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2017

As we prepare to embark on a new year, I'm spending a lot more time looking forward than I am looking back.  That's because there are big changes in store for the Nintex Connect community, and I'm very excited about them!

 

Here's what's happening, why, what that will mean to the community, and when you can expect things to change. 

 

The biggest news is that we're moving our community to a new platform!  I thought it might be helpful to provide a little timeline about our community to explain what that means.

 

Long-time members may recall that this will actually be the second time we've announced a move for our community.  Nintex once had a set of forums for several years before moving to community software (called Jive) in the summer of 2014.  We spent three years growing from a few thousand members to about 20,000 today. This past spring, we learned that Jive was purchased by an enterprise software company called Aurea...

 

timeline

 

Aurea decided this past summer that it wasn't going to pursue the external community business any longer.  That's a community like Connect, which is for a company's customers and partners, not just their employees.  Aurea sold that part of the business to another company, Lithium.  Lithium is a long-time leader in the social business software space.  After careful exploration, Nintex decided to move forward with a migration to the Lithium platform. In part, that's because Lithium has committed to folding the best of Jive into it's own platform, which has some great features of it's own, as I'll get into in a bit.  We'll be joining some successful communities that use the same platform, such as Bose and StubHub.

 

We'll also be one of the first Jive customers to move, so Lithium has committed to moving us quickly, with minimum disruption to you, our members.  Lithium has put the wheels in motion by assigning us a team experienced in making these transitions.  And Nintex has already corralled the resources needed, too. I've met with people across several departments, and we're ready to get to work.

 

We're not just "changing the drapes" in our community with this move, we're making it better experience! In addition to being on a platform that will have fewer bugs and more regular updates than we have now, we'll have other features. One big one is that we're working on providing a single sign-on experience, so that if you log into the community or the customer portal or the new Learning Central, or Partner Central, you can move seamlessly among them without having to use a separate registration.

 

It's also going to be easier to find what you're looking for,  interact with and help your fellow community members, and there'll even be a new way to earn your community reputation.

 

Perhaps best of all for some of you, after this last time, we will stop doing the annual resetting of points!

 

I'll provide more details in regular updates as we start building the new community.  But if you want to be one of the first to see the new community, I recommend attending Nintex xchange, because we plan to unveil it in a session at the conference in February.

 

Thanks for being with us, and for coming along as we move.  I am confident it's going to be a great experience!

You can download the Nintex Form, Workflow and List template here.   

Introduction  

Why Document Generation?

Consider this scenario where departments wants to create a Human Resources NDA for external vendor, Sales department requires sales quotes, Management requires report etc in various Office formats such as Word, Excel, PowerPoint etc.

 

 

These processes are extremely manual and tedious as follows:

  • Ad-Hoc documents
  • Take too long to create
  • Opportunity for errors
  • And most importantly, no integration with other systems.

 

 Therefore, hampers the productivity of an organization. 

What is Document Generation (DocGen)?        

Nintex Workflow helps to generate documents by connecting relevant department, leverage your business process and content in your digital workplace. You also have opportunity to integrate other systems such as Office 365, Box, Salesforce and you can also utilize Adobe Sign or DocuSign for electronic signatures.

 

 

With DocGen you can connect to ANY DATA and not just Office 365 but you can get from Microsoft Dynamics, SQL Data. ANY DOCUMENT (Office Documents) and it could be NDA, Contract, Supplier Information etc.  ANY DELIVERY which could any platform such as Dropbox, Box, Microsoft Dynamics, Adobe sign.

 

 

 

Below are some samples for Generating documents across teams and functions.

 

 

 

Document Generation Benefits

 

  • Productivity - Automate the generation of standardized documents.
  • Configurability – Assemble documents using data from business application, all inside Office 365
  • Accuracy – Ensures consistency and accuracy in business-critical documents.         

 


Prerequisites

 



Step by Step

 

  • Create and configure the custom list

    You create a custom list named Supplier Contract Form.





  • Nintex Form

    Make a simple Responsive Nintex Form 





  • Nintex Workflow  

    Part 1: Section Document Generation Action
     
    For Document Generation, you a couple of Workflow variables. These Nintex Workflow variables will be used in our WORD document dynamically. You need to fill all the variables that you used in your Nintex Form as shown. 


    Drag and drop Set Workflow Variable action and configure as shown:





    You need to get ALL the Nintex Form into Workflow variables.

    Drag and drop Document Generation action and configure as shown:







    In the Document templates section, click on the Add document template.

    a)
    You need locate a SharePoint Document Library in the Template document library section. In this example, you can create a sample document library called “ContractTemplates”.

    b) Upload any WORD document in this document library. You can name it ContractTemplates.docx. This is an ordinary word document.

    c)
    Click on the Insert button.

    d)
    Once you have chosen the template, click on “Tag Document



    e) A word document will open as shown below. It has to be noted that all Workflow variables are referenced here within the Nintex Document Tagger which makes the magic. You can drag drop Supplier Name from the Nintex document tagger and drop to Word document. You can do the same for other workflow variables. Once you are down, you can close off the word document. 
       
       

    Part 2: Section E-signatures with Adobe Sign

    Drag and drop Adobe Sign action and configure as shown:






    a) Initiator MUST have an Adobe account, otherwise your workflow be suspended.

    b) You can configure when the agreement will be expired. In this example, we set to 2 days.   




    c) In the SharePoint relative URL, you need to supply the relative path of document library. Please note that you have to use PDF extension. Otherwise you will get File not found error. 



    Remaining part of workflow is straightforward.




  • Walk through the solution 


    Assume, your organization (Contoso INC) wants to send the Supplier agreement to a service provider/vendor who does not have Office 365 account. Let name the service provider InfoSys India and the person how in charge for this contract is John Smith who has Gmail Account. He does NOT require Adobe Sign account either.   

    You fill the form and Submit




    After few seconds, the workflow status show “Generating Supplier Agreement”



    In few seconds, a PDF document (Powered by Nintex Document Generation) will be generated



    and you can see the all the agreement details for the Supplier agreement as shown:



    Now, something you have to take note. Adobe requires Nintex to authorize this “Supplier Account” document as shown:


    You as Contoso admin have to click on the “Authorize 'Supplier Agreement' Nintex workflow to use your Adobe Sign account

    You as Contoso Admin needs to login:

    Nintex workflow will subsequently use your Adobe account for subsequent workflows.  



    Now, let’s switch and check how John Smith will receive this Supplier Agreement document in his email. He will receive a “Supplier Agreement – InfoSys Indialink to review the document.

    Also note that you have 2 days expiry. Therefore, the document will be active only till 15 Dec 2017. 

      




    He reads the Supplier document and at the end he has option put his digital Signature as shown:



    Later he signs digitally with many options such as by Typing, Drawing, image or Mobile. 



    John decided to Draw his signature and click on Apply button.



    At the end, he signs with date and time:



    Next, screen asks if John wants to sign for free trial. He can just download the agreement.







    Contoso INC will receive an email with digitized copy in PDF format with John’s digital signature.

    You can download the Nintex Form, Workflow and List template here

    I hope it will help the community.

(UPDATE for January 4th at the bottom of the post!)

 

It's time for our annual reminder that we're going to zero-out the points in the community and re-start "the game!"

 

It has been our habit to erase points at the end of each year, declare the top people on the leaderboard our champions, and start over.  Champions typically have an icon like this next to their names: champion badge

 

resetWhy reset?

 

Well, given the way gamification is set up on our community platform, a new member has no way of racking up enough points to show up on the leaderboard, no matter how great their contributions might be.  Resetting the points provides an incentive for everyone to see what their contributions will do.

 

Has it worked?  It seems to.  We've had a new champion atop the leaderboard all three years of this community. 

 

And, we're doing it again.  Sometime around Dec 31, our platform provider will delete the points for us and we'll start over in 2018.  And here's a little teaser: Our reputation game is going to change dramatically next year. I'll say more in future blog posts, so follow me and keep your eyes on our homepage and Twitter feed.

 

Is this annual move a disincentive to long-time members who've made grate contributions to the community? It might feel that way, but existing content is really a sort of head start on earning points in the new year because any interactions with it are easy ways to accumulate status points. And even though a new person has landed at the very top, a lot of familiar names wind up in the top 25 annually.

 

As a reminder, we've done this every hear, and here are two examples:

It's Time to Reset the Points Again! 

Points to Reset for New Year! 

 

For fun, here's a look at the list of winners from the first year the community launched: Nintex Connect 2014 Winners  I'll publish another list at the end of 2017.

 

You still have time to accumulate points and badges. Here's how: Badges and Earning Points on the Site 

 

Enjoy these last few weeks of 2017!

 

NEW:  Our platform provider encountered a problem resetting our points. So, you get to live with them a few more days. Before they disappear.  But I expect the reset to happen any time now. I'll follow up when the reset is complete.

You can download the Nintex Form, Workflow and List template here.  

 

Introduction  

This blog post is based Nintex Documentation about how we can leverage DocuSign actions in our Nintex Workflow. The Nintex connector for DocuSign helps customers with greater ability to drive automation by incorporating e-Signatures capabilities in our Nintex Workflow.

With easy to use Nintex Drag drop designer, Office 365 customers can use configurable DocuSign actions. Nintex Connector for DocuSign for Office 365 has following actions:

  1. DocuSign download document
  2. DocuSign populate template
  3. DocuSign retrieve envelope status
  4. DocuSign send document
  5. DocuSign send envelope


Using the workflow actions included with the DocuSign Connector pack, you can send documents in DocuSign envelopes, retrieve the status of DocuSign envelopes, and download documents from DocuSign envelopes.

Prerequisites

  • Active Office 365 Subscription with SharePoint Online.
  • Trail or Nintex Subscription for Office 365.
  • You should have to DocuSign sandbox (developer) or 30-day trail account.


Step by Step

 

 

  • Create and configure the sample document


You create a sample Word Document named SampleNDA.docx. Later use it to specific Document Library in SharePoint. In my case I uploaded to Shared Document/SampleNDA.docx

  • Provision a custom list 

    Add two columns as follows: 

    Attendee Name, Single line of text, Require
    Attendee Email, Single line of text, Not Required



  • Configure custom list workflow

    Once the sample list workflow is created, you need to add workflow actions to construct a workflow that performs the following five basic tasks. Perform the procedures for each basic task, in the order listed, to configure the sample list workflow:

      Starting the workflow

      This task updates the workflow status for the attendee and sets workflow variables used by the sample list workflow.


      Sending the document

      This task uses the DocuSign send document workflow action to send the document to the attendee, so the attendee can use DocuSign to review and respond to the request.

      Polling envelope status

      This task uses the DocuSign retrieve envelope status workflow action to poll the status of the DocuSign envelope that contains the document to be reviewed by the attendee. Once the attendee has reviewed and responded to the request, the workflow updates the workflow status and responds based on the state of the DocuSign envelope.

      Downloading the signed document

      This task is performed only if the attendee has successfully signed the document in DocuSign. At this point, the sample list workflow downloads and attaches the signed document to the current item in the sample list.


      Deleting the attendee

      This task is performed only if the attendee declined to sign the sample document, or if the sender voided the DocuSign envelope that contained the document. At this point, the current item in the sample list is deleted.


    Starting the workflow 

    Set up a few TEXT workflow variables as follows:


    Status

    Message

    AuthorizingUser

    EnvelopeId

    DocumentToSendURL

    FileName

     

    We need 3 Workflow Variables as shown below. 

     

    Add a new Set Workflow Status workflow action to the design canvas, and configure it so that the value of Status is set to "Started".



    a) AuthorizingUser:
    Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the AuthorizingUser workflow variable to the email address of an appropriate authorizing user in DocuSign.

    Note: AuthorizingUser account MUST be on DocuSign account.

     

    b) DocumentToSendURL: Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the DocumentToSendURL workflow variable to the relative URL of the sample document to be sent by the workflow.
    For example, if you uploaded the sample document to the Documents section of your team site, the relative URL should resemble the following example: /Shared%20Documents/SampleNDA.docx

     

     

     c) FileName: Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the FileName workflow variable to NDA.docx.











    • Sending the document


      In this DocuSign action, need to configure a couple of items:

      Authorizing User: this is one of the most important part as you may get Workflow Suspended error if it’s not configured properly.

      You set the Workflow Variable which you have defined earlier.

      Content to Sign:  In this step, you can specify site relative URL to the document in a document library. In our example is Sample Documents/SampleNDA.docx and you set the Workflow variable to DocumentToSendURL.

      File Name:
      Set the Workflow Variable to FileName. 

      Recipient email:
      You use List lookup and set Attendee Email which a part of List.

      Recipient name:  Set the current item for the Attendee Name.

      Email subject and message:
      specific a descriptive subject and message. 

      Envelop ID:
      Set the Envelop ID. 



       

    • Polling envelop status

      In this DocuSign action, the workflow uses the DocuSign retrieve envelope status workflow action to poll, once per minute, the status of the DocuSign envelope that contains the document that was sent earlier in the workflow, as part of the previous task. 


      Therefore, you need to drag drop Loop with Condition action FIRST and configure it.

      Expression: You set the Workflow Variable “Status” which is defined earlier and use “In Progress” 





      Next, Workflow action will be Pause for Duration and configure it to 2 minutes.






      Now, you need to configure the DocuSign Retrieve Envelop Status and you can use this configuration as shown below:





      For troubleshooting purposes, you can log the Envelope ID and DocuSign Status.

      Downloading the signed document


      In this task, the status of the DocuSign envelope that contains the sample document for the attendee has been set to a status code other than "In Process", so the workflow uses a Switch case to check for one of the following status codes:

      Completed - The envelope has been completed by the recipient.

      Declined - The envelope has been declined for signing by the recipient.

      Voided - The envelope has been voided by the sender.






      The workflow uses the DocuSign download document workflow action to download the signed document and attach it to the current item in the sample list and ends the workflow.

      The DocuSign download document workflow action downloads a document from a DocuSign envelope as either an attachment for the current item in a list or library, or as a server relative URL to a document library within the current site.





      You can configure other switch cases as well

    • Walk through the solution

      Assume, your organization (Contoso INC) wants to send the NDA to a service provider/vendor who does not have Office 365 account. Let name the service provider John Smith who has Gmail Account. He does NOT require DocuSign account either.   

      You fill the form and Submit





      After few seconds, the workflow status show “Sending”


      The workflow history will display all your Log entries. These are very useful for troubleshooting. 



      Now, let’s switch and check how John Smith will receive this NDA document in his Gmail account. He will receive a “Review Document” button to review the NDA.




      Once John clicks on Review button, he will be redirected to DocuSign site. He has to read and agree on Electronic Record and Signature Disclosure clause and click on Continue button        



      He reads the NDA document and at the end he has option put his digital Signature as shown:



      Later he signs digitally and click on Finish button



      Next, screen asks if John wants to use DocuSign for 30-days trail. He can simply click on No Thanks option.   

      The document is completed and John will get a digitized copy in PDF format with his signature in his Gmail account.





      Contoso INC will receive an email with digitized copy in PDF format with John’s digital signature.

      After a few minutes, the workflow will be completed as well and able to view the log history.



      You can view the document in the Attachment field


      and attached field has John’s signature.


      I hope this blog post is useful for you.   

      You can download the Nintex Form, Workflow and List template here.  

    If there was one piece of advice I could give you, it would be to wear sunscreen.  If there were two pieces of advice, it would be to wear sunscreen and come to xchange 2018.  You'll need that sunscreen in San Diego!  Think about all the Nintex-related things you do throughout the year: ask questions, attend user groups and other related conferences, attend webex updates and place support calls.  Lots of stuff right?  Well think of all that crammed into a couple of days.  That's what xchange is all about.

     

    I've attended the two previous Nintex conferences and come away from both full of motivation, ideas and a quest to make the world a better place through digital transformation.

     

    Let me start by telling you about one thing that isn't officially promoted: fun, fun and more fun!  Each day is jam packed with interesting topics that you will lean so much from but that's only half the equation as far as I'm concerned.  The second half is to make those important connections inside the Nintex community.  You will meet Nintex staff, vTEs like me, partners and other customers.  Each person has a unique perspective on how Nintex can help them and what is a better way to share these stories than over a beer or a wine?  Last year us fellow vTEs got together and participated in an Escape Room challenge.

     

    We come from different parts of the world so that evening was the first time many of us got to meet in person.  It was very interesting watching how the different personalities interacted together.  I can't wait to see my new buddies again.

     

    The speakers and topics have been released, and the line-up, once again, is fantastic.  Assuming no clashes, here's are my must see sessions for my specific interests:

     

    Customer Success: How Naylor Love Builds a Safer Workplace

    I have to attend this one because I'm co-presenting with Lee Harris!  If you want to hear about construction, cranes, avoiding people getting squashed by cranes, integration with lots of systems then come along to this.

     

    A Digital Transformation Journey at Hawke's Bay Regional Council

    Fellow New Zealander kaylie Hammond will be attending her first xchange conference and has stepped up right away to show what's been happening at the HBRC.  It's always wonderful to hear how they have progressed each year.

     

    Analysing Your Workflows with Nintex Hawkeye

    Hawkeye is new for lots of us.  We know Beacons transmit data to Hawkeye but what should we transmit? What do we do with it when it arrives there? How do we manipulate it?  This session is going to be very useful!

     

    Creative Xtensions in NIntex for Office 365 and Nintex Workflow Cloud

    IoT is going off.  I see Nintex as the glue that is going to tie multitudes of systems/devices together and want to be at the forefront of this revolution.

     

    Customer Success: Digitizing the Transport Industry with Workflow and Content Automation

    Kimberley Morrison is very passionate about Nintex and uses it a lot. I'm really keen to hear from someone who uses Nintex pretty much every day.

     

    Do This -- Don't Do that: Best and Worst Practices for Workflow, Form and Overall Solution Design

    Mike Fitzmaurice is one of the masters.  He has YEARS of experience.  You never want to miss a Fitz session.  I guarantee you will learn something new - no matter how experienced you are.

     

    Migrate & Deploy - How to Copy and Move Your Workflows and Forms

    I speak to more and more organisations migrating from on-prem to o365.  It's not that easy but it's certainly made easier when you have the experience and tool set of Sharegate behind you.

     

    Nintex Mobile and Mobile App Studio Deep Dive

    Andrew is the most experienced Nintex professional I know.  His session on mobile last year was highly informative and entertaining.  I expect exactly the same this year.  No pressure Andrew Glasser!

     

    Practical Nintex Governance

    In my time, I've seen a few rogue workflows.  They do the same thing but have been developed by two different people from two different parts of the business.  Martin Harris always approaches his projects with a practical yet efficient style.  Can't wait to learn from him in this session.

     

    Save Time and Money with Reusability

    Isn't the rule of IT buy before you build. Reuse before you build?  Well Chris Ellis is going to wear a kilt and show us how to do this across all the Nintex products.

     

    Ten Years of Tears, Why Didn't I get DocGen Sooner?

    Rhia Wieclawek is one of the first people to adopt DocGen when it was announced for the Nintex platform. I'm really looking forward to her insights of how she has used it to produce documents that we've never been able to produce before.

     

    Xtending Nintex Workflow Cloud with Azure Functions

    I often get asked shall we use Flow or Nintex or PowerApps or Nintex.  That's not the right question, it should be "How can I leverage the tools available to me to get the best result?"  Our San Diego resident Tom Castiglia will show us how Nintex and Azure Functions work together in perfect harmony.

     

     

    Having written these down, there were many sessions that I feel bad for not mentioning because they look awesome.  At the same time, it would be a bit pointless listing every session.  It is going to be difficult to choose when the timetable is released!

     

    I hope you can join the conference - register here if you can.  Good luck for choosing what sessions you want to attend.  Hint: come to mine and don't forget the sunscreen 

     

    I found that in our demo Microsoft 365 tenant, there were Nintex updates for Nintex Form and Nintex Workflow as shown:

    Nintex Workflow for Office 365 (Version: 1.0.4.0)




    Nintex Form for Office 365 (Version: 1.2.4.1)  



    But I got some hiccups while updating Nintex Apps for Office 365. So, let me give a step by step guide to update Nintex Apps.    

    Step 1 

    Issue: Nintex Forms for Office 365 within SharePoint Online, there is no option update from SharePoint Online Store

    Follow this URL (Dated: Aug 8, 2017)

    Step 2:

    Sign in your Office 365 credentials and Nintex Form will be updated.  

    Step 3:

    Even after Nintex Form App update, it will still show, “An update for this app is available”.

    Next, click on Nintex Form App. 

    Step 4:

    This time around you will able to get the button, GET IT as shown:



    Follow this URL  (Dated:  29, Feb 2016)
    https://community.nintex.com/docs/DOC-3493    

    Step 5:
    In few minutes, Nintex Forms and Nintex Workflow Apps will be updated.



    The steps may wary for different Office 365 tenants a bit, this is overall process may help you.   

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