Who creates forms and workflows in your organization?

Blog Post created by emily.billing@nintex.com Champion on Apr 15, 2015

This conversation was started by Ronda Palmer and it's a pretty hot topic! A lot of you have joined in, and we'd all love to hear more about your experiences, let us know in the comments below!


How do you control who is allowed to create forms and workflows? Do you allow all site owners to do their own or do you have a group that creates them for the entire organization?


Some of the responses from community members:



  • "I've seen both as a consultant. Site Owners in some places, or a defined group of designers in others. The decision comes down to Governance.Though it is easy to begin creating workflows in Nintex for anyone, there are a few things to consider when designing. Use of History data, number of workflow running at once, database use, and many others. It can come down to many small decisions too. Such as, how many workflows to you envision will be created? If you think 50, or some imaginary number of significance, you may want to consider the side effects (like lists with 200,000 items because no management is considered for history data, or there was an endless loop)." - Andrew Glasser


  • "Its different for different organizations. Ours is based on our governance document. You just don't want any user to have this capability. If they do something wrong, they can crash the servers. We have site owners for each dept. Those site owners have to go through specific SharePoint training. Workflow training isn't required." - burkslm


  • "This is a great topic and as Andrew said, it is often overlooked by many organizations.  Governance is about guidelines that do not restrict users, but enable them to be productive within boundaries.

    How you approach who can or cannot create workflows depends on the structure of the organization, the knowledge and experience level of the users, and the processes in place for day to day business operations.  While implementing technical controls such as only site owners can create workflows is a good idea, it is a bad governance policy if it creates a bottleneck of productivity for content owners waiting on a site owner to create a workflow for them.

    I have often mentioned on here that people should be cognitive of creating technical solutions or trying to make Nintex and SharePoint do things to correct or create workarounds for broken business processes.  Its like putting a bandage on when you need surgery.  Governance is about creating policies and procedures that put the right mechanism in place whether it is operations, technical or managerial.  Nintex is just part of that equation, and a very vital part I may add.  The conversations should never start there though, or you will always find yourself implementing solutions that are governed by rules that simply don't fit and cannot be enforced." - Eric Harris


  • "Well, we always get this question when we present Nintex to our potential Customers. For the IT people, they want to Enable business users from creating their own workflows. and for business users they want the same. From our Experience, Business people dont play around with Nintex when it is on the live environment, nevertheless, they always revert back to the IT people to create the workflows they want. My Recommendation is to enable the workflows for site owners, at least they use SharePoint from a development perspective. There is a difference between a user who uses a list and the user who knows how to create the list so you need to target the one who knows how to create a list. Finally, this is a case by case scenario, and it is up to you to decide with the customer, but keep the information above on mind." - Mohammed Qattan


Thanks Christof Meyer and Ingo Ehlers for your questions and comments too!


This blog post was generated from the following discussion: Who creates forms and workflows in your organization?


Let us know what you think, and share your experiences in the comments section