News and Guidelines

Beware of running 'Log in History List' actions in loops (for each, loop, etc.). Not doing this will clutter the workflow database with logs and impact customers. If you have them, set them to "Hide from workflow status" in the "Common" tab of the for each or loop. In general, there shouldn't be too much logging in your workflows anyway. Its better to use those for troubleshooting and giving general information to the user. Lisa

Be careful of scheduled workflows. I had a nightly scheduled workflow that came back with an error. I knew there was no reason for it to error because it had been running for months with no problems. I contacted the server admins to check into the error on the server for me. They didn't see anything suspicious. I had the workflow running at a specific time. They told me that could cause a problem. I didn't know it but they ran patches and updates at the same time my workflow started. They recommended I ran the workflow outside of that window. This particular workflow had to run midnight or later but before employees arrived at work. I didn't want any employees updating the list while this workflow was running. I changed the time their updates were over. I haven't had any problems since. I also learned there were other workflows scheduled and the times they were running. I found that the workflows were put in a queue so your workflow wasn't guaranteed to run exactly when you wanted it t

There may be times when you have a list and you want to lock down items in the list to certain people, groups, the creator, etc. due to the sensitivity of the data. This can be done in Nintex Workflow. I am using Nintex Workflow 2010 so it will be based on that version. To do this: Use the action 'Set Item Permissions'. Set Item On = Current Item. Inherit permissions from parent = No. Check Remove existing permissions. Users = the users you want to have permissions Permission = the permission you want them to have. You can have multiple users with different permissions. You can add them by clicking on 'Add user permission'. Lisa

This is extending from my previous post, which was about Sending Text Messages through Nintex Workflow. Here, what we want to do, is automate a voice call.  Generally, this would be used for reminders or other types of notifications, where you don't really need a human being to make the call.  Nintex Workflow is ideal for automating this process, through communication to a telephony provider, like Twilio Requirements The requirements are the same as the previous post, where you store the AccountSid, Auth Token and Base64 Basic Authorization token in Nintex Workflow constants. The only differences here, are that the URL is a little different and the body of the web request is different. Workflow  The URL has changed, in that instead of "Messages.json" on the end, we now have "Calls.json".So the URL looks like this : https://api.twilio.com/2010-04-01/Accounts/TwilioAccountSid/Calls.json Again, make sure you replace the TwilioAccountSide with your workflow constant. The body of the Web Re

I have found this problem very annoying after not knowing what it was and running into it several times. We finally resolved the issue after banging our heads against the wall. If you have a list with a workflow and want to save the list as a list template and save the data you will run into this issue. I even checked the setting to include this data. What happens is when you have your new list, you try to import your original workflow. You do that because the original workflow does not appear in SharePoint. In trying to be consistent, I try to name the new workflow the same name. An error appears telling me the workflow already exists. Well, how can that be when it does not appear in the workflow list for the list you are working on? However, magically if you go to SharePoint Designer you will find the workflow under the list even though it doesn't appear in SharePoint. You will have to delete that workflow in SharePoint Designer. If you do not, you will have problems with the workflo

Hello fellow Nintexers.  This is my Happy New Year post and why not bring it in with some humor?  If you're like me, and enjoy working with others, then Nintex is one of the best tools to use for organization using SharePoint.  After a fantastic year with several clients, I decided to go back through my projects and help tickets to see what were the top 5 things I saw being done wrong with Nintex.  Its definitely not comprehensive, but it can help shed light on things you should probably avoid if at all possible. So without any further waiting, click on the attachment below.  Each mistake includes a tip to help to prevent it or avoid it if at all possible. Oh and because this is not comprehensive, share things you've seen and maybe we can build an even bigger list for people to avoid in 2015 (yes this is repeated in the presentation for emphasis).

This month we will see a few new actions making their debut with the introduction of 6 new actions into Nintex Workflow for O365. Office 365 Lists and Libraries Office 365 Delete Drafts Office 365 Lists and Libraries Office 365 Delete Previous Version Office 365 Lists and Libraries Office 365 Set Document Set Approval Status Office 365 Lists and Libraries Office 365 Set Approval Status Office 365 Lists and Libraries Office 365 Add User to Group Office 365 Lists and Libraries Office 365 Search Query Now, knowing about these actions, and actually knowing about these actions are 2 different things. So I’m going to explain each action and why you would use it. Office 365 Delete DraftsIn the cloud world, storage is king. So the thought of having to hold on to countless thousands or minor versions of documents and items is a bitter pill to swallow for

Sometimes it is necessary to have access to the Nintex Workflow/Forms assemblies (Developing custom actions for example). The files reside in the GAC (Global Assembly Cache). By default, files in this location are not very easy to get to. A quick way to get to the assemblies is to use the subst command. Example: subst g: c:windowsassembly would attach the GAC folder to a driver letter of g: Once you have mounted the GAC, you will find the Nintex Assemblies in the GAC_MSIL (Microsoft Intermediate Language) folder as illustrated above.

Products: Nintex Workflow 2013, Nintex Workflow 2010 Today a request came in to assist in removing 9,000~ duplicate Content Type Workflow Associations from a list (previous versions). Since it did not matter whether or not any workflow associations for that content type remained on the list (it is easy enough to re-add the workflow after) this script was developed to remove all workflow associations for that content type. Note: All other content type workflows (other content types) and regular list based workflows will remain unmodified. Run the below (attached as well as a *.txt file for your convenience) PowerShell script (PowerShell ISE works well) from a SharePoint Server:  PowerShell Script Add-PSSnapin microsoft.sharepoint.powershell   $(Get-SPWeb http://contoso.com).lists["YourListTitle"].ContentTypes["YourContentTypeName"].WorkflowAssociations | ForEach-Object {$(Get-SPWeb http://contoso.com).lists["YourListTitle"].ContentTypes["YourContentTypeName"].RemoveWorkflowAss

Products: Nintex Workflow 2013, Nintex Workflow 2010, Nintex Workflow 2007SummaryThe error "Unexpected System.InvalidCastException: Specified cast is not valid.    at Nintex.Workflow.Administration.ContentDatabase.GetSiteIdsAndWebApplicationIdsInDatabase(String connectionString)     at Hhg=.1xg=.InitAttach(Vxg= context)     at Nintex.Workflow.Administration.DatabaseAttacher.Attach()     at Nintex.Workflow.AdministrationPages.DatabaseSettings.btnOk_Click(Object sender, EventArgs e)     at System.Web.UI.WebControls.Button.RaisePostBackEvent(String eventArgument)     at System.Web.UI.Page.ProcessRequestMain(Boolean includeStagesBeforeAsyncPoint, Boolean includeStagesAfterAsyncPoint).” is thrown in the SharePoint ULS logs. Filtering Criteria:  Process Product Category Level w3wp.exe SharePoint Foundation Runtime Unexpected  SymptomDatabase fails to mount in Central Administration Nintex Workflow Management Database Settings. CauseThere is a null or otherwise invalid Guid valu

Products: Nintex Workflow 2013, Nintex Workflow 2010SummaryThe error "Failed to create a control from assembly 'Nintex.Workflow.ServerControls, Version=1.0.0.0, Culture=neutral, PublicKeyToken=913f6bae0ca5ae12', class 'Nintex.Workflow.ServerControls.UserMenu': The control with assembly name 'Nintex.Workflow.ServerControls, Version=1.0.0.0, Culture=neutral, PublicKeyToken=913f6bae0ca5ae12' class name 'Nintex.Workflow.ServerControls.UserMenu' is not allowed for web at URL 'http://contoso.com. The type Nintex.Workflow.ServerControls.UserMenu, Nintex.Workflow.ServerControls, Version=1.0.0.0, Culture=neutral, PublicKeyToken=913f6bae0ca5ae12 could not be found or it is not registered as safe.” indicates the need to activate the Web Application.SymptomMenus do not render on SharePoint sites.CauseOne or more web applications that use Nintex Workflow are not activated for Nintex Workflow.ResolutionUsing the Farm Installation account or another account with sufficient permissions, activate all w

Thanks to Sean Fiene‌ for assistance. Question: I would like to input a number into a “Single Line Textbox” and have the results show only two decimal places on the View mode of the form. Step 1:Create a Nintex Form and add a ‘Single Line Textbox’ configured with a Data type of ‘Decimal’ and name of “RoundNumber”Step 2:Add a rule of type “Formatting” with a condition of “Is display Mode” and “Hide”Formula builder for condition:Step 3:Under Nintex Forms Ribbon bar choose “Form Variables”Click ‘Add’ and create a new variable that includes a formula of ‘Round’ referencing the single line text column of “RoundNumber” and the number of decimal places needed.Example: Round(roundNumber, 2)Step 4:Add a calculated Value control to the form with formula referencing the Forms Variable you created in step 3, in my example it is named “Rounding”.Step 5:Create a rule on the Calculated Value Control with formatting condition of “not(Is Display Mode” and choose ‘Hide’Step 6:Align the Single Line Textb

Products: Nintex Workflow 2013, Nintex Workflow 2010 SummaryWorkflow no longer shows in Workflow Gallery. SymptomAfter a site has been migrated, workflow('s) no longer show in the Workflow Gallery. CauseThe SharePoint List ID is no longer valid. Resolution Obtain the Id (Guid) of the list the workflow should be attached to. (See Obtaining a list id in SharePoint 2010 or 2013) Navigate to your site URL and append /NintexWorkflows. Example: http://contoso.com/sites/mysite/NintexWorkflows Click the name of your workflow from the list of workflows. Edit the properties of each item inside of the workflow folder. Change the AssociatedListID value to be the Id/Guid obtained in step one. Navigate to the Workflow Gallery for the list missing the workflow. Open the workflow and republish it.

SymptomThe Display Format of the External Data Control is set to drop down list, at runtime, the control renders blank values. ResolutionWhile creating all operations on the DB table during content type creation (or) double click on the Read List operation if you have already created all operations1.       Click on “Next”2.       Click on “Add Filter Parameter”3.       Click on Filter (Click to add)4.       Select Filter Type as “Wildcard”5.       Select a Filter Field and click OK6.       Click on “Finish” (Note you may need to change the “Data Source Element” to match the selected Filter Field)7.       Save content type.

Products: Nintex Forms 2013 SummaryNintex Forms Prerequisities Feature fails to activate. SymptomThe following error occurs."The profile for the user is a temporary profile." CauseNintex Forms Installer was run with an account without sufficient permissions on the local machine. Resolution Re-install using the SharePoint Farm Install account and ensure it is a local administrator.

Products: Nintex Workflow 2013, Nintex Workflow 2010, Nintex Workflow 2007 SummaryThe error "Nintex.Workflow.NWException: Failed to load common data item assembly 'AssemblyName, Version=1.0.0.0, Culture=neutral, PublicKeyToken=0000000000000000'. ---> System.IO.FileNotFoundException: Could not load file or assembly 'AssemblyName, Version=1.0.0.0, Culture=neutral, PublicKeyToken=0000000000000000' or one of its dependencies. The system cannot find the file specified.  File name: 'AssemblyName, Version=1.0.0.0, Culture=neutral, PublicKeyToken=0000000000000000'" SymptomThe following error occurs."System.IO.FileNotFoundException: Could not load file or assembly” CauseOne of the servers in the farm does not have the referenced assembly installed in the Global Assembly Cache (GAC). ResolutionEnsure that each server in the farm that is running the Foundation Workflow Timer Service is also running the Foundation Web Application Service and that the server has the referenced assembly installed

Products: Nintex Workflow for O365 SummaryThe error "Error publishing workflow. Workflow XAML failed validation due to the following errors: Activity 'DynamicActivity' has ## arguments, which exceeds the maximum number of arguments per activity (50). HTTP headers received from the server - ActivityId: 00000000-0000-0000-0000-000000000000. NodeId: . Scope: . Client ActivityId : 00000000-0000-0000-0000-000000000000. The remote server returned an error: (400) Bad Request.” SymptomWorkflow fails to publish.  Cause SharePoint Workflow Manager has a limitation of 50 arguments for a 'DynamicActivity'. A workflow is considered a dynamic activity as it can be nested inside of other workflows. Each variable configured in a workflow is considered an argument. Each Nintex Workflow Action that utilizes Nintex Live has two arguments associated with it (input and output). ResolutionReduce the amount of Variables and or reduce the amount of Nintex Live actions in the workflow.

Related products: Nintex Workflow 2013, Nintex Workflow 2010, Nintex Forms 2013, Nintex Forms 2010, Nintex Live Please see Quick Reference for Nintex Features, Content Types, and Field IDs.

Products: Nintex Workflow 2016, Nintex Workflow 2013, Nintex Workflow 2010 A common cause of workflow failure is large lists, document libraries, task lists and workflow history lists. This article provides instructions on how to locating these large lists. Run the below (attached as well as a *.txt file for your convenience) PowerShell script (PowerShell ISE works well) from a SharePoint Server: The lists returned can be filtered by setting the $threshold variable (default is 200). Additionally, the properties returned can be changed by appending properties to the end of the script (default is ParentWeb, Title, ItemCount). # This will target all Nintex Workflow History lists, you can change the threshold to filter down.# This is used to find where the lists are and if they are larger than the threshold.# This will target the entire farm, you may want to scope it down to site collection.Add-PSSnapin Microsoft.SharePoint.Powershell -ErrorAction SilentlyContinue#Lists with values higher

Products: Nintex Workflow 2013, Nintex Workflow 2010Summary Workflows do not publish in a SharePoint / Project Web Application. SymptomThe following error occurs when publishing a workflow: "Server was unable to process request. ---> Failed to publish workflow: <Error><CompilerError Line="166" Column="12" Text="The type 'Microsoft.Office.Project.Server.Library.ProjectWorkflowContext' is defined in an assembly that is not referenced. You must add a reference to assembly 'Microsoft.Office.Project.Server.Library, Version=14.0.0.0, Culture=neutral, PublicKeyToken=71e9bce111e9429c'."/></Error>"  Cause Services required to run Nintex Workflow for Project Server are not present on the Web Application Server running the Nintex Workflow Designer. Resolution Each machine in the farm that is running the Project Server Application Service or the Microsoft SharePoint Foundation Workflow Timer Service needs to be running the following services:  Project Server Application Servic

Authors:  Zach Puckett, Brad Orluk, Naomi Shodhan Have you ever managed a large project with multiple stakeholders who need to be notified of important project updates such as a changed delivery date?  Managing projects inevitably involves changing elements and influencing the timing of when the final deliverable is complete.  As a Project Manager, you can notify the stakeholders you need to, by using the send notification feature on Nintex Workflow for Project Server. Follow the steps below, and your workflow will be configured to inform whomever you'd like (e.g. stakeholders, team members, the PMO, etc.) when a delivery date changes. Create a project Property Field called Delivery DateBefore you start building your workflow, you will need to access the Project Server Settings page and create a new custom field for the Delivery Date value as pictured below. Please note the screen shots in the post are from Project Server 2010 and Nintex Workflow for Project Server 2010 but are certain

Products: Nintex Workflow 2013, Nintex Workflow 2010Summary Workflows are starting multiple times for each list item created or modified depending on the configuration of the workflow. Cause More than one version of the workflow is configured to 'Allow' on the affected list:  Resolution Navigate to the list and click 'Workflow Settings'. Click Remove, Block, or Restore a Workflow. Mark each workflow to 'No New Instances' other than the current version (or click Remove, if they are no longer needed). 

This blog post has been heavily leveraged but unfortunately is outdated. Please refer to the following Knowledge Base article for further guidance: Generating ULS logs to troubleshoot Nintex related issues for Forms and Workflowhttps://community.nintex.com/t5/How-To-s/Generating-ULS-logs-to-troubleshoot-Nintex-related-issues-for/ta-p/114378

Products: Nintex Workflow 2013, Nintex Workflow 2010 SummaryThe error "Could not load file or assembly ‘Nintex.Workflow.ServerControls’” indicates the need to activate web applications. SymptomThe following error occurs."Could not load file or assembly ‘Nintex.Workflow.ServerControls’” CauseOne or more web applications that use Nintex Workflow are not activated for Nintex Workflow. ResolutionUsing the Farm Installation account or another account with sufficient permissions, activate all web applications that use Nintex Workflow.To activate web applications for Nintex WorkflowOn the Central Administration Home page, click Nintex Workflow Management. Click Web Application activation. The default web application name is automatically selected. To activate all web applications for Nintex Workflow, select the check box for All content web applications and then click Activate. To activate a subset of web applications for Nintex Workflow, select each web application and then click Activate; r

Products: Nintex Forms for Office 365, Nintex Forms 2013, Nintex Forms 2010 Symbols and meanings for rules in Nintex Forms are provided below.Symbol Meaning == is equal to === is exactly equal to (value and type) != is not equal !== is not equal (neither value or type) > is greater than < is less than >= is greater than or equal to <= is less than or equal to && and | | or ! not   Did you know that this information is provided in the product Help files? The Help files contain useful information for writing rules in Nintex Forms. Simply click the Help button in the Designer tab to see context-sensitive help. Below is an example of the Help button from Nintex Forms for Office 365. You can also access Help online. Below are links to information on rules by product.Nintex for Office 365 | Nintex for SharePoint 2016 | Nintex for SharePoint 2013 | Nintex for SharePoint 2010