Learn how to use Nintex Workflow for Office 365 to create and automate a workflow for a simple approval on a document. This document also shows how to escalate and auto-complete tasks.
Create a new document library, and open the Nintex Workflow designer. Click on the Library tab, and select Nintex Workflow in the Ribbon.
On the Workflow Gallery page, click New list workflow.
For a related tutorial, see "Automate document review routing" in the Nintex Workflow for Office 365 help.
Build your Workflow
Add an Assign a Task action
The first workflow action we’ll use is the Assign a task action. This action informs the selected user/approver of the document review request, usually the manager. In the User Interaction workflow action category, drag an Assign a task action onto the canvas.
You will notice that by default the Assign a Task action has two task outcome branches, Approved and Rejected.
Double-click the Assign a task action to open the configuration dialog.
Address the request to the reviewer/manager. In the Participant field, type a user in your O365 tenant. In this case, I will use “MOD Administrator”.
In the Task Title field, type “Document Review” in the field.
If no response is received within a week, escalate the task to a different person.
- Open the Escalate and auto-complete options section.
- Select Escalate to person or group.
- For Escalate on, select the check box for Use date when action is executed, then add 7 business days.
- For Escalate to, select the new assignee at time of escalation. In this case, I will use "Admin NTXPM."
Note: You might decide to auto-complete the task instead. Select Auto-complete the task, specify when to auto-complete, and select an outcome.
To change the default email message, open the Initial email options section.
Add two Send an Email actions
Drag two Send an Email actions onto the canvas, one onto the Approved branch of the Assign a Task action and one on the Rejected branch of the Assign a Task action.These two actions will be used to send an email to the initiator notifying them whether their document has been approved or not.
Double-click on the Send an Email action on the Rejected branch to open the configuration dialog. In the To field, click on the List Lookup icon. In the drop down menu, select Workflow Context and then Initiator.
In the Subject field, type “Document review: Changes required”. In the Email Body field, type “Hi, your document requires changes”.
We’ve now reached the final action!
As the employee, I want to know that the document has been approved, so we should send an email confirming that.
Double-click on the second Send an Email action on the Approved branch. In the To field, click on the List Lookup icon. In the drop down menu, select Workflow Context and then Initiator.
In the Subject field, type “Document Review: This document has been approved”.
In the Email Body field, type “Hi, your document has been approved”. Click Save.
Publish and run the workflow
You’ve now completed the workflow, let’s automate the start of the workflow and publish it.
Click Publish in the Ribbon and call the workflow “Simple Approval Workflow”. In the Start Options, check the Start when item is created box and click Publish.
To run the workflow, you need to close the Workflow Designer, open your Document Library and submit a new item. The workflow will now run.