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Often here on the forum someone asks how to send a notification based on a list/library grouping items instead of sending one email for each item, e.g. in a task list I want a single notification for each assignee with the list of all the tasks that are assigned to that specific people..


This is my solution, hope it can help someone!


First action will be a Query List Action where I can set all the optional filter, if I don't want to get all items in my source and, most important, I sort items by the field I want to group by.

Then I save all the fields I want to include in my notification in collection variable, also the field I want to group by should be stored in a collection variable.

Query List Settings

Then I start looping on the groupBy collection variable and then I get all the related information from the other collection using the same index:

Collection Operation

If the index is not equal to 0 and the previous value of my grouping condition is not equal to the current one, I'll send a notification with the previous built text and then I clear it and change the variable pPrevAssignee with the new grouping condition

Run If Conditions

Outside the Run If I'll update the variable with the text I want in my email

Build String

Last step, outside of the For Each, I have to send a notification to last assignee (I've that value inside my variable pPrevAssignee) otherwise last grouped items will not be notified.


And that's how my workflow looks like:

Workflow Design - Part 1Workflow Design - Part 2

Edit 28/04/2017: I've added the workflow on Xchange Send Grouped Notification Site Workflow and I've moved the Set variable action outside the Run If (in the second screenshot of the workflow)

I was wondering if I could turn the document generation functionality into document conversion (Word > PDF), and guess what, it can be done!


The most important ingredient is what I call 'dynamic templates'. This is possible because the templates used by the Nintex document generation action, only need to be available at build and run time (of the document generation action). Nothing is stopping you to change the template in the mean time


The solution presented in this blog post consists of three parts:


1. Initialization.

2. Making sure that the previous document in the library is converted before proceeding.

3. Converting the document.


I created two libraries: INPUT and OUTPUT. To the input library, I added the workflow presented above and a status column. I used the output library in the document generation action.


Now throw in some Word documents and wait until the output library is filled with related pdf files.


I have one tip: Add a file before publishing the workflow, and set its status on 'Converted'.


The workflow (SharePoint 2016) is added as attachment for your reference.


What I have presented in this blog post is not meant as a ready to use production solution, but as an idea how you can get more out of document generation.


Happy Nintexing!



document generation

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