check the Hide box. Apply a formatting rule for Panel2  not(Choice!="Option2") and check the Hide box. Apply a formatting rule for Panel1 & 2 isNullOrEmpty(Choice) and check the Hide box.ADDITIONAL INFORMATIONRELATED LINKS