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6 Posts authored by: sandy_s

What is Nintex Workflow Cloud (NWC)?



It’s a state-of-the-art cloud workflow capability that lets you easily extend and connect your forms, applications, content, and systems of record, with the people who make the decisions your business relies upon to succeed

Nintex Workflow Cloud empowers anyone in your organization to unlock the transformational business benefits of humancentric workflow automation.

 

Why Nintex Workflow Cloud?

Four main key factors that determine why should be used NWC:

  • EASY

    Hit the ground running fast with a cloud-based solution that removes 
    upfront setup and costs. 

    Drag-and-drop to design and build workflows the way you think – in a few

clicks, not code.

       Connect structured and unstructured content sources, from legacy systems to modern SaaS apps.

  • HUMAN-CENTRIC

    Empower the people closest to lines of business to automate the processes

that are your business.

         Bring the right content, at the right time, to the right people. Share the workflow innovations your people create, to benefit your entire business.

  • INTELLIGENT

    Measure the business impact of your workflows, immediately and in the future.

    Make data-driven decisions that identify the best opportunities for business impact.

    Benefit from the virtuous cycle: the more you automate, the more you learn, enabling you to automate more.


  • VENDOR NEUTRAL

    Nintex Workflow cloud is completely vendor neutral. Nintex was essentially tied to SharePoint Infrastructure both for On-Premises and SharePoint Online. However, with every increasing service such as Google Drive, Box, Salesforce, Zendesk etc. Nintex has made their own Nintex cloud Infrastructure and all the services including SharePoint can be connected.

 

 

How to use Nintex Workflow Cloud?


There are many business scenarios where you can leverage. In a sample scenario, you make an Online Registration Form and users can fill their details. Users may not in SharePoint Online or SharePoint On-Premises account and your form will be ANONYMOUS.

These are the steps:

 

  1. Request a Nintex Workflow Cloud.
    You can request a Nintex Workflow Cloud by clicking here.

  2. Nintex Workflow Cloud Dashboard

    Once you have logged into Nintex Workflow cloud, you can view all your workflows.
    When you start with NWC, you may not have any workflows in the Dashboard.



  3.  Brief Overview of Nintex Workflow Cloud Configurations

     In Connections option, you can add multiple services. For an instance, you can add an “Add Link” to connect OneDrive for business. 



    User Management: You can add users and assign specific roles such as Administrator, Designer, Participant, and Developer.


    Default Storage: Once you have configured One Drive for business and you can navigate to each folder within your service as shown:




    Connector availability: You can configure the availability on this page:




  4. Create Workflow

     Create a new workflow for “Event Registration” by clicking on the “Create Workflow” button:


  5. Workflow Designer


    You are presented with two Workflow Actions
    Start event and Workflow complete.  

  6. Configure Start Event 

    On Connection drop-down, select Nintex and for the event select Form as shown





    The Nintex form will be available both web and also on mobile.   


  7. Design the Form 

     
    In above step, click on Design Form. You will be presented with plain Nintex form. You can drag-drop the control from the left panel such as Date/time, Email, File upload, Short text etc.   

    You can specify your own styles and Rules which are very similar in SharePoint Online.



    Nintex Workflow Cloud forms are responsive. You simply drag and drop form controls as shown:


    Each control is associated with a variable. For e.g. Name control is associated with name variable. You can turn off the “Auto Generate” option.    


    Click on the Done button.

    You can view all variables and their associated data type in our event registration form. 



    Click on Save button on the top left of the Nintex Form and give a meaningful description. You can also add users who can use this form and workflow.



  8. Design the Nintex Workflow 

    As it’s a basic workflow, you drag and drop two simple actions.
    Express Approval and Send Email.



    Right click on Express Approval and select Configure Option.
    In message box, you choose variables that you have defined in Nintex Form in previous steps





    and our name is captured from a variable. 



    Configure the similar actions.

  9. Publish the Form 

    Next, choose the environment and publish the form.




  10. Use the Form and Workflow 

    Now, our form is ready. You can use this form in your any website and put a code snippet any blog as shown:

 

There are a couple of excellent resources that you can access the references links below.

 

References 

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.

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.  

     

    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.   

     

    Nintex Products used for customer: 

    • Nintex Form 
    • Nintex Workflow 
    • Power BI reports backed by Nintex Form. 

     

     


    BUSINESS SITUATION:

    Before using the Nintex Workflow Platform, Customer’s HUMAN RESOURCES uses MANUAL PROCESSES to track EMPLOYEE MANPOWER, DEMOGRAPHY, DIVERSITY and LEARNING & DEVELOPMENT for their regional Human Resources departments. As a result, they were OVERWHELMED WITH EMAILS and the overall human resource department BUSINESS PRODUCTIVITY WAS IMPACTED SIGNIFICANTLY.     

    SOLUTION:

    With the use of Office 365 and Nintex Workflow & Nintex Forms, Nintex Partner helped customer to develop and create a more efficient system to automate their Nintex form and Nintex workflow.


    1. Customers had business rules and validations such as employee productivity, number of sick leaves, employee training computations, budget etc. for HR department across all the geolocations. NINTEX FORMS and customized TASK FORMS were used for all the CALCULATIONS, VALIDATIONS and FORMULAS.

    2. Nintex Partner implemented a NINTEX WORKFLOW STATE MACHINE is used for scalability and future usage. The workflow is SIMPLE type but VERY WELL DOCUMENTED. The workflow is used by regional STAFF, MANAGERS and global MANAGEMENT.

    The primary use for the human resource department is to generate REPORTS and DASHBOARDS for their regional branches. The GLOBAL HUMAN RESOURCES DEPARTMENT could view their DASHBOARDS and KPIs for each region worldwide using MICROSOFT POWER BI integrated with Nintex Form. 

    Solution Design for the customer with screenshots. 

     

    Nintex Form: 


    Power BI Reports backed by Nintex Form:

     

    Power BI Reports

    Power BI Reports

    Power BI Reports

    Power BI Reports

    Power BI Reports

    Power BI Reports

    Power BI Reports



    Nintex Products used for customer: 

    • Nintex Form 
    • Nintex Workflow 
    • Nintex Mobile / App Studio 
    • Nintex Hawkeye 

     


    BUSINESS SITUATION

    Client embarked on Office 365 and engaged a service provider to design their Nintex form and Nintex workflows. Nintex form & Nintex workflow started behaving in an under-optimal manner DUE TO PERFORMANCE ISSUES. The system had BECOME UNSTABLE and started throwing cryptic errors. The primary reason was due to POOR APPLICATION ARCHITECTURE and DESIGN. SharePoint lists involved in the design contained more than 200 columns and had 8 workflows which were sequential in nature, not streamlined and simplified.  


    SOLUTION:

    NINTEX Partner proceed to PROPOSE A NEW DESIGN with streamlined workflow processes.  The new design had a main list with FEWER COLUMNS and majority fields were kept within the Nintex form which REDUCED THE NINTEX FORM LOAD.


    A single NINTEX WORKFLOW was used the state machine for IMPROVED MAINTENANCE of a workflow in the FUTURE. The workflow is COMPLEX type but VERY WELL DOCUMENTED.

    Customer had a requirement to check if system could find any SUSPENDED/FAILED WORKFLOWS. The system should email the system owner a list of all suspended workflows. NINTEX Partner made CUSTOM POWERSHELL SCRIPT with NINTEX APIs that sends a weekly email to the system owner.

    Client also used NINTEX HAWKEYE to gain insights into their workflow usage, user’s PARTICIPATION and view how MANY PEOPLE were using Nintex. It is particularly important for them as they have many branches worldwide and they can find bottlenecks for specific regions. 

     

     

    Solution Design for the customer with screenshots. 

     

     

    Nintex Form: 

     

    Nintex Workflow: 

     

    Nintex Workflow

     


    Nintex Mobile / App Studio: 
     

     


     

    Nintex Mobile

     

     

    Nintex Mobile

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