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thobson
Nintex Newbie

Building Nintex Workflow in Sharepoint 2013

Hello, I am relatively new to Nintex and trying to get some help on the right approach/best practice for building a workflow using Nintex workflow for a list created using Sharepoint 2013.

Workflow process: Determined by 2 variables

  1. Saved or submit for approval - set up as drop down field (not sure if this is the best approach)
    1. Choosing saved does not trigger workflow
    2. Choosing submit for approval starts workflow based on value (see #2)
    3. User gets email notification
  2. Value
    1. Below a certain value routes to one approver
    2. Above a certain value routes to a different approver
    3. Approver gets email notification

Desired outcome:

  1. User should be able to submit a saved record for approval, thereby starting the workflow
  2. If an approver rejects a record, it should go back to the user who can make changes and resubmit for approval

I was able to build workflows using run if statements that fulfilled both requirements. The challenge I had was either submitted a saved record for approval or rejecting a record. In both cases, the workflow wouldn't restart.

Any guidance or suggestions would be much appreciated.  I also tried using state machine but with no success.  Thanks much.

Thomas

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16 Replies
cassymfreeman
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

OK so you need some starting conditions as follows:

Start on item creation conditional on status = Submitted:

Start on item modified conditional where status = Submitted and old status <> Submitted (i.e. a previously saved record has been submitted):

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cassymfreeman
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

OK for the second part.  inside your workflow have a set a condition to check the value is what you need it to be - in this example I was checking was >= 100.  if it was I set the approver to you, and if not I set the approver to me (using a person type variable vPersApprover):

Then I use a state machine to move between approval and rejection as required:

The intial state is "Approval".  This assigns a flexi task to whoever we populated in the variable vPersApprover.

If rejected, an email is sent to initiator and the item status is updated to "Saved".  Then it changes the state to "Changes required".  In that state the workflow will wait for the status on the item to be updated again to "Submitted".  That means that the user accessed the item, made changes and submitted again.  Then the workflow wakes up and changes state back to "Approval".  You can do that loop as many times as you like.

If the approver approves the request the initiator gets emailed that all was fine and the state machine ends.

Does that help?

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thobson
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

Hi Cassy,

First off, thanks so much for your quick response.

I created the workflow as you indicated with a few revisions to the flexi task.  I created a drop down field to capture the status of the request (Saved, Pending Approval, Approved, Rejected) based on the current state.

Here are the scenarios when the status field is not updating correctly:

  1. A record is saved - status shows as pending approval instead of saved
  2. A rejected record is resubmitted for approval - status shows as rejected instead of pending approval. The workflow itself is working fine.

Overall, this has been a big help. If we can address the 2 minor issues above, I am good to.

Thanks,

Thomas

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cassymfreeman
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

what sort of form are you using to save the item?  InfoPath?  Nintex?  SharePoint out of the box?

Sounds like your list has content approval on - is that the case?

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thobson
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

I am using Sharepoint out of box to save the items.  I checked content approval and it is turned off along with item version history.

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cassymfreeman
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

So how do you know if the item is saved or submitted?

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thobson
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

My goal was to use the drop down field that indicates if the record is to be saved for submitted for approval and link that to the status field. If the user selects saved, then the status shows as saved whereas choosing submit which would show as pending approval.

Is there a different approach you would recommend? I also thought about having separate buttons for saving vs. submitting but not sure if that can be done using Sharepoint.

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cassymfreeman
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

if you have a dropdown indicating the status then use that column on your conditional start?

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thobson
Nintex Newbie

Re: Building Nintex Workflow in Sharepoint 2013

OK, I made the changes and added another condition. Saving the record now updates the status to saved.

 

If I resubmit a saved or rejected record, the status shows as either saved or rejected instead of pending approval. Any suggestions? Thanks.

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