News and Guidelines

Sometimes when you use an Action Set to execute and/or group some actions, it appears when part of the main flow.   It happens that when you have actions nested inside others, you'll have the possibility to mark them to run as the workflow owner only from the principal one. Only actions at the root path of the workflow will have the Run as Workflow Owner option.  If you have an action in any branch, this option will not be available.

Well over a year ago we released our beloved Document Generation (DocGen) feature in Office 365. Everyone was super excited getting their hands on the new feature and starting to automatically create Word, PowerPoint and Excel documents as part of their workflows. And it was indeed an amazing new world that we entered. Creating sales contracts involves a lot of manual work and using DocGen it made everyone's life so much easier. Over time people got more creative and demanded more functionality. And Nintex listened, releasing an on-premises version last December. This feature built on the feature in Office 365 but took to the next level. Lots of new things that were available to workflow pros:Generation Types: Generate a single PDF file that can consist of up to 20 document templates Generate up to 5 separate PDF files - allows output of multiple files Generate up to 5 separate documents and keep them in their original file type

Hi all, during last years, several times I've encountered projects when the best suitable action in order to ask a user to do something in a workflow was a Flexi task action with just one outcome.. If the customer is using also Nintex Forms and because Outcome is a mandatory field, their following question is always: "Is it possible to autoselect the only option?" and "Is it possible to make it hidden?" Until the use of the new Responsive Designer (at this moment available only for Nintex for O365), the only option in order to achieve this is the use of javascript, and I want to share with you how I do this:Add a class to the decision field (in my case "decision") Go to Form Settings and in Advanced Javascript put the following script:NWF$(document).ready(function(){NWF$('.decision input').attr('checked','checked');//NWF$('.decision').h

IntroductionNintex for 365 does not currently support versioning for workflows. Importing a workflow on top of a current workflow and publishing with the same name will result in irretrievable loss of the current workflow. Up until now Nintex for 365 has not allowed the importing of a workflow over an existing workflow by blocking publishing under the same name. This however, prevents customers from following their workflow (software) development and release processes and has attracted many votes on the Nintex Uservoice site.Nintex has released a change to the interface for importing that allows the user (with several warnings), to import a workflow on top of an existing workflow and publish under the same name. The possibility of inadvertently over-writing and therefore losing a workflow still exists.Nintex suggests the following process to manage workflow versions in a controlled way that will also allow retrieval of an inadvertent

My farm is up to 170 Nintex content databases and I have been remiss in cleaning up old workflow data and history. Part of the reason for this is that we have a legal requirement to preserve some workflow data and try as I may I was never able to get a decisive answer to 'Exactly what data needs to be preserved?". Performance has been off lately so I decided to at least trim down the data from the maintenance workflows that we run. These are workflows that load a list from AD or changes the title of a list item. Nothing business critical and nothing that will land me in jail if I delete it .(kidding...I think). You can tell how large your Nintex tables are by opening up SQL Server Management Studio, expanding a Nintex Content DB and highlighting 'Tables'. I'm on SQL Server 2014 but this is in earlier versions as well. Now in the ribbon Select 'Object Explorer Details' or simply hit the 'F7' key. Take a look at your WorkflowProgress and your WorkflowInstance tables. Som

The Requirement :To implement a department hierarchy structure using Employee information maintained in SharePoint Lists.Solution and Implementation:So rather than implementing a pure jquery solution , I saved myself some time and instead used Nintex runtime functions to retrieve the user profile properties from the user profile (sync to active directory).Please refer my blog-post to see the implementation :Using Nintex and Jquery to create a department hierarchy structure in SharePoint on-premise Final Result Please add in your feedback if any !

Dears, Many Nintex customers working on Microsoft SQL Server are asking me how to trigger a Nintex Workflow (NWC) when an item/row is added to the database. After looking at the "Start event" action settings in my NWC, Microsoft SQL Server connector is missing:   On the help portal for NWC, you can go to the following page related to Microsoft SQL Server connector and see that the feature is not yet available:  One of the solution is to use the "External Start" event:   You can refer to the blog post created by Renai Bell in order to 

I recently put together a slide deck to present to the team I am part of to offer understanding of the different ways to manage workflow tasks when offering support to users in the business.  The main driver for this is that we always get calls from users "never receiving" the email notifications sent from Nintex.  My thoughts on whether they are "not received" or more simply "deleted" shall be kept quiet here...  users eh!  Anyway, prompted by a question recently posted on the community I thought it might be a good idea to put the information in one place on here too. Nintex Workflow Web Part - My Workflow TasksThis web part can be added to a page in any site and can be scoped to look at tasks assigned to the logged on user as the site, site collection or farm* level.  This will include tasks assigned to SharePoint groups the user is a member of (only when individual tasks are assigned in the task config in the workflow action).

In the following sections we will compare the features of Nintex workflow document generation options. Currently we have the following options available:Update Document Workflow Action. Generate Document (the new document Generation Feature)Update Document Workflow ActionThis workflow action can be used to update values in multiple 'content controls' within a Word document. and you need to set the content controls in the word document using the Developer ribbon. “Content Controls” names in the word document should be matched in the Nintex “Update Document” action, any misspell will result in not filling the control with the right values. Each “Content Control” should be addressed in the action, otherwise it will not be filled.

We all know we are here because we work on something that is related to Nintex Workflow or Forms, and the reason we use Nintex Workflow or Forms is because it makes our life easier. Things have changed a lot these days, trending towards the cloud, hybrid environment becoming very common that most of us are working on both on premise platform and at the same time on the cloud. Regardless of which platform you use, you will find Nintex helps. Part 1 of GKK Compressor Industry blog series, I am going to share exactly how I use my hybrid environment to save the efforts for my recent investment - GKK Compressor Industry. GKK Compressor Industry is "Lean Manufacturing" produces world class compressors. Moving towards a Six Sigma company, Simplifying Processes and

Hi Friends, It has been an amazing August. I got to spend some time with the folks over in the Bellevue office and was fortunate to have enjoyed a bit of sunshine while I was there. Lots of things coming down the release pipe in the coming months. However I want to focus on the now; the 2 releases we did for August culminated in an epic feature roll out. I believe this is one of our biggest release months we have done in the history of Nintex Workflow Cloud. Collapse and expand actions - manage navigating large workflow designs by collapsing and expanding branching and containerized workflow actions. In addition, the collapse and expand state of an action is retained on save and publish. Something to think about - you might want to keep sections collapsed / or placed in "Action sets" to help make the workflow more readable / understandable when a user opens it, rather than being show the entire workflow design at first open.

In the support organization, there are frequently customer requests for how to properly refresh Test / Dev Environments with Production data.  The steps below can be used as an example for how to migrate content.  These steps are some basic guidelines around the process for migrating data from a Production Farm to a Test farm, but as all SharePoint farms are different, you may need to adjust these accordingly to meet your specific business needs.  Production Farm StepsBackup Your DatabasesIf you wish to preserve the current workflow history and state, it is recommended that you stop the target Web Application Pool(s) in IIS along with the SharePoint Timer Service in Services.MSC prior to performing backup operationsSharePoint SharePoint Content Databases Nintex Form

Related links Did You Know: The Magnificent Flexi Task – BehaviorDid You Know: The Magnificent Flexi Task – Reminders and Escalation Did You Know: The Magnificent Flexi Task – Communication Methods  The Flexi task is one of the most popular workflow actions and we are eagerly awaiting its arrival in the o365 version.  For something so powerful, how much of it do you really know?  How many of the options have you used? Today I want to concentrate on the behaviour section:

In the recent request for community members to name their favourite workflow action, I put forward the "Copy To SharePoint" action, this was down simply to the element of surprise, that it helped me do exactly what I wanted to, easily, with no hacking, or fudging, as we call it. I had a requirement for attachments in an event calendar to be treated like true SharePoint managed documents when uploaded by users. Step 1We've created an OOTB calendar. We've also created a document library called "Event Resources" and in that library we've added some Site columns, the ones that will contain metadata in the event calendar that we want to associate with the document. The meatdata is important because we will use it later to give the users a nice way of viewing the documents. Step 2We will create a workflow that will run on Create or Modfied and the first action we will insert is "Copy to SharePoint",

Workflow-veterans know: when you publish a new list-workflow to SharePoint a new column is added to the list, which show the current status of the workflow. Typically, these statuses are: in progress, completed, error and canceled.There is a corresponding workflow-action, which allows to write in any custom status, for example if an item has been approved or needs additional review. This allows a more fine grained insight of the current status of a workflow.Starting with SharePoint 2013 Microsoft introduced the Windows Azure Workflow infrastructure in addition to the existing workflow engine from the .Net Framework. This new engine is totally independed of SharePoint (and is therefore a separate setup as well).If you publish a new WAW-workflow this will also create a new status-column, but this column will actually be left blank (at first), when a new instance is started.

Configurations lists within a workflow process can make any workflow more dynamic in nature. It allows workflows to always have the latest information to make correct decisions. They can also effect workflow that are in-flight, or already started. We have been using this practice for many years and have continued to use them in O365. I came across a scenario while using configuration lists to gather the current person who should approve a task. Over time, this approver can change for various reasons. In order to prevent continual updates being made to a workflow to simply change who to assign a task to, a config list was put in place. In this article, I will show how to create a config list for a workflow, and how to gather a person value using two methods.  Configuration ListMost config lists are simple custom lists. From Site Contents you can select new to create a list if in Modern UI, use the gear menu and click "Add an app" then choose custom list, or in

I'm posting this as an alternative to another article posted here on removing orphaned and duplicate ECB menu Items. That one doesn't work for me since I have around 160 sites to manage with more on the way. We have a real problem with these buggers since we have to update our workflows more frequently than perhaps the normal workflow and we end up with alot of orphans in our menus. It's important to know at the start that we do not change the names of our workflows each time we publish a new version of the workflow. I doubt many places do but thought I'd mention that. If you are doing that this script won't work for you as written. The script can be modified to run against every site in a farm or on a single list which is what I was after and explains why I'm not using LINQ or something more efficient. In this case ease of maintenance trumps effi

I have been working with Nintex workflows for a long time now and have only just started using this action.  It is so simple but so powerful and has saved me doing this painful step in a lot of my workflows: ScenarioI have a workflow that runs for all types of users entered into a list.  Most of the workflow is relevant to all types of users but there are some things that I would like to be done only if the user type is Employee.  Yes, I could use a Run If action, but I am using this fairly simple scenario to explain the filter action. The Filter ActionAs opposed to a Set a condition action where only one branch is executed, or a Run if action where the contents are run only on a condition being met, this action literally only executes the actions below it if the condition is met, otherwise the workflow is ended.  No need to add actions to a Run i

Many of you, like me, will have seen and used this feature many times.  What does it do?  Well it allows you to add a shortcut to your start workflow page directly on the item context menu.These are the settings you need on workflow settings: This then, when the workflow is published, displays as such on the item context menu: Now I have been using this awesome feature for many years and then Paul Crawford‌ asked me why he seemed to be limited to only adding four workflows to the menu?!  I have never needed to add this many before so wasn't aware of any limitation... I won't pretend I solved it, because I didn't, but he came up with a quick fix that I wanted to blog about so that neither of us forgot this simple trick: Rather t

Office 365 with SharePoint Online has excellent custom form and workflow options, that is a known fact.Those who love InfoPath Designer 2013 and SharePoint Designer 2013 can do A LOT of customized workflows, with multiple approval paths, parallel approvals, conditional task and anything else you can think of or not, with the OOTB actions and steps in SharePoint Designer 2013. I love InfoPath Designer and I love SharePoint designer, there is no secondary thought about that. But what you love need not always be what is loved by all. So in comes Nintex. My first time with Nintex Form and Nintex Workflow.Straight forward request this time.There is a Sofware Request form, when a user submits request -> Approver A->Approves->Approver B->Approves->Approver A again for further actions.Creating the custom sharepoint list with the identified fields is nothing new. Once the list

With the new Nintex Document Generation action in Nintex for Office 365, it is now possible to create an Excel Report from Sharepoint List items. With the output options of either its original format (i.e. Excel file in this case) or PDF in the defined destination of Sharepoint folder, you can then automate the generated report document for approval as usual in Nintex Workflow. In the following diagram, I have my Expense home page consists of Expense Items (i.e. Customer List) and Create Expense Report query form. Create Expense Report Query form is a simple form one can use to specify report filter criterial (i.e. Title, Start Date and End Date, etc. of the items to be included in the excel report to be generated). The Create Expense Report query form is nothing but just another cust

In my last post I already talked about how I migrated my Nintex for Office365 tenant to Europe and how I faced the challenge to find all the sites where the Nintex Workflow for Office365 app has been activated in order to re-publish my workflows. PowerShell to the rescue!It was obvious, that only PowerShell could help in this challenge. So let's walk through this step-by-step. At first we need to find all the sites where the Nintex Workflow App has been activated.$userName = "[username]@[mydomain.fqdn]"$siteColUrl = "https://[tenant].sharepoint.com/sites/[mysite]"Add-Type -Path "d

When designing a Nintex form, it's common that there is a part of the form that should only display to certain users. These sections are usually contained in their own panels within the form. It could be IT administrative details, financial information, or actions for HR to complete. In Nintex On Premises, it is easy to hide this panel based on the current user by using a rule and the inline function fn-IsMemberOfGroup. Unfortunately, that function is not available yet in Nintex Forms for Office 365.This function is available in O365 Forms, it just does not appear in the Runtime Function list. If you manually type it in, it will work.

Hi Friends! July has been a busy month here at Nintex Workflow Cloud (and the whole of Nintex). I want to take the opportunity to highlight some of the key features and capabilities released and why you might want to use them. Express approval support for task escalation - you now have the ability to escalate the task you have assigned or choose to complete the tasks by setting it to the default outcome after the original task has not been responded to timely manner (you can set the time of escalation of course). Disabling (and enabling) actions in the designer - as a designer you'll be able to disable both unconfigured and configured workflow actions. Very handy when you're progressively designing your workflow or troubleshooting / testing your workflow. If you're asking "Can I publish a workflow with disabled unconfigured action(s)?", Yes! You absolutely can. So if you're stubbing out your workflow and wan

I came upon a stumbling block a few days ago during an effort to re-engineer some old InfoPath forms into Nintex for O365 forms. The culprit was the Choice Field Control. It does NOT work the same in both applications. Initial Control DisplayI got this when I dragged and dropped the choice control onto the Nintex Form for O365 canvas - and was initially stumped. Where are my choices?? Looking at the control's properties, I knew it had more than one choice. So, I figured that it must be a sizing thing - and I was correct. I was able to see all of the choices by re-sizing the boundaries of the control. Vertical vs. Horizontal Layou