Skip navigation
All Places > Getting Started > Blog
1 2 3 Previous Next

Getting Started

394 posts

Here's an insider tip that will open up a world of possibilities for some community members: It's the "actions" link at the top right of most spaces and pages in the community.

In a space like Getting Started or Nintex For Office 365, you'll see the "actions" button in the banner at the top. Clicking it will reveal the types of content that you're allowed to create in that space.  Permissions are based on your membership type, so you'll only see the types of content you are allowed to create in a given area.




The same button on a piece of content, such as a blog or a document, reveals different options. Chiefly to "follow" or "bookmark" that document or blog.  Bookmarking will leave a link to that content in your profile page.  Following a piece of content or a user connects you to that person or item. You'll get in-box notifications of activity on that page or done by that person.  



To see your connections, visit your profile page (avatar>view profile) and then click the "people" tab and select "following" or "followers." 


Nintex makes it easy to automate your workflow, so you can keep projects and processes moving, but without all the manual work. It connects to any system you use to manage content, so you can tackle everything from a specific task in a single department to complex, company-wide procedures. In addition, because you can quickly and easily turn time-consuming, manual steps into automated, efficient workflows, you will see an immediate impact on corporate productivity. You will also give your team time to focus on what matters most.


Todays workforce is also mobile, and if you want to get the best work out of your people, you need to give them every tool it takes to be productive on the go.


Nintex Mobile extends digital workflows, enabling employees to keep critical processes moving, no matter where they are. Built for smartphones and tablets, Nintex Mobile is for people on the go, wherever they are. With Nintex Mobile, you can check your tasks as easily as checking your texts. The mobile apps allow you to capture data, submit requests, start processes, complete tasks, and approve documents.


Nintex Mobile lets the mobile worker do their job wherever work takes them - around the corner, in the field, or even underground. The offline capabilities of Nintex Mobile allow all forms to be stored on devices, safely holding them until the user is back online. Mobile forms allow mobile workers to gather data like marketing and field surveys, safety and quality checks, food and hygiene checks, geological and property inspections, maintenance reports, hospital admittance forms and many more.

Everyday mobile device features like image and video attachments, barcode and QR code scanning; geolocation tagging, signature capture can be used within Nintex Mobile for a rich mobile experience.

In addition to Nintex Mobile, Nintex App Studio, allows organizations to put powerful, purposeful workflow apps in the hands of their workforce without a single line of code. Design and deliver specific workflow apps for iOS, Android and Windows devices using Nintex workflows and forms. These apps can be tailored to each department or process, including the look and feel of each application.

We are confident that the Nintex Mobile capabilities will be able to solve the immediate needs of any organization’s Mobile Forms requirements, and the Nintex Platform can be utilized across the organization to automate both simple to complex business processes. Nintex prides itself on making process automation quick and easy…for everyone.


Clients who currently us Nintex Mobile and Nintex App Studio

Mitchells and Butler - Video and Case Study

BGC Engineering Video and Case Study



The Mobile experience in the Nintex Platform is divided into 3 distinct components the Form Designer (Nintex Forms), the Standard Nintex Mobile Application (Nintex Mobile) and custom Mobile experience builder (Nintex AppBuilder). Here is a quick over view of each of those three components.


Nintex Forms Nintex Forms is a powerful yet easy to use Form Designer that allows users to create and manage the user experience of the processes they automate leveraging a similar ‘drag and drop’ interface to Nintex Workflow. Nintex Forms allows the designer to quickly create Forms that can be rendered across a multitude of devices from desktop to mobile (both mobile browser and the Nintex Mobile App).



Nintex Mobile The Nintex Mobile Application is a free download from any of the three modern app stores (Windows, Google, and iTunes). Users can download the application and authenticate to either their On-Premise SharePoint Environment, SharePoint/O365 tenant of the Nintex Workflow cloud and once authenticated will have access to any mobile forms for which they have access and that were built with the Nintex Forms Designer. Accessing Nintex Forms via Nintex Mobile has some notable advantages over traditional browser based forms, particularly offline capabilities.


Nintex AppStudio - Supported by Nintex Mobile features, Nintex App Studio allows you to build custom branded workflow apps tailored to a specific department, process, or piece of process - without writing a single line of code. Enjoy a native mobile app experience with features like image and video attachments, barcode and QR scanning, or geolocation tagging and deploy quickly over the air or via your preferred MDM solution.


Nintex AppStudio allows you to specify which forms and/or workflow tasks to be included in the app, providing the ability to build and deploy departmental or process-specific applications. You can also create line-of-business apps using the tools you are already familiar with (Nintex Workflow and Nintex Forms), and empower business users with a targeted, efficient, and relevant app on their device. Apps are immediately recognizable by the use of an organization’s existing branding and promotional images. Upload existing branding materials and preview in real time as the app is built.


User Interface/User Experience





Figure 1 Nintex App Studio Configuration - Authentication Options


Figure 2 - Nintex App Studio Home Page 


Figure 3 - App Platform Configuration

Figure 4 - Nintex App Studio Custom Branding and Theme




Figure 5 - Nintex App Studio Distribution Options


Figure 6 - Nintex AppStudio Customized Theme Options

Figure 7 - Nintex AppStudio Use Cases


Database Server and Web Server Requirements, Location, and Access Methods

Nintex is an easy install in the either SharePoint environment and leverages a Microsoft SQL database for its Workflow/Forms configurations, typically the same server as the SharePoint Environment.


Scalability and Sustainability of the Solution 


Building a business solution on top of the Nintex Platform will be highly scalable due to Nintex’ s inherently coupled nature to SharePoint itself. As SharePoint scales (additional web or application servers are added) so will Nintex. Additionally, as Nintex offers a complete stack in the cloud there is virtually limitless scale.

Nintex was engineered to work hand in hand with SharePoint’s suite of services and add very little in the way of overhead to a SharePoint environment. Nintex Workflow scales almost in direct proportion with SharePoint and we have customers running Nintex on the largest SharePoint environments in the world support over 100,000 users and over 10,000 published workflows.

Automated Builds of apps are made easy, and triggered whenever a new version of Nintex Mobile is released. When each build (or set of builds) is complete, an email notification is sent to the primary account email address on record for the account.

Intellectual Property Details

All data is owned by your organization and stored inside of your organization’s SharePoint infrastructure.

All process automation artifacts (e.g. defined algorithms, dashboards, reports, etc…) are owned by you and stored inside of your SharePoint infrastructure.

Nintex uses mobile analytics software to allow us to better understand the functionality of our Mobile Software on your phone. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and from where the application was downloaded. We do not link the information we store within the analytics software to any personally identifiable information you submit within the mobile application. 

Geo-Location: Nintex does not ask for, access, or track any location-based information from your mobile device at any time while downloading or using our Mobile Apps or Services.


What happens if a license expires?

If one or more licenses expire for an account and the number of existing apps exceeds the number of licensed apps available, then you are prompted to select apps for licensing when you sign in and select the account. Nintex App Studio cannot be accessed until apps are selected for licensing. If all licenses expire, then Nintex App Studio can no longer be accessed, and all apps become unlicensed.


What happens when an app becomes unlicensed?

An unlicensed app can no longer be accessed using Nintex App Studio or downloaded by users. Users who downloaded the app while it was licensed may continue to use it; however, the app can no longer be edited or built.



Enable individual users of the Nintex Mobile App to connect to forms and tasks though the Nintex Live framework or disable individual users from connecting.


Manage Live Mobile Access

Enable or disable users of the Nintex Mobile App to connect to forms and tasks through the Nintex Live framework.

The page is displayed as follows:

Live relay service: This lists all the servers in the farm and indicates the status of the live relay service on each. For Nintex Mobile Apps to work via live the relay service, it must be running on at least one server.

Farm Source Name: This is the name of the Farm using the relay service. Nintex Mobile will use this to identify where a form comes form and provide additional capabilities based on this name. The name is not validated to be unique; it should be specific to your organization to avoid confusion by users of the Nintex Mobile App.

Enable Live Mobile Access: Set whether users of the Nintex Mobile App will be able to connect using Nintex Live. This can only be set to Enabled when at least one instance of the relay is running. Click OK to confirm your changes.

System Performance Reporting (Uptime, Responsiveness Metrics, etc.)

As the solution built using Nintex will reside inside of Microsoft SharePoint, performance reporting (uptime, responsiveness metrics, etc.) can be collected and analyzed via whichever means (OOTB, SCOM, Metalogix, etc.) have been adopted by you.

User Training

Certification Exam

The Certification Exam is a great way to test your current knowledge. You are given 60-minutes to complete the 30-question multiple choice exam and must score 80% to earn the certification. After completing the exam and meeting the minimum score, you can navigate to 'My Activities' to access a copy of your certificate.


Nintex Workflow Pro Certificate

The Nintex Workflow Pro Certificate is for skilled Nintex platform users and proves that you are skilled at designing, creating, and debugging Nintex workflows and forms. This certificate does not require IT professional or developer skills, or administrator access to a SharePoint system.


Nintex Workflow Admin Certificate

The Nintex Workflow Admin Certificate proves that you are skilled at the deployment, integration and management of Nintex workflows and forms. This test covers content that requires IT professional skills and administrator access to a SharePoint or Office 365 site.


Nintex Drawloop Document Generation Certificate

The Nintex Drawloop Document Generation Certificate exam proves that you have the range of skills and knowledge needed to successfully install, configure and manage Nintex Drawloop Document Generation. This test covers content that requires IT professional skills and administrator access to a Salesforce installation.


General Information

Productivity accelerator

Save time, reduce transcription errors and data loss or omission; collect more data, faster technology leveraging build and deploy custom mobile applications across Nintex Workflow Cloud™, SharePoint on premises, and SharePoint online without writing a single line of code with Nintex App Studio. Deliver the apps to your business users within minutes over the air or with Mobile Device Management (MDM) software.

In addition to text, photos, barcodes, signatures, user/device info, timestamp, location data offline capable

Potential Requirements



System shall consist of a centralized Server, and one or more Web Clients and Offline Mobile Clients:


See below.

Server Central database Server and web Server on one or more physical machines, or in a virtual Server environment.  Windows SQL Server database and the IIS web Server are preferred.

The Nintex Solution will reside within SharePoint with the backend being SQL server.


Vendor to indicate if the servers are included as a privately hosted service, or if they must be provided by your organization on a physical or virtual network.  The system must allow for programmatically access database records and retain record history for up to 5 years.

The Nintex solution leverages the existing SharePoint infrastructure and EVT has access to the databases, etc.


Web Client Cross-browser support for IE, Edge, Firefox, Safari, and Chrome is required. 

The Nintex Forms Designer supports:

    • IE8 and above
    • Google Chrome (latest version)
    • Mozilla Firefox (latest version)
    • Apple Safari (latest version)


All application configurations, including but not limited to user management, form, task and report configuration must be executable via browser connection to the central server.

Nintex/SharePoint supports this.


Offline Mobile Client System will include software capable of being installed “over the air” to a tablet and smartphone.

Nintex Mobile Supports this.


System is device hardware agnostic supporting iOS, Android, or Windows operating systems.

Nintex Mobile Supports:

Apple iOS (7 and above), Microsoft Windows Modern (Windows 8 and above), Windows Phone 8 and above, Android 4 and above.


Offline Client can operate in offline mode without a persistent connection to the Server.

Nintex Mobile Supports this.


Multiple data synchronization methods between the Offline Client and the Server shall be supported, including Wi-Fi, and GSM/CDMA cellular data networks. 

Nintex Mobile Supports this.


Controls use of cellular data connections for retrieval and submission of items.

Available settings:

    • On (default): Allows use of cellular data connections for retrieval and submission of items.
    • Off: Restricts retrieval and submission of items to wireless connections only.


Answer history shall be available for the Offline Mobile Client for trending historical data.

    • Nintex Mobile 4.3 Added support to keep a history of your sent forms and task through the new Sent area. You can easily customize the how long your sent items are retained via settings.

Requirement is not clear.

Data Security Measures Communication between Server and Offline Clients shall be protected through login name/password authentication and 128-bit SSL data encryption. Passwords shall be able to configured to expire on a regular basis and require Users to create new passwords when they do expire.

Nintex communication security is dedicated by the web application settings defined in Microsoft Internet Information Services (IIS) as part of the Microsoft SharePoint farm configuration. This stated, as long as the web application is configured to use secure 128-bit (or higher) SSL/TLS data encryption, Nintex will use that encryption scheme when communicating with the SharePoint infrastructure.

Passwords are not handled via Nintex. Nintex will pass through your organizations SharePoint authentication method (e.g. AD, ADFS, FBA, etc.).


Active Directory Integration – System shall allow integration to Microsoft Active Directory to support centralized user verification and application access management.

Nintex fully integrates with Active Directory via Microsoft SharePoint for centralized user verification and application access management.


System shall be able to notify users when their Active Directory password is close to expiration.

This is not specific Nintex Mobile Feature but can be handled by Nintex Workflow and a Task/Notification.


User and Group Hierarchy System user accounts, forms, assets, tasks/rounds, reports and charts shall be able to be placed in a hierarchical group structure ensuring that users in different departments or facilities can only access system tools and data relevant to them.

Nintex Mobile leverages the SharePoint security infrastructure and security trimming ensuring users only see Forms for which they have access.


Users within the group and user hierarchy shall be able to be assigned roles to control their ability within the hierarchy to create data collection form, reports and administer other users.

This is handle through SharePoint security/permissions.


Shall be able to copy/reuse work done at one location to support multiple locations/plants.

It is very easy to reuse and share Nintex Forms across sites and even farms using Export/Import.


Form design System shall allow non-technical authorized users to easily design, configure, and publish data collection forms using a Web Client.

This is core benefit of the Nintex Platform.

Through Email

Through iOS Apps


Automated Builds

Data collection forms shall be able to be designed to accept a variety of answer data types including Boolean, text, custom list, custom combo list, integer, yes/no, decimal number, show document, scan QR code or barcode, take picture, calculation (operations: + - * / exp log), signature capture, pop-up message, free form instruction, mobile device location and date/time (entered or edited).

Nintex Mobile Supports thee (see Table 1 below).


The System shall be able to store up to 60 previous answers available to the mobile Users to trend and/or view answer history on the handheld device while both online and offline.

Nintex Mobile Supports Sent Items.


Ability to set and change Hi/Lo alarm limits.  Hi/Lo limits should be visible while taking the reading.

This can be handled with the rules engine in Nintex Forms/Mobile.


Forms shall have the ability to provide logic for custom workflow and validate data input.

This can be handled with the rules engine in Nintex Forms/Mobile and workflow is handle within Nintex Workflow.


System forms shall support real-time answer logic to drive immediate feedback to Users notifying them of out-of-specification observations and readings, and drive further data gathering and/or lead them through immediate corrective action. 

This can be handled with the rules engine in Nintex Forms/Mobile.


Invalid or out-of-spec data can be identified and errors corrected prior to submitting the form.

This can be handled with the rules engine in Nintex Forms/Mobile.


System shall support conditional triggers within data collection forms to issue email/text message alerts to designated recipients when the data is synched to the Server.

This can be handle by Nintex workflow and the send notification action.


Alerts shall be configurable for a variety of triggering event details including, but not limited to: Date/Time, response trigger, user, link to the form, user defined text, and alert severity.

Triggering and launching a workflow can be handle via Nintex Workflow and a task pushed to the Mobile Device.


Data collection form management interface shall provide version tracking.

Nintex Forms uses major and minor versions within SharePoint.


System shall allow authorized users to test data collection forms prior to publishing for general use.

Nintex Forms has a ‘Preview’ feature for testing a form prior to publishing.


Asset database System shall allow authorized users to define or import an Asset database. 


See below.

Asset attributes should include, at a minimum: Asset name, barcode value, Asset description, Asset image, associated forms, and up to four other text based user-definable attributes.

As Nintex integrates into SharePoint infrastructure, all solution artifacts (e.g. asset database, asset metadata, etc.) will be stored inside of SharePoint content databases with full support for a wide range of metadata attributes (  and can be imported and exported as per Microsoft SharePoint best practices.


System should be capable of uploading operational schematics and/or documentation for display on the mobile device, to improve effectiveness of operators working with assets.

Nintex Mobile App supports forwarding of additional documents via Task Notification capabilities. Additional capabilities to embed custom content (documents, pictures, HTML, etc.) is available via custom Nintex apps developed in the Nintex App Studio.


Defined assets shall have an Asset Status attribute flag that can be changed by User or by defined conditions triggered within Forms associated with the Asset.

Defined assets can have an Asset Status attribute flag that can be changed by User or by conditions in Form/Workflow.


System shall auto-generate and associate a barcode value when a new Asset is created. 

Nintex cannot auto-generate a barcode, but can be linked to a barcode, or QR code generator.


System support the use of barcodes to confirm that users are at specific locations or Assets before allowing them to proceed with collecting information for the area/asset.

Nintex supports barcode scanning. The following barcode formats are supported.

      • UPC-A and UPC-E
      • EAN-8 and EAN-13
      • Code 39
      • Code 93
      • Code 128
      • ITF
      • Codabar
      • RSS-14 (all variants)
      • QR Code
      • Data Matrix
      • Aztec ("beta" quality)
      • PDF 417 ("alpha" quality)


Authorized users shall be able to configure the System to permit the user to select an Asset without barcode scanning.

Nintex supports user input text capture as an alternative to barcode scanning.


System shall record the time that the Asset barcode is scanned and allow reporting on the time of the scan and selection method (Scanned, manually selected, or skipped.)

Collection of time and date metadata can be configured on the input form that also captures the barcode.


Task Management System shall allow authorized users to assign one-time as well as recurring tasks associated with one or more forms or assets.  Each task assignment shall have a start line and a deadline.

Nintex leverages the Workflow Task Infrastructure for Workflow Task Management and the Forms for those tasks are sent to Nintex Mobile.


Task assignees should be able to be notified on their Offline Client, their Web dashboard and/or by e-mail or text messages when tasks become active.

Task can be viewed both within the Nintex Mobile App and the SharePoint Web Interface.


System shall be able to assign Tasks to a group of Users, for any or all in the group to complete. 

This is core Nintex Workflow Flexi-Task functionality.


System shall be able to generate automated deadline reminders and overdue notices to field users.

This is core Nintex Workflow Flexi-Task functionality.


System shall provide task compliance reporting to monitor the progress of task completion, as well as provide authorized users to create reports and charts to display the collected data results.

Nintex provides out of the box reports as well as constructs for custom reports using modern BI tools either connecting via SQL or ODATA.


Rounds Management System shall allow authorized users to create unassigned Rounds consisting of both Assets and Forms.  Unassigned Rounds shall act as a container for Assets and Forms without a defined start line or deadline.  A set of rounds shall be configurable to have up to four definable Variants.



Drafts Offline Client software shall include functionality that allows users to save incomplete data collection forms on their handheld.

Nintex Mobile Supports this.


Drafts shall be capable of being opened and saved multiple times until data collection completion.

Nintex Mobile Supports this.


If the Offline Client that any Draft resides on is synched to the Server, all drafts shall synchronize to the Server as well. These incomplete forms shall be able to be launched from any other authorized connected offline or Web Client at a later date for further data gathering and completion.

This is NOT a capability of Nintex Mobile.


System shall record the user that entered each answer in a Form.

Nintex Mobile Supports this.


Reporting System allows authorized users to export data and create/publish tabular reports & charts.

This can be accomplished using Nintex Hawkeye (Process Analytics) or via exporting data from SharePoint Lists.


Reporting tools will be accessible to authorized system users via Web Clients.

Nintex Workflow and Nintex Hawkeye support this.


Shall be able to export data to other plant historians or enterprise systems and as PDF and CSV files.

This can be accomplished in the Nintex  Workflow or via an export from within SharePoint.


Reports and Charts shall be exportable to PDF and CSV format from the user Web Client interface.

Nintex Workflow and Nintex Hawkeye support this.

Nintex provides base reporting and capabilities for creating custom/solution specific reports which would be handled via EVT or a Nintex Partner

System shall allow printing of completed Forms.

This is a Feature of Nintex Forms Enterprise or can be handled via Document Generation capabilities within Nintex Workflow.



Mobile Capabilities


Nintex Mobile Version



Released on version 3.4


Signature Capture:

Released on version 3.9

Support for Signature Capture: Ability to configure a multi-line text box control to capture a signature

Uploading an image:

Released on version 3.1


Offline Capabilities:

Released on version 1.0

The apps work offline, allowing data entry also when not connected not a network.

Text Box:

Released on Version 1.0


Nintex Forms controls are supported when designing mobile forms:

    • Choice (only vertical display)
    • Date/Time
    • Label
    • Multi Line Textbox
    • Single Line
    • Yes/No
    • Timestamp

Released on version 3.8

Support for Range Validation: validation of range parameters on Single Line Textbox and DateTime controls

Geo Location

Released on version 2.0

Added support for the following Nintex Forms controls:


Repeating Section


User Profile Info

Released on version 4.0

Introduction of User Profile





Nintex Mobile currently supports the following methods for communicating to the corporate SharePoint farm, using corporate credentials.


Direct connectivity (if the SP farm is available through the Internet)


Exposing the Ports 80/443 through your firewall, with a rule that is specific to a url

http://[sharepointurl]/_vti_bin/NintexFormsServices/NfMobileAppService.svc. This would mean the rest of the farm is safe behind the firewall.

Configuring proxy software allows these connections, but in this case, the proxy server will also need to be configured to pass through authentication.


VPN in this case, the mobile device would need to be configured to connect to a VPN.  Then, the Nintex Mobile app will be able to authenticate and talk to the SP environment.

Hello there!


I wanted to share some (hopefully) inspiring and thought provoking ideas. I was recently playing board games (Guess Who) with my kids and got to thinking, "How cool would it be to play a game, but using Nintex!?!? I could make a form that allows the user to pick questions from a drop down and then submit to a workflow and use a list to hold the features of all the characters...I should use the people on my team as the characters!!!!" ...and I got wayyy to excited over this  and dove into the form designer.


So what do we do when this happens? Take a breath, and a step back. Start with the basics and build up. You can't start building the penthouse if the foundation isn't poured. 


I landed on Tic-Tac-Toe, and not Guess Who, because it is a much more simplistic game and does not require too much to get it up and running. Also, there are some points functionality that can be used elsewhere. I kept the game to a single form to highlight just how simple and easy it can be to do something completely different that it's intended use. I am sure that Euan Gamble and crew did not think of a gaming platform while considering what features will or would not be added


Yet that is how the business world works! We take a core concept and then mold it into what we need it to do. There is no "one-size-fits-all", but if we understand the capabilities of the tools that we have at our disposal, we can certainly build anything. But what else can we create and build with Nintex? I have a slew of ideas for games, but I want to know what others have thought of doing.


The Game

I used JavaScripting to do the heavy lifting and some CSS to help out.


Big shout-out to Sean Fiene for the assist with the JS as it reminded me to slow down and take a step back!


Attached you will find the .nfp file for the form, simply create a new list, import this form, publish it and you are good to go!


***Please keep in mind that this is for Office365 and the JavaScripting could use some cleaning up (I am sure someone can do it better ). I am working on getting it into 2010, will post it here once I get a chance to move it over.

A while back I wrote this blog about copying attachments from a list item to a document library.


Well times have moved on and technologies change. I'm currently learning my way around O365 and of course Nintex Workflow and Forms for the platform.


My requirement this time was similar, but with a twist.


I'm creating a Mobile App that will allow frontline users to go out to sites and fill in inspection forms. The customer is keen for these inspections to be visually orientated so therefore they're going to be taking pictures on tablets to provide evidence that a section has met standards. At least 1 photo needs to be taken for each section. A section is going to be a particular area of the store (Front of House, store room etc). We then need to be able to easily identify section the photo was taken via metadata.

To achieve this we created our form with an attachment control for each section. This gives the user a nice easy way to associate the pictures with a certain section, and crucially it allows us to name each of the attachment controls.

Also, I needed to allow for the fact that they may not upload a photo for every section.


Kudos go to Marian Hatala for helping with the next bit. He suggested using the FormData XML to identify each of the attachment controls, and each of those attachment controls contained the filename of the picture that had been taken with it.


So my first job is to identify each of the sections. I create a 2nd list with an item for each of the sections in the form, I then query that list and store the results in a collection.


I then use a For Each action to iterate through each of the items in that collection. This provides me with the element I'm going to be looking for in the FormData XML so it needs to be spelt exactly the same as the Name of the attachment control on the form



My Query XML action looks a little like this

Here I am querying the NFFormData Item Property and my XPath query simply looks inside the FormVariables element for the name of the attachment control. Because there can be more than 1 picture in each attachment control, the result is stored in a collection, which I will break out using the following Regex actions. I'm no expert in Regex, so happy to be told if there is a better way of doing this.


Step 1 - [" this removes the leading square bracket from the array

Step 2 - ;"] this removes the trailing square bracket from the array

Step 3 - Use the Split function in Regex to split the array by semi-colons


The reason this is required, is that this is the output of our array


But this is the output of our collection after our Split function


These subtle differences make the difference for our For Each loop


So I now have another collection that I will perform another ForEach loop on (so I am looping through however many attachments are contained within each attachment control).

The variable that is output from the ForEach loop is the name of my attachment, with a snag, I need to perform another Regex to remove the trailing ";" on the string (if it has one) and then I'm ready to go and upload it.

Above are the screen grabs of the configuration of the "Office 365 Upload File" action.

A couple of things to explain here.


File to Upload - We're uploading content that already exists in SharePoint, but if you didn't know, attachments are stored in a hidden folder within the List that the item belongs to, so our URL here is "Lists/LISTNAME/attachments/IDOFITEM/Attachmentname.jpg".


Folder path - This is the name of the library the file will be uploaded to PLUS any folders within the library that you want the file to be placed into.


Fields - These are the pieces of metadata we will use for our new documents/files.


The final piece for our requirement is the Run If. This is to capture any instances where there is no attachment in a control. If this is the case the string that should be the filename, will simply be a [ ] and our Run If makes sure the variable doesn't equal this before trying to upload, otherwise the upload fails and the workflow falls over.

You may recall that last month we started a new way of connecting you to the people who make noteworthy contributions to the community - an honor roll.  The best way to really get a sense of their contributions is to "follow" these community leaders!


Each month, I'm naming 10 people to an honor roll, and asking you to visit their profile and then "follow" them to spark connections.  This month, I wanted to highlight a special group of members: the Nintex Product Managers!


That's more than 10, but without all of them, we wouldn't have our workflow platform and products.  So, they're all in!


I want you, dear community member, to visit each of their profiles and click "follow," which is just to the right of their smiling profile photo.  See, Euan Gamble's profile example:



Why do this?  Because it connects you, the people who use Nintex, to the people who make Nintex!  Following the product managers puts their community activity in the news stream of your choosing and exposes you to what they're doing in the community.  You'll be on top of it when they blog or update product release notes, for example..  It's a great way to enrich your community experience!


This month's Honor Roll members:

honorrollHonor Roll

Dan Barker (Nintex Workflow Cloud)

John Corry (Nintex Moble/App Studio)

Rick De Marco (Document Generation)

David Fitzpatrick  (Nintex Workflow Cloud)

Euan Gamble (Nintex Forms)

Roanna Gunaratnam (Workflow Actions)

Jon Hardy (Workflow for SharePoint and O365)

TJ Ramadoss  (Assoc. Product Manager)

Sam Sysum (Drawloop)

Joshua Tan (Nintex Workflow Cloud)

George Tsigounis (Nintex Hawkeye)



honor roll big



Honor Roll members will get this badge in their reputation center, along with 100 points.


If you'd like to nominate someone for the honor roll next month, post their name below and tell us why you think they should have a bigger following!

The June Mission is your opportunity to show us how you'd build a workflow for the following:



A service team has a SharePoint list where users submit requests that they need to fulfill.  There are currently 5 different types of requests that they can receive and each request type has between 20-30 steps that have to be completed in order to fulfill the request.  The team has been having some difficulty keeping track of the status of each request and knowing whether all of the steps have been completed or not.  This has led to some request falling through the cracks and the users are none to happy about it. 


The current request types are:

  • Inventory
  • Campaign
  • Collections
  • Statements
  • Audit


This is a sample list of steps for an Inventory request.  Each request type will have it's own unique set of steps.

Step #Description
1Create master schedule
2Notify the affected departments
3Purchase supplies
4Clean all areas for counting
5Group like items
6Ensure there are no hazards present
7Mark package quantities
8Count and seal partially packaged items
9Mark items not to be counted
10Label each area to be counted
11Validate all items are identified with part number.
12Update storage area floor plans
13Organize couing teams
14Distribute written instructions
15Conduct physical counting
16Conduct 2nd physical counting
17Compare results for accuracy
18Turn in count sheets
19Reconcile counts with the system
20Turn in final inventory results.



The manager of the service team would like there to be an automated way that when they receive a new request, the system would create the correct steps for that request type that need to be completed.  Then as the steps are completed the system would update the overall status of the request so that they could look at any request and know how many steps are remaining.  The manager wants to track all of this in SharePoint.


Using SharePoint lists and Nintex workflows, design a process that will create the steps for each request type, and then track the status of each request as the steps are completed.  The solution also needs to account for the fact that a new request type could be created in the future, with it's own set of steps, and the manager would want to be able to add it without having to modify the workflow each time.


The team is currently using SharePoint on premise with Nintex Workflow, but they may be moving to O365 in the future.  So you can design a solution either for SharePoint/Nintex on-premise, or for O365. 


Your mission:

To receive the points, build your solution and click here to create a document in the Nintex Gallery about your solution, detailing exactly how you would solve this issue.  Post a link to your solution below below to earn 400 points and the June "Request Quest" badge!

We look forward to your solutions!

request quest badge

Last mission May Mission - Quick Top Tip!  has left tons of useful information.

I get this from Cassy Freeman and converted it on a fast reading help with samples for the parseLookup function.










One Click Mobile Workflow

Posted by cgellis Employee May 29, 2017

In a bit of an "I have a pen, I have an apple... applepen" moment, I thought what if I combine two awesome blogs - 

Warwick Ward Mission Accomplished blog Mission Control - External Start with just jQuery, REST and HTML  and Dan Stoll Nintex App Studio for the win  on Custom Content for Nintex App Studio apps.


I'm still thinking of applications for this but the buttons could correspond to various static assets or locations such as rooms or machinery that are subject to some sort of point in time vetting / issue raise. I just wanted to see if it would work tbh!


Warwick has explained the External Start concept in Nintex Workflow Cloud perfectly so I won't burn my tyres rehashing that here, but all I did was add a few more options with a send email just for testing. 

Each email is going to go to a different person in our AusNZ Sales team just so I could spam them during testing.


I then tweaked Warwicks HTML (attached) ever so slightly to include 2 new button click values in addition to his two and added some styles Dan had kindly put in his yoga example. Dan Stoll and yoga. Now that I'd pay to see.


Added my buttons.html file into App Studio Content as the top level of the navigation like so - 



And once App Studio does the build and I've got my app on the device I've got One Click Workflow starts on the app

Clicking a name emails that person. Simples. Obviously your workflow branches would be different but as we discuss concepts of deep linking and QR codes with customers, it's nice to know there are other ways to save you filling in a repetitive form where it's not necessarily required.

The Mobile forms that Nintex provides are powerful and make it so easy for users to gather data out and about.


But every so often, we run into a function that we're so used to using on Desktop, but isn't available in Mobile. A great example of that is the lookup() function. We have List Lookup at our fingertips, but sometimes we need to calculate a value without our users needing to select from a dropdown with only one value in it.


 Just because this is how I've gotten around it, doesn't mean it's the right way!


So let's think about what a use case scenario might be.







On our Nintex Mobile form, we want our users to choose their Airplane Type from a dropdown, and then their Airplane Model - and have the form automatically select the correct Fuel Capacity and multiply that by the current fuel cost ($1.20/L).


However, at present, we'd need our user to select the Type from a lookup ... and then the Model from a lookup... and then the Fuel Capacity as a single item from the final lookup, in order to be able to take it out and calculate it. We don't want our users to have to select any more than the Type and Model of their plane.


Users can get understandably frustrated when they have to redundantly enter / select information.




1) We have a list of airplanes, named "Airplanes" - in this list, we have the following columns:


  • Airplane Type
  • Airplane Model
  • Fuel Capacity


3) We have a mobile form where we want a user to select the Airplane Type and display a dropdown of Models along with their Fuel Capacity. 


4) On that mobile form, we also want to take the Fuel Capacity and multiply it by a fuel cost which will reside on the form.


5) We want to display the total cost to fuel the airplane to the user, live, on the iPad / Mobile form.








1) The very first thing we'll do is create a column in both of our lists that will combine each row of data into one, with a label in the front, automatically. We will only grab those items we require. 


  • Create a calculated SharePoint column - name it something like MergedAirFuel or whatever makes sense for your situation.
  • Combine each column by using a formula like:

="AIRPLANE MODEL: "&[AirplaneModel]&" FUEL CAPACITY: "&[FuelCapacity]

This produces a column that looks like:



2) Now that we have our merged column, we can set-up our controls on our form. Here's what we'll need:


  • 2 List Look-up controls

  • Calculated Value controls

3) In the first List Look-up, we just want to fetch the list of Airplane Types that we have, so we can do the following:


Name: AirplaneType

Source SharePoint Site: (the one your list is in)

Source List: Airplanes

List Column Name: Airplane Type


4) In a Calculated Value, we'll make sure the ID of the look-up doesn't show up so we can use it to filter our other look-up's control:


Formula: parseLookup(AirplaneType)

Name: AirplaneTypeParsed


5) In another List Look-up, we'll find our merged row of data dependent on the Airplane Type that was chosen earlier, like so:


Name: AirplaneDataRow

Source SharePoint Site: (the one your list is in)

Source List: Airplanes

List Column Name: MergedAirFuel


We'll also open up the "Filtering" section, and choose:


Filter available selections: By a control's value

Where field: AirplaneType

Filtered by control: AirplaneTypeParsed

Action when no filter applied: Show none









What have we achieved so far: We now have a drop down where, when the user selects their Airplane Model, they will also see the details beside it - for example:


But how do we get that Fuel Capacity out of there to work with!? 


RegEx, is how. Here's what we'll do:


I'm doing these all separately to show each step, but it could be just one field, probably.


6 a) In a Calculated Value field, we'll parse again to ensure we get a nice clean string to work with (without the ID) : 


Formula: parseLookup(AirplaneDataRow)

Name: AirplaneDataParsed


6 b) In a Calculated Value field, we'll use Reg Ex to strip out the Fuel Capacity first - this Reg Ex formula says "select everything up to & including "FUEL CAPACITY: " and remove it from the variable:


Formula: replace(AirplaneDataParsed,".+\FUEL CAPACITY: ","")

Name: FuelCapacityRegEx

6 c) In a Calculated Value field, we'll use subString to get only the first 4 digits returned, in case there is additional data after that we do not need.


Formula: subString(FuelCapacityRegEx,0,4)

Name: FuelCapacity

7) In our final Calculated Value, we'll determine the total cost for the selected airplane which is the Fuel Capacity times the cost.


Formula: FuelCapacity*1.20

Name: FullFuelCost


And there we have it - getting and utilizing a value from a look-up list in a Nintex Mobile form. A bit round about, and I fully expect someone to say "Rhia, you idiot, what about this way", but I welcome it -- this worked for me in a pinch. 


Let me know what you think. 


Further Recommended Reading:


Hi Guys,

my name is Ollie and I'm working since a half year with Nintex Workflows and Forms .I like them, but I'm tired of clearing the History every week. Especially when using the "Filter" actions the History is getting full and the WFs are getting in stuck.
So I couldn't find how to clear the history automatically, i decided to make a Workflow clearing the History automatically (may be there is somewhere a tutorial but i didn't find it!?).


Now that is I made it with an time scheduled Workflow:


1. Create an new Site Workflow with the following Variables:

   - List_Collection

   - List (String)

   - Yesterday (Date)

   - ID_Collection

   - ID (String OR Number)

   - Index (Number)


2. Now that is how you should arrange the Items in your Workflow


3. Now you should go to the calculate Date and Calculate how Old the Entries should be to be deleted

4. Go to " 'Site Settings' --> 'Manage workflow history lists' " (or you can type into your Browser "YOUR TEAMSITE/_layouts/15/NintexWorkflow/ManageHistoryLists.aspx") and copy the History List Name from these Lists you want to delete automaticaly like shown into the Regular Expression.



5. Create a For Each Loop through the List_Collection an store the Value into the String-Variable List


6. Now it's getting tricky, build the Query with the CAML editor

When you Copy this Query the Workflow will store all ID's into the ID_Collection from entries older than 1,5 days (or how ou had set it up before in the calculate date). Please watch out that everything should be same like shown above, especially with the "List Title" (by default it's "List ID"). If you want to query another field than Modified or Created dont't forget to change the Value Type. To avoid Problem with the Query on List with more than 5.000 entries put the <ViewAttributes Scope="Recursive"> flag to your Query.


7. Optional: Count the Amount of Value's in the ID_Collection an store the Value in the Index variable. Now build a Runf If and here you can define how many Value's there should be in a list for minimum to delete. Put the loop from the next Step inside this Run if


8. Build a For Each Loop from the ID Collection and store each value in the ID Variable.


9. Now we need the Delete Multiple Values action and use there the CAML editor too.

Type in the Query exactly like shown above.


Now that's it from building the workflow. Now you can publish it and add as a time scheduled workflow.

You'll never have an overfilled History again.




Of course you can query by other values too. I'm often using the filter action, wich can't hide from the history. So I make a query by "The item under workflow did not meet the filter criteria." from the field "Description" too.

Heres is this Query-example


Please let me know if this tutorial was helpfull for you. If necessary I can make some several other tutorials too.

If yout got some Questions please put it in the Comments.


With Kind Regards



April 2017 release review

Posted by rickbakker May 13, 2017

This post is a review of the April 2017 releases of all Nintex products. What is included in this post is my personal observation/opinion. I decided to write a review not in the same month anymore so I can name all new features, the release notes are up-to-date and I perhaps even have some time to play with them


This month, there were besides the new functionalities mentioned in this blog post, also several minor improvements, bugfixes and some security improvements. Although I do not describe the improvements, some are pretty nice too. Good work Nintex!


The biggest feature changes were imo in ‘Nintex Workflow Cloud’ and ‘Nintex Workflow for Office 365’.



*** Nintex Workflow Cloud ***


  1. Some new connector events and connector actions.
  2. New action: Log to instance details.
  3. Availability of Nintex Hawkeye workflow analytics.
  4. Workflows can be configured to ingest files as part of “External start” start events.


Some new connector events and connector actions.

What is to say. Keep and going!


New action: Log to instance details.

This is a great new action, mainly for troubleshooting purposes. For on-premise, using this action for production workflow is not recommended as a bad-practice. I wonder if this also applies to NWC. At the moment, I assume not.



Availability of Nintex Hawkeye workflow analytics.

This was of course a must have for NWC. It is great to see that Nintex is offering this key feature in all “their” platforms now. Now we have to wait for Document Generation


Workflows can be configured to ingest files as part of “External start” start events.

I had no time to play with this feature yet, but I can imagine it to be big. Being able to work also with unstructured data (files) opens up several new process automation possibilities. People then do not need to have access to the data stores to be able to get access to it.


Because Nintex released this feature, I just cannot imagine that several other connectors are improved too in the future so files can be placed read from and placed into them.


Part of this feature is a new option to set a default storage location. This can be found under ‘Settings’. Below, 2 related screenshots are shown.




*** Nintex Hawkeye ***


Nothing seems to have changed here.



*** Nintex Mobile Apps ***


Nothing seems to have changed here.



*** Nintex App Studio ***


Nothing seems to have changed here.



*** Nintex Forms ***

Office 365

The following important information is given: This release includes changes to behaviours of some controls. The changes may require adjustments to custom JavaScript. No additional information is given.


I do not like this at all. How can we know which controls have changed? Nintex should really improve this. In real life we cannot always test everything after a new update is installed. This also applies to the important information given for Nintex Forms 2016, Nintex Forms 2013 and Nintex Forms 2010.



  1. A new button action: Save and Continue
  2. A new button option: Button redirect


A new button action: Save and Continue

In March 2017, this features was added to Nintex Forms on-premise. Good to see that Office 365 was updated soon after. A blog post about this topic has already been added by Nintex: Lucky You, there's New Form Features!


A new button option: Button redirect

In March 2017, this features was added to Nintex Forms on-premise. Good to see that Office 365 was updated soon after. A blog post about this topic has already been added by Nintex: Lucky You, there's New Form Features!



*** Nintex Workflow ***

Office 365


  1. Document Generation - New Features (Action Upgrade)
  2. Disable Action
  3. Support for Dynamic CRM 2016


Document Generation - New Features (Action Upgrade)

The new Document Generation functionality is just really awesome and a good blog post has already been made by Nintex (Click here). I expect that Document Generation will be one of the primary reasons why businesses will invest in Nintex, so having this awesome functionality in Office 365 is just very good to hear.


Disable Action

This is not a new action, but the possibility to disable/enable an action for existing actions. For me, this is a great addition. I use it a lot on-premise during the development of workflows and in rare occasions also when fixing an errored workflow. There was a kind of workaround (using the ‘Run If’ action) but yeah, that was more work.


Support for Dynamic CRM 2016

This addition is very customer specific of course. Businesses having Dynamic CRM 2016, Office 365 and Nintex will be able to benefit from it. Beware, this connector is not for free.



Release notes



Nintex Workflow Cloud

Click here

Nintex Hawkeye

Click here

Nintex Mobile Apps

Click here

Nintex App Studio

Click here

Nintex Forms for Office 365

Click here

Nintex Forms 2016

Click here

Nintex Forms 2013

Click here

Nintex Forms 2010

Click here

Nintex Workflow for Office 365

Click here

Nintex Workflow 2016

Click here

Nintex Workflow 2013

Click here

Nintex Workflow 2010

Click here

With the encroaching end of a major effort I have been a part of for the better part of this year, the time has come to look back and review all the things that were encountered and see if they could have been done better. I wanted to take a moment and share something that was asked of me mid-way through this project and changed how I approached the workflow.


A Bit of Background

At the core, this is nothing more than an approval process. That said, it goes through 9 different approvals ranging from service reps, to field reps, to engineers looking at installed equipment. In total, there are 5 different groups that have to touch this and within each of those groups, it may be assigned to a different user depending on geo-location.


So you may already see where I am taking this, but the issue that arose is how can we assign a task to someone but allow for someone else to jump in and take over?


Delegation right? Well delegation requires the assigned user to do the delegation. What happens if that user is unavailable? What if the supervisor needs to step in or have a "secondary" user process the step that it is on?


After some thinking I landed on assigning the task to the entire group, but only sending the notification to the specific user. This allows for the entire team to have access to complete the task if needed, but still only notifies the proper "assigned" user to complete the task.


How I Did It

This approach is simple enough.

Create the task, but do not send a notification, then, in a parallel action, send the notification.

Within the task itself, you will need to capture the task ID within a workflow variable (integer):


You will also need to set the delivery type to "None" so that the task does not generate a notification:

On the parallel branch, you will need to put a slight pause in the workflow so that the system can create the task.

Immediately after the pause step, you can add your notification. Within your notification, you will need to build a task URL using the task ID variable. So something like this:


{Common:WebURL}/Lists/Workflow Tasks/EditForm.aspx?ID={WorkflowVariable:taskID}


If you do not add a pause, the task ID variable may be blank/empty because the task ID has not been set and you are using it to create the task URL.



And that is it! You now have a task assigned to a group of users, but are only notifying a specific user(s) that it exists. This allows you and the assigned team the flexibility to shift work when needed without changing anything within the task or workflow and without bombarding users with task notifications.


Final Thoughts

As always, there is probably a million ways to approach this and I am eager to hear what others have to say and how they would tackle this. Let me know in the comments below and as always, hope this helps!

I come to the Nintex Community on a regular basis because I want to stay on top of new features.  For me, this translates into experience in what I am doing in my current job because I am learning through other's examples and feedback. I also try to leave my insight for the next user with the hopes that they will learn something through my experiences. 


This happened just the other day with the May Mission - Quick Top Tip!  I was looking over all of the great tips and tricks that other users have and while most of these are "common sense", many of them I never really took the time to practice. One in particular is to slow down and think of a plan before diving into development. Again, this makes complete sense, but how many times do we get super excited with a new project and think of all the cool things Nintex can provide for us, and then just jump right into the canvas and start dragging in actions! We have all done it, but slow down. Take a moment. Think about the process and where it is and where it needs to go.


I added to this by saying replace what you have. In terms of a process, form, or whatever you are looking to do, first step is simply replace currently functionality. This "conversion to Nintex" will naturally show you and your users areas of improvement without changing anything! From there, you can begin to add in enhancements and make "upgrades". I recommend this because too often we overlook all the work that was done previously to get the process or form to the state that it is in today. You would be surprised how much you can learn; perhaps it provides some insight on how previous developers tackled an issue or created custom functions/services to do something. All of these points of functionality can be used to your advantage, but if you rush in and just start developing, you will overlook them and possibly run into the same problems!


I share these experiences and thoughts because I think that we are all in this together; we are a community. We are here to connect and to learn. If I can save someone out there hours of frustration by writing a blog about what I did and how I overcame something, it is a win. I want to inspire others to do the same because you never know who it will help. You never know, someone may come back and give you feedback on a better way to do something! The learning never ends if we keep connecting and pushing each other.

I have set up create item workflow on list database which is set to start on item creation and creates word document out list item properties. The documents are being created in document library on the same site as list database is.


This workflow is set up the following way. It has just create item action


create item action settings


and it works fine. When item is created in the list document is also created in the library.


BUT, I have a second workflow on that list which is set up to start when item is modified and it is supposed to Update document based on changes done in parent item. It is set up the following way


Update doc action WF settings

the first two actions are to build Update doc source and output URL (consists of [path to doc library]/[current item title - same as doc name].docx) The other 3 actions are to get updated values from list item fields into the variables. Update doc action is set up the following way (source URL is the same as Output URL=constructed path to word doc and overwrite existing item is selected at the bottom)



BUT, this WF doesn´t work as expected! It actually updates the document, you can see modification "A few seconds ago" with respective word doc. but the values in in Content controls remain the same as they were when doc. was created by the WF described above.


Any ideas please?


Many thanx





Recently, I had the need to hide/show panels based on a value or values of a choice control. Online I saw multiple posts on how to accomplish this using simple rules; however, they did not explain how this would affect the user when accessing the form in read-only.


For this post, I'll be referring to the following setup:

  • A choice control with three options: Panel A, Panel B, and Panel C
  • Three panels, each corresponding to the options listed on the choice control

The expected behavior is as follows:

  • A user sees only sees the panels the correspond to the options selected in the choice control.
  • When the recipient or user opens the form in read only, he/she should see the panels that were selected in the choice control

Solution 1:

  • Create three formatting rules, one for each panel. The formula is as follows: Choice != 'Panel A'. Lastly, the Hide checkbox should be checked.

  • ISSUE: When selecting only one of the options from the choice control, the rules work as expected; however, if the user selects multiple options, the panels do not show as expected, i.e. they remain hidden.

Solution 2:

  • The first solution does not work when multiple options are selected because you working with an array. To solve the issue explained in the first solution, you will need to use the runtime function, inArray(). With that being said, the formula in the first solution would change from Choice != 'Panel A' to not(inArray(Choice, 'Panel A')). You will need to nest the runtime function in a not() function because the formatting rule will expect a FALSE outcome to make the panel visible. TRUE values keep the panels hidden.

  • ISSUE: When the form is opened in read only, the panels will not show if only one option was selected. The first solution works towards resolving this issue; however, if multiple options are selected, none of the panels are shown.


  • I noticed that the first solution works when one option is selected in both read only and edit mode. In addition, I noticed that the second solution works when multiple options are selected in both read only and edit mode. In order to combine both solutions, I decided to use an if() runtime function. The formula I built is as follows: 
    • IF(inArray(Choice, 'Panel A'), not(inArray(Choice, 'Panel A')), Choice != 'Panel')
  • What I'm saying with this formula is the following:
    • If the Panel A is in an Array, meaning multiple options were selected, use Solution 2. If Panel A is not in an array, meaning it is the only selected option, use Solution 1.
  • With this solution, the user can see the panels that corresponding with the selected options. In addition, users can view the corresponding panels with opening the form in read only.

Filter Blog

By date: By tag: