Route and Approve Documents with Nintex Workflow Cloud

Document created by weitkae Employee on Jan 16, 2017Last modified by weitkae Employee on Jun 7, 2017
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Use the Route and Approve Documents template
to solve real business problems!


Manual document approval and routing processes tend to be inconsistent. This results in lost time, opportunities, and productivity as the reviewers and document creators respond to missed approval requests and responses, misplaced documents, and false starts. With an automated system, the workflow provides a consistent process where the file locations, email formats, and responsibilities no longer vary from one document to another.


The Nintex Workflow Cloud Route and Approve Documents template helps you get a head start managing your document review and approval business process. Starting from this simple, single reviewer process, you can extend your workflow into a sophisticated multi-reviewer workflow that supports negotiations between multiple reviewers.


This template highlights how Nintex Workflow Cloud workflows connect to the Dropbox EFFS (Enterprise File Synchronization and Sharing) system and automates email based document approvals. The workflow responds to a new document being added to a "Draft" folder by sending an approval request email to a selected reviewer, and moves the document to an "Approved" or "Rework" folder based on the response.


Process stepsFlowchart
  1. The workflow starts when a document is copied into the folder Draft.
  2. An email is sent to process stakeholders stating the workflow has started.
  3. An email with a link to the document is sent to the reviewer.
  4. If the reviewer replies Approved, the document is moved to the Approved folder and an email is sent to the originator.
  5. If the reviewer replies Rejected, the document is moved to the Rework folder and the originator gets an email, stating that the document needs to be reworked.



Quickstart with the template

  1. Create Draft, Rework and Approved folders in Dropbox 
  2. Create a connection to Dropbox from Nintex Workflow Cloud
  3. Use Save As to create a copy of the {Template} Approve and Route Documents.
  4. Select your Dropbox connection in the Start event and Move actions
  5. Set the NotificationEmail variable to your own email
  6. Publish and test the workflow


For detailed instructions on configuring and publishing your workflow follow this guide.