Designing a Nintex Workflow Start Form

[#1]

This 'how to' can be recreated in either NIntex Forms 2016, Nintex Forms 2013 or Nintex Forms 2010.

We're now going to cover a basic Nintex Workflow Start Form. First off, we'll create a site workflow that allows users to RSVP for an event using a workflow start form, and then send an email notification to the event organizer. Secondly, let's configure the Nintex Forms Start Site Workflow web part to host the RSVP start form created in the first half.

Create a Site Workflow

1. Navigate to a SharePoint Site.
2. Click on Site Settings menu> Nintex Workflow > Create Site Workflow.
3. In the Nintex Workflow ribbon, click on the Workflow Settings drop down arrow.
4. Change the Title to "Event RSVP”. Click Save.
5. In the ribbon, select the Workflow Settings drop-down and then Variables.
6. Select the New button from the Workflow Variables ribbon.
7. Enter “First Name” in the Name field.
8. Select Single line of text in the Type field, and select Show on start form. Save.
9. Repeat steps 5 – 8 to create a “Last Name” variable.
10. Create four new variables:
    1. Dietary Requirements.
       • Type: Choice.
       • Choices: Enter the following options “None”, “Vegetarian”, “Vegan”, and “Celiac”.
       • Display Format: Drop-down menu.
       • Select Show on start form.
    2. Attending
    • Type: Yes/No.
    • Default: Yes.
    • Select Show on start form.

           c. Partner

• Type: Yes/No.
• Default: No.
• Select Show on start form.

           d.  Partner Name

• Type: Single line of text.
• Select Show on start form.

Now, we're going to set up a workflow to send an email with all of the information collected.

Configure a Send Notification action

From the workflow actions toolbox, drag a Send Notification action onto the canvas.

1. To configure, double-click on the center of the Send Notification action.
2. Enter the recipients email address in the To box.
3. Enter “Event RSVP” in the Subject box.
4. Next, we need to create the body of the email. Enter the desired text, and the workflow variables we just created in the textbox of the Send Notification action.

To insert the references:

1. Type “Attending:” into the textbox.
2. Click on the Insert Reference button.
3. Select the Workflow Variables tab.
4. Select Attending and then OK.
5. Press the return (enter) button to start on a new line.
6. Repeat steps 1-5 to insert the Attendee and remaining references to compose the message as shown below.
7. Click on General tab and Save.

Design the Start Form of the Workflow

1. Click on Workflow Settings in the Nintex Workflow ribbon.
2. In the Workflow Settings ribbon, select the Edit Start Form drop down and click on Edit with Nintex Forms.
3. The form will open configured with the Workflow Variables that were previously set to Show on Start Form.
4. Design the layout of the form, and add some styling to the form if desired.
5. Double-click on the Start button control. Change the Button label to “Submit”.
   

If you want to change the text on the Attending Yes/No control and the PartnerYes/No control:

Double click the Yes/No control, and type "yes" in the Text field.

Save the form, and publish the workflow.

The site workflow and its start form have now been created, configured and published. The final step to do is configure the Nintex Forms Start Site Workflow web part.

Add and configure the Nintex Forms Start Site Workflow web part

1. Navigate to the SharePoint page you want to add the Event form to.
2. Select the Page tab and click the Edit button on the Ribbon.
3. Select the Insert tab and click the Web Part button on the Ribbon.
4. Select Nintex Forms 2010 in the Categories section, and then Start Site Workflow from Web Parts. Click the Add button.
   
5. Edit the settings for the web part. Click the drop-down arrow to activate the web part menu and select Edit Web Part.
   
6. On the right-hand side, you'll see a dialog box. In the Start Workflow Settings section:
   1. Select the Event workflow from the Select the site workflow to start drop-down.
   2. Change the Confirmation Message to “Thank you for your RSVP”.
7. Change the Title of the web part to “Event RSVP” in the Appearance section.
8. Leave the other options as the defaults, click ok.
9. Click Page tab, and then save the page.
10. The Event RSVP form will now be displayed in the SharePoint Web Part. Now go ahead, and fill out the form. Once submitted, the workflow will kick off and an email will be sent.

[Gavin-Adams]

Great idea of using a site workflow.

Haven't seen this done before.

This has given me some great ideas on working with SQL data.

Thanks

[voicer]

This is fantastic - thank you.  I am not sure whether I have missed the point of it but was wondering whether you can then put the values of the variables in the form into an existing list?

[Gavin-Adams]

Yes you can either with a create new item action or update item action.

My workflow finds an existing item in a list then updates it.

[sshaffer]

Hi,

I was following your instructions and created a Nintex Start form within a workflow as you described and published it.  I was able to follow all instructions down to 6a.  However, for me, under "Select the site workflow to start", the only option that shows is "No published site workflow with a custom Nintex Forms start form has been found."  

Do you have any idea why the form I created in the Nintex Workflow would not be found?  I went back in to make sure it was still there, and re-published, but still no luck.  Any suggestions?

Thanks.

[cassymfreeman]

Did you publish the workflow as well as the form in the workflow? 

[franciscolareo · Accepted solution]

Hey, were you able to solve this?

im stucked in the same issue!

thanks Francisco

[Biba_2015]

Hi,
Did you find the solution for this problem?