Using Service Accounts for Connections in Nintex Automation Cloud

Service accounts are a critical component in ensuring the stability and reliability of workflows in Nintex Automation Cloud. These accounts provide consistency, minimize disruptions, and simplify long-term workflow management. This guide outlines how to use service accounts effectively for connections and provides practical steps to configure them for your workflows. 

What Are Service Accounts and Why Are They Important? 

A service account is a dedicated account created specifically for system tasks such as setting up connections and managing workflows. Unlike personal accounts, service accounts are not tied to specific users and are designed for operational continuity. 

Benefits of Service Accounts 

1. Stability: Workflows remain unaffected by personnel changes, as service accounts are not linked to individual users. 

2. Defined Purpose: Service accounts are used exclusively for managing workflows, reducing accidental misuse. 

3. Reduced Downtime: Workflows are not disrupted due to account deactivations or role changes. 

4. Ease of Maintenance: Centralized management of service accounts simplifies workflow oversight and reduces administrative overhead. 

How to Use Service Accounts for Workflow Connections 

To maximize workflow efficiency, service accounts should be used for both start events and actions in Nintex Automation Cloud workflows. Here’s how you can set them up: 

Assign Separate Connections 

• Start Events: Use one service account to configure connections for start events, such as when an item is created or updated. 

• Actions: Use a different service account to configure connections for workflow actions, such as updating items or sending notifications. 

• Reason: This separation prevents actions within the workflow from retriggering the start event, thereby avoiding infinite loops. Read more about infinite loops here. 

Configure Start Event Conditions 

Add a condition to the start event to ignore updates made by the service account used for workflow actions. 

• Example: If Service Account 2 is used for the "Update item" action, ensure the start event ignores changes made by this account. See the following screenshot: 

Grant Appropriate Permissions 

Ensure the service accounts have admin rights on all relevant SharePoint sites or data sources. 

• Why: Without the necessary permissions, workflows may encounter errors when accessing or modifying items. 

• Best Practice: Verify permissions during the initial setup to avoid issues later. 

Example: Configuring Service Accounts 
Scenario: 

You have a workflow that starts when an item in a SharePoint Online list is updated. The workflow processes the item and updates its status. 

Steps to Configure: 

1. Set Up Connections: 

   • Use Service Account 1 for the connection assigned to the workflow’s start event. 

   • Use Service Account 2 for the connection assigned to the "Update item" action. 

2. Prevent Retriggering: 

   • Add a condition to the start event to ignore updates made by Service Account 2. 

3. Verify Permissions: 

   • Ensure both service accounts have admin rights on the SharePoint site where the list resides. 

Using service accounts for connections in Nintex Automation Cloud is an essential best practice for creating stable and efficient workflows. By assigning separate service accounts for start events and actions, adding conditions to prevent retriggering, and ensuring proper permissions, you can eliminate common issues like infinite loops and connection failures. 

Adopting this approach simplifies workflow management and ensures long-term reliability, even in dynamic organizational environments.