I need some pointers for a company policy acknowledgment workflow. Would like to know if the scenario we have is possible to implement or if there are potential issues that others can forsee with what is possible in Nintex. I found some old posts on the subject but none had any solutions that I could get help from hence posting on this subject again.
System in use: Sharepoint 2013 on-premise, Nintex Workflow Enterprise, Nintex Forms Standard
Scenario: All company policies are located in a document library as Word/PDF documents. They have metadata such as Status (Current/Superseded), Date Last Reviewed, Date Superseded etc associated with them. Up till now these policies were merely advertised in the staff newsletter however the business would like to:
Feedback/Guidance we need:
Any tips or pointers from those more experienced with the system than us would be apreciated :)
@stdc thanks for posting your question. As a newbie to Nintex, you're outlining a great process and heading in the right direction. May I suggest taking a look at Nintex Promapp. Not saying that what you want to achieve from an automation standpoint is not possible with Nintex, because it is. You can leave things in word/pdf documents and use workflows to route and approve them.
With Nintex you can use the Flexi-task to assign task to people or groups to review and use the configurations as needed for approvals.
You can use workflows to copy or create new items in different sites as needed as well
I would recommend before going too far down this path that you evaluate moving your policies into Promapp. It is a really good and easy to use tool that allows you to move that into an online text based system with roles, groups, variations, approvals and more all built in. The plus is that you can get user feedback easily, prompt for replies, and attach documents, etc all in one single place. This elevates the game of what you are trying to solve with both storing the policies themselves and having a good change management policy in place to manage them. Not selling you on it, again if SPS is what you are wanting to use then go for it and Nintex is the right tool for that.
Hope this helps you think through what you're doing.
Hi @eharris04, thanks so much for your reply. I forgot to say our organisation does also have Promapp and I did come across a post on this forum that suggested Promapp as a potential solution.
However we did want to consider a SharePoint-only solution due to the potential need to manage the policy as a recordkeeping object in our organisation's EDRMS (electronic document and records management system) in order to implement requirements such as on-premise storage, automated retention & disposal along with other objects in the EDRMS, ability to maintain a static copy of the record as it was for that version (rather that evolving live document), ability for permission restrictions, ability to maintain a metadata profile over time, ability to export records and associated metadata for migration to another system, etc.