katie_willis
Nintex Newbie

Starting a workflow once it is created and checked in

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Hi I am relatively new to Nintex for O365 and I am trying to create a reminder workflow on a document library for company licences. When the user uploads a document, there is a mandatory field called renewal date. I want the workflow to send a reminder based on that date so the field is set to mandatory. 30 days prior to the renewal date it will send an email to a group of people to renew the licence then upload the new version of it. When uploading the new version, they will then set the next renewal date and it will start again. I have set it for the workflow to start when created but the workflow fails as it starts once the file is created and not checked in. How can I make the workflow wait until the user has input the field and checked in the file to start the workflow? I was then going to have another workflow to start on modified to check to see if the other workflow was running and the renewal date had changed. If it was, then terminate that workflow and start the initial one again.

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courtney_shelto
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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The best way to implement what you want is with a site workflow; that fixes your not-checked in problem, fixes your possible date change scenario, and is a better practice so that you don't have suspended/runnign workflows waiting for months.

I would have a site workflow run every morning that queries your list for items where renewal date == today + 30 days and then sends an email for each one (you could do that within the site workflow or kick off a list level workflow to handle that piece, not much difference).

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katie_willis
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Thanks Courtney, Is this possible when using Nintex for SharePoint online? I thought you couldn't use site workflows.

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courtney_shelto
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Yep! Go to Site Contents and click on the Nintex Workflow icon, this will take you to a Site Workflow creator. As for scheduling, currently Nintex does not support that, but there are third party applications, such as Plumsail, as well as ways to do this with just Nintex or while leveraging Azure.

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katie_willis
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Thanks. I have tried to create a site workflow with no luck. Struggling with the Query List action to return items. I have been following this post here https://community.nintex.com/community/build-your-own/blog/2016/05/23/site-workflow-document-review-...

The steps I have taken are:

  1. Set todays date in a variable
  2. Calculated the todays date +30 days to get the date I want to query against the list. I stored this in a variable varRenewalDate
  3. In the query action item I have filtered for records where Renewal date is equal to the varRenewalDate and set the format to short date.

That is where I get stuck. It returns no values. I think it is the time portion causing the issue.  I have set the Renewal Date column in the list to date only.

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courtney_shelto
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Yep, you're right, it's probably the time. So, what I do in this scenario, is I'm assuming you're setting your variable and checking the "use date action was executed" thing, right? So what I would do, is have your first action be a "set time portion of Date/Time" and set the minutes and hours to 0 and check the "date action was executed" box and output that to a variable.

Then, have a "add time to date" action and add your 30 days to that. It will basically nullify the time portion.

If you're already not using time in your list column, that will be, by default, typically 00:00:00 or 12:00:00 which this will now match. IF you're ever unsure on something like this, you should use the "log" action to print your variables/values at different times to make sure they're matching what you think they are.

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katie_willis
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Thanks Courtney. I have done the above and logged both dates and they match however when it runs the query it still returns no match. Seems odd! Am I missing something? Is it date formatting? Maybe an issue with Online version of Nintex?

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katie_willis
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Ah I finally got it to match the dates and return the IDs in the output. Now I need to figure out how to query the list and get the fields I need to include in the email.  The post I was referring to doesn't seem to work for me. It mentioned a variable type of List Item ID. This doesn't seem to be available in O365 version. Is it a collection variable?

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katie_willis
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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I finally got this all to work. Thank you so much for all your help and patience!!

This only issue I have now is the date that is getting queried from the list and stored in the collection variable. It is US format and time zone. How can I get it to show based on our regional settings?

See example:

Renewal Date - 6/2/2017 2:00:00 PM

Date in the list is actually 03/06/2017 12:00:00AM as per the log

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courtney_shelto
Nintex Newbie

Re: Starting a workflow once it is created and checked in

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Wow, glad you were able to get a solution! As for the regional question, I'm afraid I'm not much help. We are in one location and so don't really have issues there. You could try to post a new question to get more views/traction! Perhaps ‌ could help, he's quite sharp.

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