Archive: Nintex for Office 365 Knowledge Articles

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.

TopicHow to authenticate the DocuSign connection from Nintex Workflow for Office 365?InstructionsWithin the DocuSign actions, there is an 'Authorizing user' field. DocuSign will send an authentication email to the user specified in the 'Authorizing user' field. Once they authenticate Nintex for Office 365, the app will stay authenticated until the workflow is updated and re-published, at which point another authentication email will be sent.Additional InformationWhat happens in the authorization process?When the action runs, an email with the below content is sent to the email address selected for the Authorizing user.From: notification@nintexlive.comSubject: Contains phrases "Nintex Live" and "Request authorization".Contents: Contains links to authorize or deny the operation.When the link to provide authorization is clicked the user is prompted to do the following: a. Log in to the external service. b. Allow Nintex Live to access the external service. c. Option to stop receiving futur

TopicWhen filling out a Nintex Form that has a currency control connected to a currency list column, the form can be submitted if the end-user inputs any character.  This is problematic as SharePoint only allows integers and periods to be entered in this column type. InstructionsSet up the currency control validation with regular expressions using the following expression:^[. 0-9]+$Additional Information

TopicHow to move Nintex Workflow and Forms for Office 365 to another Office 365 tenancy. InstructionsContact Microsoft to ensure both new and old Office 365 tenants are available for a period of time during the migration process.  Contact the Nintex licensing team to issue a new license for the new Tenant name and Tenant ID.   Use ShareGate (third party tools) to migrate the Nintex Forms and Nintex Workflows. Additional InformationAll running workflows will be suspended and will need to be restarted after the migration process.  

QUESTIONHow to hide the Save or Cancel button from the ribbon for the Responsive Nintex Form for Office 365.ANSWERThe feature is not part of Nintex Form for Office 365 yet. A custom JavaScript is required to hide the ribbon button, however at the moment Responsive Form does not support a custom JavaScript.ADDITIONAL INFORMATIONRELATED LINKSAdd custom CSS and JS support to responsive forms

TOPICHow to use utilize Nintex Forms for Office 365 and Nintex Mobile to add signatures to a form.INSTRUCTIONSFor using the Nintex Mobile App for capturing a signature, see Sign Your Name Across My Heart For extending the ability to sign forms from Nintex Mobile to the Nintex Forms for Office 365 App, See Extending Nintex Mobile Signature control to desktop/browserADDITIONAL INFORMATIONRELATED LINKS

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

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 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

QuestionMicrosoft is retiring Azure AD Graph on the 30th of June 2022, how will this affect Nintex Workflow. AnswerNintex Workflow uses the newer Microsoft Graph API so it is not affected by this retirement. Additional InformationThis also applies to Nintex Forms. Related Linkshttps://azure.microsoft.com/en-us/updates/update-your-apps-to-use-microsoft-graph-before-30-june-2022/ 

IssueThe following error message may occur when trying to save or publish Nintex for Office 365 workflows.‘Error Publishing workflow. The SharePoint admin has disabled the creation of new workflows. Existing workflows will continue to run.’ This error is caused by the tenant administrator when deactivating their SharePoint 2013 workflows on the tenant. This can be achieved via two ways: Classic SharePoint Admin center > Settings and checking ‘Block SharePoint 2013 workflows’ Through the SharePoint Online Management Shell executing the command:Set-SPOTenant -StopNew2013Workflows $TRUE Error Code ResolutionConfirm with the tenant administrator which method was used to block SharePoint 2013 Workflows and revert the change.For the Classic Admin Centre – Uncheck the Block SharePoint 2013 Workflows check boxFor the SPOTenant object – using the SharePoint Online Management Shell, execute the following command: Set-SPOTenant -StopNew2013Workflows $FALSE Additional InformationAt the time of

TopicInsert Image in Email Body for "Send An Email" action in Nintex Workflow for Office 365. Additional InformationTo be able to use an image in the email body for both Internal and External email services, the image has to be publicly accessible that does not require any credentials.  An image stored under SharePoint Online tenancy or other media that required credentials to access cannot be used and it will only send either a blank email body or a symbol X as a replacement of the image that cannot be found.  As a workaround, use the functionality of the email service "External email and attachments" and attach the image to the email rather than add the image in the email body.  Related LinksHelp file : Send an Email 

IssueAfter updating an Apple device to IOS 15, Nintex App Studio apps may stop loading.ResolutionRe-build the app in Nintex App Studio and download to the device again.Additional InformationNintex App Studio only started supporting IOS 15 as of the 1st of October 2021 so apps built prior to this date are not compatible.

TopicDoes Nintex support Multi-Geo in Office 365? Additional InformationWe DO support Nintex Workflow and Forms for Office 365 to be installed for the first time on a brand new Multi-Geo site collection.  We DO NOT support Nintex Workflow and Forms for Office 365 where it has been installed or configured on existing site collections prior to migrating to a new Geo via Microsoft Multi-Geo PowerShell commands. Why don’t Nintex support the migration of site collections to new geo? There is an acknowledged defect within the Microsoft Multi-Geo migration process that causes an internal reference that the Nintex app and other provider-hosted SharePoint apps do not function correctly after migration.At the time of writing this, Microsoft has elected not to fix this defect due to COVID-related priorities and advise customers wishing to migrate in this manner to raise a DCR via their MS account manager.Nintex will continue to work with Microsoft to advocate for a change in this position. What c

TopicWhen a SharePoint choice column is updated to add or remove choices a published New Responsive Form with an existing choice control connected to the column does not update.InformationThis is expected behavior.The connected choice control is only updated in the form when the form is published. This is to ensure that the entries in the choice control are valid.  If a choice is removed for instance it could make a rule invalid and therefore cause errors with the form.If a choice column is updated in SharePoint the New Responsive for has to be published again so it is updated.

QUESTIONWhat is the list of IP addresses that should be whitelisted for Nintex online services to work?ANSWERThere is no fixed list of IP addresses, Nintex online services are hosted on Microsoft Azure Cloud platform. For the list of IP ranges, see the Microsoft article Microsoft Azure Datacenter IP Ranges.ADDITIONAL INFORMATIONRELATED LINKS

ISSUEWhen using the “Wait for Event in List Item” action within a Site Workflow, if the item is updated with the Updated Item action the "Wait for Event" action never progresses. ERROR CODERESOLUTIONUse the Office 365 Update Items action instead of the out of the box Update Item action.ADDITIONAL INFORMATIONThe Update Item action does not trigger the item updated event receiver, which prevents events such as workflows starting on item update or the "Wait for Event" action from triggering. RELATED LINKS

TopicOpen Nintex Workflow for Office 365 Designer. Create a workflow variable.  Drag and drop Task action. Open Nintex Task Form for Office 365 Designer and choose New Responsive Form.  Utilize the Workflow variable by inserting the value from the Workflow Variable section. Additional InformationWorkflow variables are available to be inserted under the Formula section, however, if the workflow variable name as a space it will not works. Therefore as a best practice and to make sure it will always work, we recommend inserting the workflow variable from the Workflow variables section. Related Links  

TopicConfiguring the Nintex List Forms Online Web Part on Office 365 InstructionsPublish a Nintex Form on a list (Classic or 'Old' Responsive Forms only). Navigate to your SharePoint site page and select 'Edit'. Insert > Web Part > Apps > Nintex List Forms Online. Click Add. Click drop-down arrow on web part > Edit Web Part. Configure the 'ListForms Settings' section. Click Apply. Save, Check In, and Publish your site page. Additional Information The Nintex List Forms Online Web Part is not currently compatible with New Responsive Forms. Some fields are marked with (*) suggesting that they are required, however, this is not always the case. For example, a 'New' form should not require an 'Item ID'. This is demonstrated in the examples below. Examples New Form Mode      Display Form Mode       

ISSUEThe userProfileLookup runtime function for Nintex Forms for Office 365 does not return any valueERROR CODERESOLUTIONSOLUTION 1:The User Profile Service may be using a different property name from the user property name being queried. Check the User Profile Service user property name by navigating to the SharePoint Admin center within Office 365 and click on User Profiles from the left menu, then click on Manage User Properties. Edit the property name and you will see under property settings a "Name" and "Display Name" field, make sure to use the "Name" field when performing the query. To get the "Name" of a user for example, use the syntax as shown below. userProfileLookup(Current User,"PreferredName") The below syntax will not return any result. userProfileLookup(Current User,"Name") SOLUTION 2:If the Current User is hard-coded with a value, make sure it has double quotes.For example:userProfileLookup("support@nintex.com","PreferredName") SOLUTION 3:Make sure that there is no oth

IssueWhen using Send an Email action with External email service and having a total size attachment of more than 20 MB, the workflow terminated with the following error:  System.Activities.Statements.WorkflowTerminatedException: Total size of all attachments (x MB) exceeds the allowable limit of 20 MB.Error Code  ResolutionReduce the total size of attachments up to 20MB. Additional InformationSend an Email (External service) with attachments has a limit for the total size of all attachments up to 20 MB.  Related Links  

QUESTIONWhat is the maximum size file to attach to the List item for Nintex Form for Office 365?ANSWERFor Classic and Responsive Form:Files attached to list items can be up to 250 MB in size. For New Responsive Form:The maximum size to allow adding to the form using Upload File control is 25MB per file and up to 10 items (250MB in total). ADDITIONAL INFORMATIONThe Nintex Form Office 365 file size attachment limit is following the SharePoint Online limitation. This size refers to this article SharePoint Online Limits.RELATED LINKShttps://help.nintex.com/en-US/Office365/Designer/FormControls/FileUpload.htmhttps://help.nintex.com/en-US/Office365/Forms/ResponsiveClassicForms/FormControls/ListAttachmentControl.htm 

IssueEmails are not received from an Assign a Task or Start a task process action. ResolutionCheck if the 'Description' field in the Assign a Task configuration is using a variable. If so, confirm what the variable is populating; if the content in the variable exceeds the maximum length of the Description field, task notifications will not send. Related LinksAssign a Task Start a Task Process 

IssueWhen publishing a Nintex workflow in O365 the following error appears  " Error publishing workflow. NW-1007" ResolutionMake sure the conditional start conditions are valid.Make sure when comparing columns that they are of the same data type.  for example, comparing a Single Lines of Text column to a choice column will cause this error. Error CodeError publishing workflow. NW-1007 

TOPICHow to choose if a workflow will be published as a Production or Development workflow in Nintex Workflow for Office 365.INSTRUCTIONSSelect the publish icon from the ribbon of the Workflow designer. A dialog box appears with all the publishing options.  Scroll down to the "Assigned use" section and select the radio button for either Production or Development.Additional Information1. By Default Nintex Workflows are published as Development workflows.2. When purchasing a subscription for Nintex Workflows for O365 the subscription will contain a number of allowed Production workflows and a number of allowed development workflows.3. The concept of product and development workflows differ for Nintex for O365 compared to Nintex on-premise Installations.  For on-premise there is usually a Production and a Development environment.  In O365 there is just one tenant and both production and development workflows co-exist.