Nintex Workflow 2010 User Manual
Nintex Workflow 2010 User Manual
Nintex Workflow 2010 User Manual
Nintex Workflow 2010 is available in three editions – Workgroup, Standard and Enterprise.
A license is required for each SharePoint front-end server where user interaction with Nintex
Workflow 2010 components occurs.
This license covers a single SharePoint front-end server environment with up to five team sites. Only
one Workgroup Edition license can be purchased. If more than five site activations or multiple front-
end servers are required, a Standard or Enterprise Edition license is required.
PLEASE NOTE: Administrators are able to manage which sites Nintex Workflow has been activated
on and deactivate sites that no longer require Nintex Workflow functionality.
In the Quick Launch, click on Nintex Workflow Management, click on Database setup.
These settings need to be configured second after the licensing but prior to other settings to
allow Nintex to store its configuration settings.
Configuration Database
Each Nintex Workflow installation requires that one configuration database be specified to store the
server specific configuration settings required for running the application.
There are essentially two options here, firstly a new database can be created by Nintex Workflow, or
alternatively an existing database can be used by marking the Connect to existing database check
box. In each case the properties of the connection string need to be configured. These being the
name of the SQL Server database server, the name of the database and the authentication settings.
Content Databases
Again there are essentially two options here, firstly a new database can be created by Nintex, or
alternatively an existing database can be used by marking the Connect to existing database check
box. In each case the properties of the connection string need to be configured. These being the
name of the SQL Server database server, the name of the database and the authentication settings.
By adding multiple content databases Nintex Workflow can automatically distribute the workflows
within each site collection to their separate content databases to help spread the load. In small farm
scenarios it is acceptable to even use the same database for the content and configuration
databases.
KNOWN ISSUE
The add content database page is used to configure and setup additional content databases for
Nintex Workflow. Nintex Workflow supports multiple content databases. All data generated from a
particular site collection will be stored within a single content database. By default, when a workflow
is first run on a site collection, a content database is selected automatically based on how many site
collections it already contains.
The view database mappings page is used to determine which workflow content database stores the
data for a particular site collection. The page lists all site collections and their corresponding
database.
The manage database mappings page allows selection of which workflow content database to use
when the site collection Feature is activated on a new site collection. This is done per SharePoint
content database, so all site collections held within a particular SharePoint content database will use
the specified workflow content database. Site collections that already have the workflow Feature
activated will not be affected by changes in these settings.
In the Quick Launch, click on Nintex Workflow Management click on Web Application
activation.
The default web application name should be chosen automatically - if not, select it using the
drop-down, then click the Activate button.
Note: By checking All content web applications, Nintex Workflow will be activated across the web
farm.
In the Quick Launch, click on Nintex Workflow Management, click on Manage allowed
actions.
By default, actions are accessible to all users. Permissions can be set individually for each
action by selecting the action row and clicking Edit permissions in the ribbon.
Check the boxes of the actions you want to appear in the Workflow Designer then click OK
(not shown).
Note: If an action is not checked it will not be selectable in the workflow designer. If an imported
workflow contains an action that is not allowed, the workflow will not save or publish.
The Enforce allowed actions at run time option is available in the Global Settings from the Nintex
Workflow Management section in Central Administration. When this option is enabled, a workflow
that contains an action that is not marked as Allowed will cause the workflow to error. However, not
all actions are affected by this option. Actions that don't apply to this option are actions that are
native within Microsoft SharePoint Server 2010.
In the Quick Launch, click on Nintex Workflow Management, click on Global settings.
Fill in the appropriate details for your environment and click the OK button.
There are a number of other settings to change global options. Please read the descriptions on the
page to understand each option.
Global settings are cached and refreshed automatically every 15 minutes. For changes take affect
immediately, perform an IISRESET and restart the Windows SharePoint Services timer service.
To enable LazyApproval:
Note: If the link Configure server incoming mail settings is shown then those settings are not
configured for SharePoint. Please configure them according to your SharePoint configuration
documentation. Return to this page after completing your configuration. If those settings are
configured, the link Enable / Disable LazyApproval which be shown instead.
The Alias is the name that will be used in the email address that sends the notifications and
accepts the LazyApproval replies.
Managing Phrases
A list of allowed words will appear which are those that will be recognized by the LazyApproval
process. You can add or remove terms at your discretion.
Click Create a new LazyApproval term for the current server farm.
Enter a phrase that will be recognized by the LazyApproval system, as well as an outcome
(Approve or Deny). The maximum string length is 255 characters.
Click the hyperlink of the term in question and make the changes required.
By creating a term to ignore, the LazyApproval will discard email messages that contain the phrase in
the subject. This is useful for out of office and automated replies that an approver may have. If this is
not configured when an automated reply is sent to the LazyApproval alias it will cause the
LazyApproval feature to go into a loop where the LazyApproval alias will send a response to the
sender each time the sender sends an automated reply.
In the Quick Launch, click on Nintex Workflow Management, click on LazyApproval Settings
In the Phrases to ignore section, for the term which needs to be deleted.
Message templates used by the 'Request approval' action can be defined globally for the farm in
SharePoint Central Administration, for a specific site collection or for individual sites.
In the Quick Launch, click on Nintex Workflow Management, click on Message Templates.
The current settings for the standard message header and footer.
The current default messages used for the scenarios 'Approval Required' and 'Approval No
Longer Required'.
The default content style for the message templates is Rich Text, which provides the opportunity to
use different fonts, colours and simple HTML styles. Nintex Workflow uses the Rich Text toolbar
provided by SharePoint.
Various sections of the email messages can be edited. One of the important features is to add
content that is dynamically created using Insert Reference. To insert a reference please refer to the
Inserting reference fields.
Once you have made all the changes necessary to the various sections of the message
template, click the OK button.
Note: Changes made to the message templates will not affect workflows in progress. Changes will
only be seen when new instances of the workflow are started.
The users who receive email notifications when a workflow errors or is cancelled is configured at a
site level. The options available are:
The first step is to activate the product for the Site Collection (see Step 1 below) and the second and
more frequent step is to activate Nintex Workflow per site (see Step 2 below).
After a short delay, the page will refresh and the status will become Active.
It is now possible to activate Nintex Workflow 2010 features in the sites within this site collection.
Nintex Workflow must be activated at the site collection level before it can be activated on the site
level.
From the Site level home page, in the Site Actions menu, click on Site Settings.
After a short delay, the page will refresh and the status will become Active.
Activate the drop down from the logged-in user name link at the top of a page.
There are sections for Business hours notification preference and After hours notification
preference. The default settings are set to Email.
In the drop-down, select an option that is available within the current network setup.
The values for Email and OCS are automatically determined by the user account currently
signed in as.
The SMS address is often something like a mobile telephone number plus a domain.
However, to ensure the correct address is provided, please contact the System
Administrator or equivalent for the right format and settings.
Note: Nintex does not provide support for troubleshooting Email, SMS or OCS systems.
Required "SharePoint
Nintex Role Note
Permission Level"
Approver/Reviewer Contribute (at the item level at This role includes all users who will be able
least) to perform their assigned human task as
part of the workflow from the SharePoint
site. Users may be assigned tasks even
without these permissions.
Lazy Approver None This role includes all users who will perform
a About LazyApproval for their assigned
task. The user however will need at least
"Read" permissions if they wish to visit the
site.
Workflow Designer Design This role includes all users who are
responsible for creating and maintaining
workflows. With these permissions the user
can use the Nintex Workflow designer as
well as the related tools and pages. In order
to be able to publish a workflow, the user
will need to be configured as a Workflow
Designer.
Site Administrator Full Control (on the site) This role is responsible for activating and
configuring the site level Nintex Workflow
settings from the "Site Settings" page.
Server Full Control (on the central This role is responsible for the installation
Administrator administration site) and the server level configuration of Nintex
Workflow.
There is a known permissions quirk with SharePoint 2010 workflows created using either Nintex
Workflow or SharePoint Designer (SPD).
A Workflows list is used to hold all defined workflows for a team site. Upon creating your first
workflow in SPD or activating the "Nintex Workflow 2010" feature, this list is given unique
permissions, which copies the current permissions assigned within the site. As a result, the only
people who will be able to modify permissions on this list are site owners or those who were given
explicit 'Full Control' access before the list was created.
Nintex have exposed the list through the user interface to work around the permission quirk
described.To add/remove users as designers, the user assigning the permissions must be a site
owner or have Full Control access to the Workflows list.
In the Nintex Workflow group, click the link Allowed workflow designers.
From the permissions page the members can be maintained by adding them in the standard
SharePoint manner. Ensure that users who require full access to the designer have "Full Control"
set for their permissions.
Permissions for each action can be configured in the Manage workflow actions page.
In the Quick Launch, click on Nintex Workflow Management, click on Manage context data.
To add a new Context Data item, click the Add new Context Data link.
To edit an existing item, click on the item display Name link in the Manage Context Data screen. A
link exists for users to Edit Display Name and Description for other languages.
Configure Display and Description labels for the context data item when used in sites of a non-
default language.
Creating a workflow
2. Click the Workflow Settings button, then select Create a Workflow in Nintex Workflow from the
menu options.
1. Click the Create link located above the Published Workflows list.
If Show template page when creating a new workflow is set to true (the default setting), then the
template selector will appear. Select a template, or select Blank, or Cancel, to start from a blank
canvas.
Once you have arrived at the Nintex Workflow designer page, you will see two major sections. At the
left of the page is the "Workflow Actions" toolbox and the section on the right (occupying the
majority of the page) is the design canvas.
The actions toolbox displays the actions that can be used in the design canvas to create workflows.
The actions are divided into groups of related actions. Click the heading of a group to view the
actions in that group. The default groupings are:
Commonly used
Integration
Operations
Provisioning
User interaction
The names of workflow actions and the groupings can be edited by an administrator. For more
information please refer to the Managing workflow actions.
To resize the toolbox, click and drag on the expander bar on the right-hand edge of the toolbox.
To hide the toolbox, click the drawing pin icon located on the top right corner of the toolbox
header. The toolbox will collapse, leaving a visible Workflow Actions tab.
To access the toolbox again, hover over the Workflow Actions tab:
The toolbox will be visible when the mouse is over it, and will be hidden when the mouse is clicked
anywhere in the design canvas.
To make the toolbox remain visible, click the drawing pin icon again to exit Auto Hide mode.
To design a workflow, add actions to the canvas and configure each action.
1. Left click and drag an action from the palette and drop it onto a drop zone on the design
canvas.
2. Right-click a drop zone on the design canvas, select Insert Action and select the required
action from the list.
Configuring actions
To change the settings of an action, left click in the title bar and select Configure from the drop
down menu options. The action settings dialog will appear.
Select the Copy option to copy an action, with all its configuration settings, and paste it in another
location on the design canvas. This function can be especially useful when using the "Send a
notification" action which is likely to appear a number of times when dealing with documents and
approvals. Once the action has been copied, find the desired location on the design canvas, right-
click on a drop zone and select "Paste". The configuration of the pasted action can then be modified
independently of the original.
Select the Delete option to remove the action and any modifications made to it from the workflow.
At the top of the design canvas is the menu ribbon. The options and related Help files are all listed
below.
New: Clicking New will clear the current design canvas and start a new blank workflow. A
warning message will be shown if the current workflow has not been saved.
Close: Clicking the Close button will close the workflow designer and return to the original
location. If the current workflow has not been saved, a prompt will appear to save before
closing. If the workflow is not saved, the unsaved work will be lost.
Zoom options: Click the zoom buttons to increase or decrease the designer canvas viewing
size. Click the 100% button to restore the view to its normal state.
The error handling panel available in some actions allows the workflow designer to capture errors
that occur during the execution of the action, and create their own logic to handle it.
Capture Errors
This option specifies whether or not to turn on the capturing of errors. If this option is set to 'Yes', an
error in the action will no longer cause the workflow to fail. Instead, the values described in the next
two sections will be populated. This option can be set explicitly or a Yes/No workflow variable can be
used.
Specify a Yes/No workflow variable that will store whether or not an error has occurred. The variable
will be set to Yes if an error occurred and No if the action execution completed.
Specify a text workflow variable that will store the details of an error if one occurs. This value will be
set to empty if no error occurs.
The error occurrence and error text workflow variables will not be modified if Capture Errors is set to
No.
For Reusable Workflow Templates, the workflow designer ribbon button Export to VS is enabled,
allowing users to export the workflow as a '.wsp' file which can be imported into Microsoft Visual
Studio 2010. Please refer to the SDK for further details.
Exporting a workflow
To export a workflow:
The export file will be created and will trigger the file download process in the web browser.
For example, in Internet Explorer 8 the following dialog will appear:
Click the Save button and follow the standard procedure for downloading and saving files
from the web browser. Consult the web browser documentation for more information on
downloading and saving files.
The Export button also contains a drop down menu option Export to Visual Studio. Click this option
to export the workflow as a Visual Studio 2010 solution file.
Importing a workflow
To import a workflow:
Click the Browse button and locate the ".nwf" file to import.
The previously exported workflow, with all its settings should now be displayed on the design
canvas.
A number of functions are provided out of the box, and additional functions can be added with the
NWAdmin.exe tool.
Example:
Function behavior
The parsing engine first replaces any inserted reference tokens, and then the resulting text is
evaluated for functions.
If a function contains another function as an argument, the inner most function will be evaluated
first.
As reference tokens are replaced first, the reference token can also contain function syntax that will
be evaluated.
If text used for a function argument contains function syntax (i.e. a brace or comma character) wrap
the argument with {TextStart} and {TextEnd} to indicate a block of text that should not be parsed
further.
For example, if a number variable that contains a decimal value is passed to the function, and the
decimal separator for your region is a comma, the {TextStart} and {TextEnd} tokens will need to be
used.
In the example shown above, when the "Title" of the item is returned, if it were to contain a comma,
and the {TextStart}{TextEnd} blocks were not used, then the Substring function would treat the text
after the first comma as the second argument, instead of the number "2" provided, and the function
would error.
Function reference
fn-Abs
Example
fn-Abs({WorkflowVariable:Number})
Arguments
fn-Currency
Example
fn-Currency({WorkflowVariable:Cost})
Arguments
fn-DateDiffDays
Determines the number of days between two dates. The result can be a decimal value including
partial days.
Example
fn-DateDiffDays({WorkflowVariable:StartDate}, {WorkflowVariable:EndDate})
Arguments
Start date The starting date and time to calculate the difference between.
End date The end date and time to calculate the difference between.
fn-DateDiffHours
Determines the number of hours between two dates. The result can be a decimal value including
partial hours.
Example
fn-DateDiffHours({WorkflowVariable:StartDate}, {WorkflowVariable:EndDate})
Arguments
Start date The starting date and time to calculate the difference between.
End date The end and time date to calculate the difference between.
fn-DateDiffMinutes
Determines the number of minutes between two dates. The result can be a decimal value including
partial minutes.
Example
fn-DateDiffMinutes({WorkflowVariable:StartDate}, {WorkflowVariable:EndDate})
Arguments
Start date The starting date and time to calculate the difference between.
End date The end and time date to calculate the difference between.
fn-DateDiffSeconds
Determines the number of seconds between two dates. The result can be a decimal value including
partial seconds.
Example
fn-DateDiffSeconds({WorkflowVariable:StartDate}, {WorkflowVariable:EndDate})
Arguments
Start date The starting date and time to calculate the difference between.
End date The end and time date to calculate the difference between.
fn-FormatDate
Example
fn-FormatDate({WorkflowVariable:MyDate}, d)
Arguments
Format string Text describing how the date time value should be formatted. Information on
how to format the value can be found on this page: Standard Date and Time Format Strings
and this page Custom Date and Time Format Strings.
fn-Insert
Example
fn-Insert({WorkflowVariable:Text}, 4, {ItemProperty:Title})
Arguments
Start position The character position to insert the new text at. The first character in the
string is at position 0.
New text The additional text that will be added at the start position.
fn-Length
Example
fn-Length({WorkflowVariable:Text})
Arguments
fn-Max
Example
fn-Max({WorkflowVariable:Number1}, {WorkflowVariable:Number2})
Arguments
fn-Min
Example
fn-Min({WorkflowVariable:Number1}, {WorkflowVariable:Number2})
Arguments
fn-NewGuid
Example
fn-NewGuid()
fn-PadLeft
Returns the provided string right aligned and padded to the total length with a specific character.
Example
fn-PadLeft({WorkflowVariable:Text}, 6)
fn-PadLeft({WorkflowVariable:Text}, 6,-)
Arguments
Character Optional. The character to pad the original string with. A space character is used
by default.
fn-PadRight
Returns the provided string left aligned and padded to the total length with a specific character.
Example
fn-PadRight({WorkflowVariable:Text}, 6)
fn-PadRight({WorkflowVariable:Text}, 6,-)
Arguments
Character Optional. The character to pad the original string with. A space character is used
by default.
fn-Power
Example
fn-Power({WorkflowVariable:Number}, {WorkflowVariable:Power})
Arguments
fn-Remove
Example
fn-Remove({WorkflowVariable:Text},0,3)
Arguments
Start position The character position from which to remove the following characters. The
first character in the string is at position 0.
Length Optional. The number of characters from the start position to remove. All remaining
characters will be removed by default.
fn-Replace
Example
fn-Replace({WorkflowVariable:Text},abc,{ItemProperty:Title})
Arguments
fn-Round
Example
fn-Round({WorkflowVariable:Number})
Arguments
fn-SubString
Example
fn-SubString({WorkflowVariable:Text},5,10)
Arguments
Start index The position in the text of the first character to retrieve. The first character in the
string is at position 0.
Number of characters The number of characters to retrieve from the start index.
fn-ToLower
Example
fn-ToLower({WorkflowVariable:Text})
Arguments
fn-ToTitleCase
Example
fn-ToTitleCase({WorkflowVariable:Text})
Arguments
fn-ToUpper
Example
fn-ToUpper({WorkflowVariable:Text})
Arguments
fn-Trim
Example
fn-Trim({WorkflowVariable:Text})
Arguments
Text The text to remove leading and trailing whitespace characters from.
fn-XmlEncode
Example
fn-XmlEncode({WorkflowVariable:Text})
Arguments
fn-XmlDecode
Example
fn-XmlDecode({WorkflowVariable:Text})
Arguments
To insert a reference:
In the Insert Reference dialog, select the reference and double click on an item from the
list; OR
Common: these are lookup values specific to the workflow, the context of the item and the
current task within the workflow.
Item Properties: these are metadata columns for the item for which the workflow is
associated.
Workflow Constants: these are values that have been set globally either on a web farm, site
collection or site level that can be used within the workflow. Refer to Workflow Constants
for more information.
Inline Functions: Allows for additional processing to be done on a text or value. Refer to
Inline functions for more information.
Workflow Variables: these are the Workflow variables configured for the workflow.
Note: Available tabs on the Insert Reference dialog may change depending on the options available
within the workflow action from which the Insert Reference link was clicked.
All Approver Comments: All comments made by all approvers in all task actions that have
run in the workflow.
All Approver Comments (Html): All comments made by all approvers in all task actions that
have run in the workflow, formatted for HTML.
Context Item Display Name: The display name of the item that the workflow is running on.
For example, in a list workflow, the display name will be the name of the SharePoint list item
that the workflow is running on.
Context Item URL: The url to the item that the workflow is running on. For example, in a list
workflow, the url will direct to the SharePoint list item that the workflow is running on.
Document Checked Out to User: The username (domain\username) of the user who has the
item that the workflow is running on checked out. Applies to libraries only.
Initiator: The username (domain\username) who caused the item to be entered into the
workflow.
Initiator's Display Name: The display name of user who caused the item to be entered into
the workflow.
Is Document Writable: Resolves to 'Yes' if the file in a library can be updated. Resolves to
'no' if it is checked out or being edited. Note this will always resolve to 'yes' in a list.
Item Display Name: The display name of the item on which the workflow is running.
Last Task Respondent: The username (domain\username) of the user who last registered a
response to a task.
Last Task Respondent Display Name: The display name of the user who last registered a
response to a task.
List ID: The unique ID of the list containing the item in workflow (Advanced).
List Name: The name of the list in which the workflow item is located.
Manager's Display Name: The display name of the workflow initiator's manager (if
configured in Active Directory).
Site Collection ID: The ID of the site collection in which the workflow is running.
Site Name: The title of the site in which the workflow item is located.
Site Owners: A semicolon delimited list of the usernames (domain\username) of users in the
site owners group.
Web Url: The full URL of the site in which the workflow item is located.
Workflow Instance ID: The unique ID given to the running workflow instance (Advanced).
Workflow Log URL: The URL where the status of the workflow can be viewed in textual
form.
Workflow Status URL: The URL where the status of the workflow can be viewed.
The following references are available from within request approval notifications:
Approval Url: The URL in SharePoint where an approval for the item in the workflow can be
made.
Approve: A url that will approve the task without requesting further input. Can be appended
with a querystring confirmationpage=url to show to display a custom confirmation page. Can
be appended with querystring hsl=[true|false] to determine whether to show the workflow
status link on the default confirmation form.
Approver Comments: The comments of the approvers who responded to the most recent
task.
Approver Name: The display name of the user currently required to approve the document.
Approver's Manager: The display name of the manager of the user assigned to the current
task.
Approver's Manager's Display Name: The display name of the user assigned to the current
task.
Delegate Url: The URL in SharePoint where an approver can delegate a task if allowed.
Reject: A url that will reject the task without requesting further input. Can be appended with
a querystring confirmationpage=url to show to display a custom confirmation page. Can be
appended with querystring hsl=[true|false] to determine whether to show the workflow
status link on the default confirmation form.
When inserting a reference into a Rich Text box, the reference can be inserted as a hyperlink.
In the workflow action dialog box, within the Ribbon, click on the Insert tab.
In the Insert Reference dialog, select the reference and double click on an item from the list.
o Enter the text that will be displayed which will be clickable by the user; OR
Note: By placing the cursor in either Address or Hyperlink text to display textboxes, a combination
of lookup data and manually typed plain text can be used.
Specify a URL for a reference. In the Address, type in a URL and then insert the reference.
Building strings based on a starting URL followed by a reference. Type in a starting URL (for
example a portal search address or a Google search address) and then insert the reference.
Remember to use the correct protocol (http:// or https:// etc).
Value
The Value option allows a literal value to be entered, or use Insert Reference to build the value
dynamically at run time.
Workflow Data
Click the button to set the return type for the Workflow Data.
Select the Return type for the workflow data from the drop down provided.
List Lookup
The List Lookup source allows a reference to be made to any property of the current item or any
item within a list or library in the current site. When List Lookup is selected, additional options are
provided where the Source and Field of the List Lookup will need to be set.
The default source is set to use the current item. All available properties that are defined for the
Source will be listed in the Field list.
Alternatively, a property on another item in any list within the site can be set. After selecting a
Source, select a Field containing the value to be used. Using the When and Equals options, an item
in the source list can be located.
E.g. In the Shared Documents library, select the ID of an item where the Name of the item is Finance
Jan 2010.
Note: Using a List Lookup is a useful solution for solving the problem of environment-specific
configuration values. By creating a list to hold the configuration variables, lookups can be used to
retrieve the settings at runtime that may differ between the different environments such
as 'Development' and 'Production'. This helps to avoid hard-coding these settings into the workflow
templates and having to change them as they are deployed between the environments.
For information about lookups used in the Nintex Workflow Message Templates, please refer
to Defining message templates.
Workflow Context
The Workflow Context option allows a value associated with the current workflow to be set and
used within the workflow action.
The available values selectable within the Workflow Context is the same as the values provided in
the 'Common' tab when Insert Reference is used within the Value source.
The main difference in using the Workflow Context vs Value is that the Workflow Context method
allows the returned value to be set as a different data type (string, number, etc.); whereas selecting
a value through the Insert Reference function within the Value source sets the value returned with
its default type with no ability to change the data type.
To configure the settings for the LDAP Path, Primary home server or Mailbox Store, click on .
Workflow actions such as 'Query LDAP' and 'Create AD User' require an LDAP address in order to
connect to an Active Directory data store.
When the LDAP Picker is initially opened, it will attempt to connect to Active Directory using the
information in the workflow action's dialog 'LDAP Path' text box. An error will occur if further
credentials are required.
Select an Active Directory object by clicking on it, then press the "Close" button. The selected object
will be pasted into the Activity dialog window.
Then click the Close button. The selected object's LDAP path will be inserted into the
appropriate section within the workflow action dialog.
The Enable OCS workflow action requires an LDAP address in order to specify the Primary Home
Server. Generally, this will be an object called 'LC Services'.
When the Home Server Picker dialog is initially opened, it will attempt to connect to Active Directory
using the information in the workflow action's dialog 'LDAP Path' text box. It will then attempt to
find any available 'LC Services' folders. An error will occur if further credentials are required.
Select an "LC Services" object by clicking on it, then press the "Close" button. The selected object will
be pasted into the Activity dialog window.
To configure the Active Directory details for the Primary Home Server:
Then click the Close button. The selected object's LDAP path will be inserted into the
appropriate section within the workflow action dialog.
The Provision User in Exchange workflow action requires an LDAP address in order to specify the
Mailbox Container (or Exchange Database if provisioning an Exchange 2007 mailbox). Generally, this
will be an object called 'Mailbox Database', residing under a 'Storage Group' object
When the MailStore Picker dialog is initially opened, it will attempt to connect to Active Directory
using the information in the workflow action's dialog 'LDAP Path' text box. It will then attempt to
find any available 'Mailbox Database' folders. An error will occur if further credentials are required.
Select a 'Mailbox Database' object (or another location in which you want the mailbox to
reside) by clicking on it.
Then click the Close button. The selected object's LDAP path will be inserted into the
appropriate section within the workflow action dialog.
Options within LDAP Picker, Home Server Picker and Mailbox Store
LDAP Path
Containers or Organizational Units (OU) may be specified by adding "CN=" or "OU=". E.g.:
LDAP://MyCompany.com/CN=Configuration,DC=MyCompany,DC=com OR
LDAP://MyCompany.com/OU=Servers,DC=MyCompany,DC=com
LDAP://MyCompany.com/CN=Configuration,DC=MyCompany,DC=com
Username
A username with the required permissions to access the LDAP Path entered.
Password
Click on the padlock to select from a list of Credential Workflow Constants. Refer to Workflow
Constants for more information.
In the Library Tab, within the Ribbon, expand the options available in the Workflow Settings
option.
In the drop down menu, click on Manage Workflows with Nintex Workflow.
In the Manage Workflows page a list of all the workflows that belong to the current list will be
displayed. The list of workflows are divided into workflows that are published (available for selection
by users) as well as those which are unpublished (saved but unavailable).
The following are the options available within the Manage workflow page:
o Click on the Create button in the toolbar. Refer to Getting started with the Nintex
Workflow designer on how to create a workflow.
o Click on the linked name of an existing workflow in order to open it for editing.
o When changes have been made, click on Save and then Publish.
Unpublishing A Workflow
A Nintex Workflow can be unpublished using the standard SharePoint Workflow settings page.
To un-publish a workflow:
In the Library Tab, within the Ribbon, expand the options available in the Workflow Settings
option.
A list of all published versions of the active workflows within the list or library with the
number of currently running workflows will be displayed.
To remove one or more workflows from the 'Published' list, click on the Remove a
workflow.
In the Remove workflows page, select the Remove radio button to the right of the workflow
title to remove it.
Note: that when removing a workflow here it is not removed from the system, only from the list of
workflows available to users (published workflows).
When all settings have been made, click the OK button to commit the changes.
Opening a workflow
1. While in the Workflow Designer window, click the Open button on the ribbon toolbar.
Click on the desired workflow and then click the Select button to open the selected workflow.
Versioning
The Open Workflow dialog supports opening a previous version of a workflow. To see the available
versions click the plus symbol (+) located to the left of the workflow title. A minor version is created
every time the workflow is saved and a major version when published. Double clicking the workflow
title will open the latest version, not necessarily he latest published version (current). To open a
previous version, select one of the versions from the list and click the Select button (or double click
the version row). The previous version will open in the workflow designer. If this workflow is then
modified and published, a new version will be created and this new version will be the current
version that is used when a workflow is started.
2. Existing workflows can also be opened from the Manage Workflows page. For more information,
please refer to the Managing Workflows
Saving a workflow
A workflow can be saved at any point in the design process and edited again at a later time. To save
a workflow, click the Save button on the ribbon toolbar. The Set Title & Description dialog box will
appear:
The workflow title will default to "New Workflow", and a warning message will appear if a workflow
with the same name already exists. To overwrite an existing saved workflow, check the Overwrite
existing version checkbox.
The Description field can be used to add comments about the workings and purpose of the
workflow. These comments are displayed in the Open Workflow dialog, and on the Manage
Workflows page.
The Change comments field can be used to add comments about the changes made to the latest
saved version of the workflow. These comments are displayed in the Open Workflow dialog as a
tooltip, and displayed to the approver of a workflow change approval process.
When all of the desired information is complete, click the Submit button to save the workflow. A
progress indicator will display while the saving process occurs, and then the following message will
be dispayed:
Save As options
Click the drop down menu arrow under the Save button to access Save As options.
To save the workflow with a different name, simply use the Save button and change the workflow
title in the Set Title & Description dialog box.
To publish a workflow:
The application will then validate the workflow and publish it.
Note: Not all users have permission to publish workflows. For information about which users can
publish workflows, please refer to the Security Settings.
The process of validation and publishing may take a few seconds before the published message is
shown:
If there are errors in the workflow, including actions that are not configured, the workflow will not
publish, and the following message is displayed:
Once the workflow is published it can be managed from the Managing Workflows page.
There are two ways to edit the labels for a workflow action.
In the design canvas where the workflow action is located, left click on the title bar.
Enter the text desired in the different label areas on the workflow action.
Click away from the workflow action to commit changes to the label.
In the workflow action, left click the title bar and select Configure from the drop down menu
options.
Configure the action title and text to display to the left, right and bottom of the action.
Note: The action title is used in workflow reports to indicate the current status of a running
workflow.
In the Use custom comments section, entering a value will display the custom comment
when a user hovers over the workflow action. If left blank, default comments will be used.
Verbose logging must first be enabled in the farm before it can be enabled in a workflow.
In the Number of days to keep verbose logs, set the number of days to keep verbose
workflow logs. Logs will be deleted when the workflow completes after the specified
number of days.
Note: A workflow with verbose logging enabled will add a larger amount of data to the workflow
database than one without, therefore there is an automatic purge process to remove verbose
information after a number of days.
Global settings are cached and refreshed automatically every 15 minutes. For changes to take affect
immediately, perform an IISRESET and restart the Windows SharePoint Services timer service.
Once verbose logging is enabled on the web farm, it can be enabled in a workflow.
In the Workflow Settings dialog, check the Enable verbose logging option.
Verbose information is available from the Viewing workflow status of a workflow. If the instance is
run with verbose logging enabled, and the verbose data has not yet been cleared, a message in the
workflow information panel will state that verbose logging information is available. If verbose data is
available, each workflow action can be clicked on to bring up the verbose information panel. The
panel shows each data item available to the workflow, with the values before and after the action
executed. If any value changed, it will be highlighted.
There are options to export the verbose information for a particular action or the entire verbose log
to an xml file.
Verbose logging adds a significant amount of data to the Nintex Workflow database. The data is not
intended to be kept for a long time. The verbose logging feature is intended as an assistant for
workflow development and testing, and is not intended to be left on in production.
The Snippets feature provides the ability to reuse a predefined set of actions in the same sequence
easily. For a set of actions which may be reused frequently, the user can choose to save the set of
actions as a snippet. The saved snippet can then be used within the current workflow or in other
workflows within the same site collection.
Creating a snippet
In the Nintex Workflow Designer Ribbon, below the Save, expand the available options by
clicking .
Note: This will save the workflow action including its nested workflow actions as a snippet.
In both ways when a snippet is saved, the Save as Snippet dialog will be displayed.
Using Snippets
Once a snippet has been saved a new section will appear in the Workflow Actions toolbox called My
snippets. It is from here that a snippet with all its preconfigured settings can be used in the
workflow.
Drag the selected snippet and drop it onto the drop zone on the design canvas.
Note: When the snippet is released onto the drop zone, it will be rendered as a set of worklfow
actions - the snippet icon will not appear on the workflow canvas.
To delete a snippet:
Locate the snippet in the Workflow Actions Toolbox and right-click on the snippet itself.
Start data is configured by creating workflow variables and setting the Show on start form option to
'True' for the variable to be shown.
Workflow templates are associated at a Site Collection level. Saved workflow templates will only be
available for reuse within the site collection the workflow was saved from. In order to use a
workflow template from a different site collection, use the export workflow and import workflow
features. Refer to Importing and exporting workflows.
Navigate to the site, list or library (depending on the type of workflow to be created).
Note: Templates shown may differ from those available. Also, depending on what version of Nintex
Workflow installed, pre-loaded templates may differ.
By default, the option of starting a blank workflow is presented. Any template categories
available will be listed in the template box. By hovering over a template the description of
the template. This description is also shown in the right hand column under the template
name, along with the category of the template, the last date modified and the last person
who modified the template.
Select a template, by clicking on the Template and then click on the Create button; OR
To disable the dialog from appearing each time the Create a Workflow is clicked, uncheck
Show template page when creating a new workflow.
To re-enable the dialog to appear each time the Create a Workflow is clicked:
In the Nintex Workflow Designer Ribbon, expand the available options by clicking below
the Save icon.
o Category: Select an existing category to list the workflow template under or select
New Category... and specify a Category Name for the workflow template to be
listed under.
o Description: Brief description of the purpose of the template which could help users
identify which template they might select.
The full list of workflow templates for the site collection will be displayed.
The values contained within the workflow constant are not made visible to a user when designing
the workfow. Users are only shown the name of the workflow constant. Hence, workflow constants
are good for storing data such as Credentials, URL's, LDAP paths or SQL Connection Strings. Another
use for workflow constants is when a particular value needs to be used in multiple workflows.
Workflow constants are managed within the Manage workflow constants settings page. Within it,
an administrator, can create, edit and delete workflow constants.
In the Quick Launch, click on Nintex Workflow Management, click on Manage workflow
constants.
Note: The link 'Add a new workflow constant...' will defer depending on where the workflow
constant is being created. I.e. Web Farm, Site Collection or Site level.
Title: The name of the constant that will be displayed in the Lookup section within the Insert
Reference dialog.
Type: The data type of the workflow constant. Select from on of the following data types:
o String:
Value: The value that the constant will be replaced with when the workflow
is ran.
Sensitive: Check this option to make the value of the workflow constant
case sensitive. Checking this option will also make it available for use within
certain workflow actions.
o Number:
Value: Only allowed to enter numbers. The value that the constant will be
replaced with when the workflow is ran.
Sensitive: Check this option to make the value of the workflow constant
case sensitive. Checking this option will also make it available for use within
certain workflow actions.
o Date:
Value: Select a date using the date picker. The value that the constant will
be replaced with when the workflow is ran.
Sensitive: Checking this option will make it available for use within certain
workflow actions.
o Credential:
Constant is only visible to team site administrator: Specifies that only an Administrator will
see the constant in the credential selector.
Sensitive
If a constant is marked as sensitive, it is only available in certain insert reference dialogs where a
sensitive value may be required. For example, the insert reference box on the 'Execute SQL' action
dialog connection string field supports sensitive constants but the body and subject fields of the
'Send a Notification' do not.
Sensitive constants are stored encrypted. Credential constants are also stored encrypted.
Non-administrators will still see the reference to the constant in the workflow, and could type the
constant reference in manually. 'Administrators' are defined by the scope of the workflow constant.
For example, if the constant is created for the site collection, it will only be listed for site collection
administrators.
Credential Type
The Credential type allows a username and password to be stored securely. Constants that are
created as credentials are available for inserting when a dialog specifically has a username and
password field with a padlock lookup icon. They cannot be used in regular insert reference lookups.
Administrators can set reusable credentials with privileges required to complete a workflow action
without the workflow designer needing to know the actual username and password.
Navigate to the site, in the Site Actions menu, click on Site Settings.
The Workflow Gallery will list all the currently published workflows for the site. The name of
the workflow including the description, who last modified the workflow, version and what
list the workflow is associated to will be displayed.
Clicking on any of the workflows will present a graphical display of the workflow that is not
editable. Scrolling over each workflow action will provide information on how the workflow
action is configured.
o Export workflow: Exports the workflow to .nwf which can be reused in another site.
o Edit workflow: Displays the workflow in Workflow Designer, ready for editing.
o View statistics: Displays the statistics of the workflow such as Total Runs, In
progress, Cancelled, Max. Duration, etc.
The workflow requires a value for conditional actions which is a combination of values that
exist already in the system. For example, these values can be set using the Math operation
or Build Dynamic String actions.
A workflow may require the creation of another list item that will need to be queried later
using a lookup or deleted automatically depending on further logic in a workflow. E.g. a new
report requires that a meeting is organised, but during the workflow an administrator has
rejected the report. Therefore the calendar event needs to be deleted.
It is not always appropriate or possible to store some of these values as meta data of the item
attached to the workflow. To provide the means and flexibility to handle these kinds of scenarios
Nintex Workflow provides workflow variables.
Alternatively:
In the Nintex Workflow Designer, below the Workflow Settings in the Ribbon, expand the
available options by clicking .
Click on Variables.
The Workflow Variables dialog will be displayed listing all of the current variables that are
configured with their type and if the workflow variable is used at the start of the workflow
as indicated in the Show on start form column.
o Default value: The default value given to the workflow variable when the variable is
used within the workflow.
o Show on start form: Checking this option will allow users to specify a value for the
workflow variable when the workflow is first started.
o Required: Only available when a variable has the Show on start form option
checked. Checking this option will ensure users enter a value into the workflow
variable on start of the workflow before a workflow can start.
Note: Not all Types can be used to get value from a user on the start of the workflow. The Show on
start form checkbox will be greyed out if the type is not supported.
In the Workflow Variables dialog, select the workflow variable in the list.
In the Modify Workflow Variable dialog, make the changes. Changes to the type cannot be
made.
In the Workflow Variables dialog, select the workflow variable in the list.
Note: Workflow actions that use workflow variables are restricted to specific variable data types. For
example:
For Math operation you will only be able use number variables;
When creating a new item only a List Item ID variable can be used to store the ID of the new
item;
A Set a condition action that is comparing the created date can only use a DateTime variable.
Workflow options
Start manually: When this setting is checked for a workflow, the user has the option to start
the workflow manually from the list item menu.
Require manage list rights: When this setting is checked, the user starting the workflow will
require manage list rights which by defaut, the minimal SharePoint security permission
required is Contributor.
Start when items are created: When a library or list item is created or uploaded, all
workflows in the library or list with this option enabled will start.
Start when items are modified: When a library or list item is modified, all workflows in the
library or list with this option enabled will start. Checking-in a document will not trigger a
workflow to start.
Enable verbose logging: When this setting is checked, verbose information is available for
the workflow. Please refer to Verbose logging.
Publish without validation: Advanced option. Specifies that a validation step is skipped
when the workflow is published. Not validating the workflow is not recommended. If the
workflow is large and takes a significiant length of time to publish, choosing to skip
validation will help decrease how long the publish operation takes. However, if a validation
issue is missed, the workflow may show unexpected errors.
Enable custom history messages: When this setting is checked, actions which have 'Message
to log on completion set' will be included in the Workflow History. Please refer to Workflow
Action Common Settings.
Expected workflow duration: The workflow will record this duration in the database for
reporting purposes.
Task List: All tasks created by a workflow are stored in a SharePoint tasklist on the teamsite.
This option allows the task list that the workflow uses to be changed from the default.
Form type: Specify if the start form to be used is the default, custom, or InfoPath form.
Variables: Create workflow variables and start data. Please refer to Workflow variables.
Association Columns: Specify site columns that will be associated with this workflow. Please
refer to Association columns.
Edit Start Form: Edit the start form with Microsoft InfoPath 2010. If InfoPath 2010 is not
installed on the user's PC, an alert will be shown and no form editing will occur.
Note: Workflows are associated with a library or a list. Folders and sub-folders within libraries are
subject to the same workflows as the parent library. Therefore, if a workflow is set to start when
items are created or modified, any item, regardless of how many folders or sub-folders down it is
stored, will trigger all the workflows that are set to start automatically.
2.20 Printing
Use the Print button on the main ribbon toolbar to print the workflow design.
Note: the Print feature prepares the workflow design page for printer-friendly viewing in the web
browser. The browser's standard printing function is then used to send the page to the printer.
Print with Notes: Print the workflow design plus the default or custom comments added to
each Action. A reference number is added to each Action, and the corresponding comments
are listed at the bottom of the page. See example below:
Click the Print icon on the page to launch the browser's standard print functions.
The Association Columns dialog allows associations to site columns to be created, added, deleted or
modified.
New site column: Click the New site column button to create a new site column and associate it with
this workflow. The Create New Site Column dialog will appear:
Default value: Leave blank for no default value, or enter the text for the
default
Allow blank values: Check this option to allow the column to be left empty
Default value: Leave blank for no default value, or enter the text for the
default.
Allow blank values: Check this option to allow the column to be left empty
Rich text: Use rich text editor for advanced style and format options
Enhanced rich text: Add tables, pictures, and hyperlink abilities to the rich
text editor
Append changes to existing text: Set the column to preserve all previous
entries and append new additions to the end
o Number:
Default value: Leave blank for no default value, or enter the text for the
default
Allow blank values: Check this option to allow the column to be left empty
Minimum value allowed: Check this option and set the minimum value, or
leave unchecked for no minimum
Maximum value allowed: Check this option and set the maximum value, or
leave unchecked for no maximum
o Currency:
Default value: Leave blank for no default value, or enter the text for the
default
Allow blank values: Check this option to allow the column to be left empty
Minimum value allowed: Check this option and set the minimum value, or
leave unchecked for no minimum
Maximum value allowed: Check this option and set the maximum value, or
leave unchecked for no maximum
Allow blank values: Check this option to allow the column to be left empty
o Choice:
Choices: Enter the selection choices to be displayed to the user. Place each
choice on a new line using the Enter key
Default value: Leave blank for no default value, or enter the text for the
default
Display format: Select from Radio buttons; Check boxes; or Drop down list
Allow blank values: Check this option to allow the column to be left empty
Allow 'fill in' choices: Check this option to provide a blank space for the user
to enter their own text
o Lookup:
Show field: Select the column from the list to lookup values from
Allow blank values: Check this option to allow the column to be left empty
o Yes/No:
o Person or Group:
Allow selection of: Select either People and Groups, or People only
Group: If selection of Groups is set, this drop down list will be active,
otherwise it will be disabled
Allow blank values: Check this option to allow the column to be left empty
o Hyperlink or Picture:
Allow blank values: Check this option to allow the column to be left empty
The new site column will be created when the workflow is published.
Existing site column: Click the Existing site column button to associate the workflow with a site
column that already exists in the SharePoint site.
The Add existing site column dialog will appear. Select the desired site column from the list, and
click the OK button.
Delete: To delete an association with a site column, select the site column from the list and click the
Delete button, and then click the OK button on the confirmation dialog. This does not delete the site
column itself, only the association between the site column and this workflow. In the case of a New
site column association that has not yet been published, the site column has not been created in the
SharePoint site yet, and the site column definition will be lost when the association is deleted.
Modify: Please note, only a New site column definition can be modified. Select the New site column
from the list and click the Modify button. The Modify site column dialog will appear with the same
configuration options as the Create New Site Column dialog, above.
In the workflow action, left click the title bar and select Configure from the drop down menu
options.
o Message to log on completion: Setting a value here will log a message in the
workflow history when the action has completed. To view workflow history, refer to
Viewing workflow history.
Note: For a message to be logged on completion, the Enable custom history messages must be
selected for the workflow. Refer to Workflow settings.
o Expected duration: Set the expected length of time for this action to complete.
Note: This is typically used in actions that require human interaction. The expected duration will be
recorded in the database for reporting purposes.
o Hide from workflow status: Checking this option will cause this action, and any child
actions, to be hidden from the workflow history or graphical progress view. This will
also cause the action to not be tracked in the workflow database.
Note: The 'Request Approval', 'Request Review' and 'Request Data' actions can be hidden from the
graphical status view, but will still be displayed in the workflow history and logged in the database.
o Run as workflow owner: Checking this option will cause this action, and any child
actions, to run using the credentials of the user who published the workflow instead
of the user who started the workflow.
LazyApproval is not automatically enabled at the time of installation, it has to be manually enabled.
For more information, please refer to the Managing LazyApproval settings.
The LazyApproval feature is used in conjunction with the Request Approval and Request Data
workflow actions. At the time of configuring the workflow action, the designer needs to check the
box "Allow LazyApproval". Also note, LazyApproval ONLY works when the delivery method selected
is Email.
When LazyApproval is used, an addition to the standard email template footer is added that explains
how to use LazyApproval. When the system receives the return email it will scan the first 20 lines of
the reply for a recognized LazyApproval term. It scans from the top of an email downwards and uses
the first recognized term it finds that is an exact match for a permitted whole word or whole phrase
on a line by itself. Recognized words or phrases that appear with unrecognized words or
phrases on the same line will be ignored and skipped.
You can customize the footer text from the Managing LazyApproval settings in Central
Administration.
If a term is not found, a return email will be sent to the user informing him/her that their response
was not able to be interpreted. The user can then reply to that email with a recognized term for
the 'approve' or 'deny' to take effect.
IMPORTANT NOTE: When LazyApproval emails are sent, a specific piece of identification code is
appended to the email subject. Do not edit or remove the identification code as any change to it
will mean that the LazyApproval thread cannot be traced and approval by email will not be possible
for the user involved. That user will have to approve the item by navigating through the SharePoint
library or list where the item and workflow are being used. For more information, please refer to the
Approving, Rejecting and Reviewing Items.
A system administrator can edit or add to the list of acceptable and recognized terms. For more
information, please refer to the Managing LazyApproval settings. LazyApproval terms are not case
sensitive. The default set of terms is: "approve", "approved", "decline", "declined", "no", "ok",
"reject", "rejected" and "yes" as seen below:
To process an assigned task, click the item's hyperlink (if configured and allowed) within the
notification email or on the hyperlink within the Item column of the My Workflow Tasks web part
web part. This will open the 'Approve Reject' page ready for the user's response.
Status
When a task is generated by the 'Request approval' action, the user can choose to approve or reject
the item in the workflow. The selection made will determine the path followed by the workflow.
When a task is generated by the 'Request review' action, there is no response to process as the item
is deemed satisfactory when the user is finished with it.
Depending on the configured workflow action, the user may be given the option of Delegating
Approval Tasks the task to another user.
Comment
Use this field to enter any comments about why the item was approved or rejected.
Item Properties
Listed in the Item Properties section is the meta data related to the item in the workflow. To view
the full details of the item click the hyperlink next to the Item property heading. Similarly, to view
the status of the workflow graphically, click on the View link provided.
The Item Properties panel also displays the field values of the item the workflow is running on (not
shown in this screenshot). You can determine which fields are displayed by creating a view called
'Workflow Task View'. The name of the view to use is configurable in the Global settings in
SharePoint Central Administration.
Use the Nintex Chart Viewer web part to display a Nintex Workflow report in graph/chart view on a
page within a site.
Navigate to the page of the site to which you want to add the web part.
Click within the Rich Content area, where the web part is to be inserted.
In the Ribbon, click on the Insert tab, then click on Web Part.
Edit the settings for the web part, click the to activate the web part menu, then click
on Edit Web Part.
A series of options will be shown in the tool pane to the right of the page that are specific to
this web part.
Chart to display
Click on the Configure display settings link to set the chart type, display settings, color
settings and legend settings of the chart.
Note: If Enable Silverlight is checked, ensure that users have Microsoft Silverlight installed in order
to view the Workflow Charts.
Click on the Configure Columns used link to select which columns are shown in the chart. By
default, all columns are included.
Select a column in the Shown section and click on to remove from the Chart display.
Select a column in the Hidden section and click on to shown in the Chart display.
Filters
Click on the Configure Filter Values link to set filter values for the report.
Use the Nintex Report Viewer web part to display a Nintex Workflow report in tabular view on a
page within a site.
Navigate to the page of the site to which you want to add the web part.
Click within the Rich Content area, where the web part is to be inserted.
In the Ribbon, click on the Insert tab, then click on Web Part.
Edit the settings for the web part, click the to activate the web part menu, then click
on Edit Web Part.
A series of options will be shown in the tool pane to the right of the page that are specific to
this web part.
Report to display
To allow users to specify filter values, click the Show Filter checkbox.
Filter
Click on the Configure Filter Values link to set filter values for the report.
Enter a number to specify how many records should be displayed per page. Leave this
setting blank to display all records on the one page.
To delegate a task:
o The Delegate field is used to specify the user to assign the selected task to. To select
a user, click on the address book icon on the right to select a user from the Select
People or Group dialog box.
Each user that is that action tasks in workflows can delegate their tasks to another user for specified
duration. A user may delegate their tasks due to absence within the organisation.
Activate the drop down from the logged-in user name link at the top of a page.
If you have not set up delegation before, the summary area will be empty. Click on Delegate
tasks to a user between specific dates.
o From the beginning of: the date when delegation begins, at midnight in the
morning. Click the date picker tool icon to ensure the date is set in the appropriate
format for your environment.
o Until the end of: the date when delegation ends, at midnight that night. Click the
date picker tool icon to ensure the date is set in the appropriate format for your
environment.
o Delegate To: click the Lookup button and search for the appropriate user to
delegate your tasks to within the specified dates.
o Scope: check the box for delegation to apply only to the current site, otherwise
delegation will be applied throughout the entire SharePoint farm.
Note: Task delegations done through Task Delegation feature are only used when a task is initally
assigned to a user. If a task is reassigned via the 'Delegate workflow task' action, or by another user
manually, the task will be assigned to the specified user, even if they have long term delegations
defined.
Note: Tasks that are no longer valid due to missing information will display a link to remove the
entry from the web part.
Navigate to the page of the site to which you want to add the web part.
Click within the Rich Content area, where the web part is to be inserted.
In the Ribbon, click on the Insert tab, then click on Web Part.
o Status: The status of the workflow related task (relative to the 'expected duration'
set at the time of workflow construction).
o Waiting since: How long the current task has been necessary and not completed.
o Current Action: The action for which the running workflow is waiting.
If you would like to use the web part with its default settings, then click Save & Close.
Edit the settings for the web part, click the to activate the web part menu, then click
on Edit Web Part.
A series of options will be shown to the right of the page that are specific to this web part.
Show tasks from: Set to show workflows from the current site or from all the sites in the site
collection. Organizations that are licensed for the Nintex Workflow Enterprise version will be
provided the additional option to choose the entire Farm.
Paging: Set how many items are displayed on the page by the webpart.
Display:
o Prefer filenames: By default, document titles are displayed in the web part. If there
is no document title set, the document's filename is displayed.
o Show tasks for all users: Displays the tasks for the current user only (default) or for
all users (another column is added).
o Show the Status Column: The status indicator has three states, 'New', an orange
circle and a red circle. Setting the interval here determines how much time before
the "Expected duration" the red circle is displayed. The same interval is used for the
other two states. For example, if the status indicator interval is set at 8 hours then
the red indicator will be displayed 8 hours before the 'Expected duration' is reached,
the orange indicator will be displayed 8 hours before the red indicator
is displayed and all time before that, the status indicator will be 'New'.
o Show the time elapsed since the item was created: Shows the time elapsed since
the item was created.
o Display the user who initiated the workflow: Displays the user who initiated the
workflow.
Default sorting: Specifies the order that records are displayed in.
A library or list item can be regularly subjected to a workflow. This might be useful for running
recurring checks on items.
Click on the item to activate the Item Context menu, then click Schedule Workflows.
If no schedules have been defined before, none will be shown. To create a new Scheduled
Workflow, click the Add Schedule button.
o Schedule Start: Set a date and time when the workflow schedule is to begin.
o Repeat Settings: The frequency of the scheduled repetition for the workflow. Select
the hours, days or months. There is no maximum number which can be entered.
Numbers entered must be integers (whole numbers, not decimals).
o Workdays only: Checking this option will ensure that the scheduled workflow will
only run on workdays.
Note: Workdays are set by the Administrator via the 'Site Settings > Site Administration > Regional
settings' section. Public holidays and any other special occasions are set using the 'Site Settings >
Nintex Workflow > Manage Holidays' page.
o Schedule End: The end of the scheduling cycle. Either set a specific end date and
time or by defining the number of times the workflow should run or set it to run
indefinitely.
o When all settings are configured, click on the Save button. The scheduled workflow
will now appear on the Scheduled Workflows page.
To configure an existing schedule, click the hyperlink of the schedule in the list and edit the settings
in the same manner as above.
Note: If you make a change to a schedule it will take effect immediately. If the item is currently in
the workflow, changing the schedule will not disrupt it, the schedule will be updated once the
workflow has been completed.
Start manually: When this setting is checked for a workflow, the user has the option to start
the workflow manually. This help page will explain how to start a workflow manually.
Start when items are created: When a library or list item is created or uploaded, all
workflows in the library or list with this option enabled will start.
Start when items are modified: When a library or list item is modified, all workflows in the
library or list with this option enabled will start. Conditions can be set to start the workflow
when a specific column is modified. Refer to Workflow Settings.
Note: For list and library workflows, folders and sub-folders are subject to the same workflows as
the parent library. Therefore, if you set a workflow to start when items are created or modified, any
item, regardless of how many folders or sub-folders the item is stored within, it will trigger all the
workflows that are set to start automatically. That behavior is governed by SharePoint.
Navigate to the list or library that contains the item that the workflow is to be started on.
Click on the item to activate the Item Context menu then click Workflows.
The SharePoint workflows page will load. A list of workflows that have been published and
are available for manual initiation is displayed.
Verify if it is the right workflow; click the Start button to initiate the workflow.
The page will then display the library or list with the progress of the selected workflow
displayed in-line with the item. The item could be a part of a number of different workflows
and their states will be displayed in the same way under the column with the workflow's
name as the heading.
A history of the various workflows ran on an item are kept. The workflow history provides a trail on
how many workflows have been completed on the item or how many workflows have been
cancelled or errored in relation to the item.
Click on the item to activate the Item Context menu, then click View Workflow History.
The Workflow Status page will be loaded. It shows workflows that are Running, Completed
and Cancelled & Errored. For more information on the workflow, click on the title of the
workflow.
Note: In the Completed Workflows and Cancelled & Errored Workflows sections there could be
multiple identical titles, this means the item has been through the same workflow a number of times
before. Ensure that the relevant workflow instance is clicked on. Use the Started date to help
differentiate workflows.
The workflow will be loaded into the Workflow Viewer which gives a visual representation of
the workflow. A summary is shown in the top left corner.
To access the Workflow History, click the link Click here to show detail view.
o Action History: Shows every completed action associated with the workflow in
order. Actions are added to the bottom of the list, so the first action to have
completed is always at the top of the list. The action's start and end times and its
time taken to complete (duration) are shown. Many workflow actions are instant, so
expect to see many durations of '0 minutes'.
o Task History: The Task History section shows the status of tasks that were created
by user interaction workflow actions such as the 'Request approval' action. The start
time, end time, outcome and any comments entered for the task are listed.
o Workflow Messages: This section shows all messages that are generated by actions
in the workflow. It also shows comments made by users (when required) and
messages that are programmed to appear when the 'Log in the history list' action is
used.
To toggle between the Workflow History view and the Graphical view of the workflow click
Show Graphical View above the Action History
Click on the item to activate the Item Context menu, then click View Workflow History.
The Workflow Status page will be loaded. It shows workflows that are Running, Completed
and Cancelled & Errored. For more information on the workflow, click on the title of the
workflow.
Note: In the Completed Workflows and Cancelled & Errored Workflows sections, there could be
multiple identical titles: this means the item has been through the same workflow a number of times
before. Ensure that the relevant workflow instance is clicked on. Use the Started date to help
differentiate workflows.
The workflow will be loaded into the Workflow Viewer, which gives a visual representation
of the workflow. A Workflow Information summary is shown in the top left corner. It
contains the title of the item in the workflow, the name of the workflow, the initiator of the
workflow, the date and time it was initiated and its status. As mentioned above, the possible
workflow states are 'Running', 'Completed', 'Cancelled' and 'Errored'.
Note: Clicking the Click here to show detail view will display the workflow history in text format. For
more information, please refer to the Viewing workflow history.
In the Workflow Viewer, mouse over an action's icon, it will provide information about it in a
dialog box. In the case of the 'Request approval' and 'Request review' actions the states can
be Approved, Rejected, Pending, Cancelled, Not required and Continue (Request review
only).
Navigate to the page of the site to which you want to add the web part.
Click within the Rich Content area, where the web part is to be inserted.
In the Ribbon, click on the Insert tab, then click on Web Part.
o Current Action: The action for which the running workflow is waiting (effectively the
workflow's status).
To use the web part with its default settings, click Save & Close.
To edit the default settings for the web part, click the to activate the web part
menu, then click on Edit Web Part.
A series of options will be shown to the right of the page that are specific to this web part.
Show workflows from: Set to show workflows from the current site or from all the sites in
the site collection. Enterprise Licenses version will be provided the option to choose the
entire Farm.
Paging: Set how many items are displayed on the page by the webpart.
Display:
o Prefer filenames: By default, document titles are displayed in the web part. If there
is no document title set, the document's filename is displayed. Checking this option
displays filenames instead of document titles.
o Show workflows that are: Check the various options to display workflows that are
either 'Running', 'Completed', 'Errored' or 'Cancelled'. The status will be displayed in
the 'Current action' column.
Default sorting: Specifies the order that records are displayed in.
Start form
Request data
Request approval
Request review
Server requirements
The server must have Microsoft SharePoint Server 2010 installed (not just SharePoint
Foundation 2010).
Nintex Workflow supports the use of either the Default form (which is an .aspx form provided out
of the box and is not editable by end users), an InfoPath form (which is editable in Microsoft
InfoPath 2010) and Custom (pre-developed .aspx) forms.
Open the action dialog (for start forms open from the Workflow Settings dialog).
Click Save
Open the action dialog (for start forms, open from the Workflow Settings dialog).
Click Edit Task Form or Edit Start Form button, then select Edit with Microsoft InfoPath
2010.
The Save As dialog box will appear. InfoPath requires you to save the form to local location
before it can publish it to SharePoint. Save the form to a local location -"Temp" can be
used. The file saved to this location will then save the changes back to SharePoint/Nintex
Workflow and not required to be used again, i.e. the next time the form is edited, a new
Once the publish back to Nintex Workflow has completed, the "published successfully"
message will appear.
Close InfoPath.
Shared forms
When a workflow action using InfoPath is copied and pasted, the form will be shared by both
actions by default.
Prior to editing the form in InfoPath, Nintex Workflow will confirm if the form is to remain a
shared form or a separate instance of the form should be created.
Clicking OK will create a copy of the shared form. Changes to the form from this point
onwards will apply only to this action. The original form will not be modified.
Clicking Cancel will edit the shared form. Changes will affect this action and all other actions
using this form.
Important note
Nintex Workflow will automatically attempt to update fields in the InfoPath form when the action
configuration changes. However, if the Cancel button within the form is modified, the form
fields will no longer update automatically but can still be added manually in InfoPath.
The InfoPath forms contain a data source called NWContext which provides additional information
relevant to the current item, list and user permissions. A developer or designer can use this
information to extend the functionality of the form.
These fields can be used to extend the functionality of the form. Some examples are:
Workflow name: The name of the change approval workflow that will be created.
Approvers group: Choose the SharePoint security group that will be requested to
Approve/Reject the changes when a workflow is modified.
Resubmit behaviour: Specify the behavior when a workflow is resubmitted before the
current change approval process has completed.
Once configured, a standard change approval workflow will be displayed and links will appear
allowing the user to View approvals in progress and Edit workflow.
The creation and management of site workflows is the same as for workflows that are attached to a
list or library.
Note: When creating a site workflow in the Nintex Workflow Designer, some actions which are list
and library specific will not be available.
In the Site Actions menu, hover over Nintex Workflow 2010 and click on Create Site
Workflow. Refer to Getting started with the Nintex Workflow designer on how to create a
workflow.
In the Site Actions menu, hover over Nintex Workflow 2010 and click on Manage Site
Workflows. Refer to Managing Workflows on how to manage workflows created using
Nintex Workflow.
In the Site Actions menu, hover over Nintex Workflow 2010 and click on View Workflow
History. Refer to:
In the Site Actions menu, hover over Nintex Workflow 2010, click on Schedule Site
Workflows. Refer to Scheduling a workflow on how to create and manage schedules for
workflows.
Category: Specify the category under which to list the UDA in the Workflow Actions Toolbox.
Icon: The location path of the image that the UDA is to use when represented on the
workflow designer canvas. If nothing customized is specified, the default Nintex Workflow
icon will be used.
Toolbox Icon: The location path of the image that the UDA is to use when represented in the
Workflow Actions Toolbox. If nothing customized is specified, the default Nintex Workflow
icon will be used.
Warning Icon: The location path of the image that the UDA is to use when represented on
the workflow designer canvas and all required parameters for the UDA have not been
configured. If nothing customized is specified, the default Nintex Workflow icon will be
used.
Configuration Dialog URL: To use a custom form, specify the URL of the custom form. For
more information on how to use custom forms with the UDA, refer to the Nintex Workflow
2010 SDK (available from www.nintex.com or http://connect.nintex.com).
Variables: Create workflow variables and start data. Please refer to Workflow variables.
Parameters: Create input and output parameters for the UDA. Please refer to User Defined
Action Parameters.
In the User Defined Action settings dialog, within the Ribbon, click on Parameters.
Alternatively:
In the Nintex Workflow Designer, below the UDA Settings in the Ribbon, expand the
available options by clicking .
Click on Parameters.
The User Defined Action Parameters dialog will be displayed listing all of the
current workflow parameters that are configured with their type and if it is an input or
output field
o Description: The description of the field that will be shown on the User Defined
Action form when configuring the UDA.
In the User Defined Action Parameters dialog, select the workflow parameter in the list.
In the Modify workflow parameter dialog, make the changes. Changes to the type cannot
be made.
In the User Defined Action Parameters dialog, select the workflow parameter in the list.
Reusable workflow templates can be created for use within a single site or an entire site collection.
In the Site Actions menu, select Nintex Workflow 2010, click on Create Reusable Workflow
Template. Refer to Getting started with the Nintex Workflow designer on how to create a
workflow.
In the Set Title and Description dialog, refer to Set Title and Description for Reusable
Workflow Template.
In the Site Actions menu, select Nintex Workflow 2010, click on Manage Reusable
Workflow Templates. Refer to Managing Workflows on how to manage workflows created
using Nintex Workflow.
In the Site Actions menu, select Nintex Workflow 2010, click on Create Site
Collection Reusable Workflow Template. Refer to Getting started with the Nintex Workflow
designer on how to create a workflow.
In the Set Title and Description dialog, refer to Set Title and Description for Reusable
Workflow Template.
In the Site Actions menu, select Nintex Workflow 2010, click on Manage Site Collection
Reusable Workflow Templates. Refer to Managing Workflows on how to manage workflows
created using Nintex Workflow.
Workflow Settings
Navigate to the settings page of the Content Type, click on Workflow Settings.
In the Add a workflow page, select the reusable workflow template from the list of
Workflows.
Configure the other settings of the page, when done, click the OK button.
Navigate to the settings page of the list or library, click on Workflow Settings.
In the Add a workflow page, select the reusable workflow template from the list of
Workflows.
Configure the other settings of the page, when done, click the OK button.
Save the reusable workflow template: the Set Title & Description dialog will appear.
In the Set Title & Description dialog the following options are available:
o Name: The name of the workflow when listed in the SharePoint Workflow Settings
page.
o Content Type: Select the Content Type that this reusable workflow template will be
associated with. When selecting a specific content type, take note of the following:
Associating it with a parent content type will make the reusable workflow
template available to the child content types of the parent.
Selecting a content type, will only allow fields that are associated to that
content type to be available when configuring workflow actions.
User Defined Actions (UDA) provides the ability to string together a predefined set of multiple
workflow actions for workflow designers to use when creating a workflow. The UDA feature is
similar to using workflow snippets, however a UDA will allow for Input and Output parameters to be
defined which can then be used as a single action within a workflow.
An example of when a UDA might be useful is preconfiguring a web request workflow action and
saving it as a UDA which a workflow designer can then drag and drop into their workflow without
having to configure any of the settings within the web request workflow action. In addition to
that, an input parameter can be defined for a user to provide their credentials for the web request
and the output parameter for any values that might be returned by the web request.
Note: Only Site Administrators, Site Collection Administrators and Farm Administrators can manage
User Defined Actions.
A UDA can be defined globally for the farm in SharePoint Central Administration, for a specific site
collection or for individual sites.
Note: UDAs must be initially created at a Site level. They can then be used at the:
Activate the Site Actions menu, hover over Nintex Workflow 2010, click on Manage User
Defined Actions.
In the Site Actions menu, hover over Nintex Workflow 2010, click on Manage User Defined
Actions.
In the Quick Launch pane, click on Nintex Workflow Management then Manage user
defined actions.
For UDAs that have been modified but are currently in use in a workflow, the new settings of
the UDA will only be in place once the workflow using the UDA is republished.
A UDA containing a disallowed action will still run, but can only be imported if the user
importing has rights to use all the workflow actions in the UDA.
A UDA has a unique GUID ID. When importing a UDA, if the UDA has the same name but a
different unique GUID ID, the UDA can be imported, however if the UDA has been renamed
and an existing UDA with the same GUID ID exists, the user will be presented with options to
overwrite or create a new UDA.
Click on Create. Design the UDA in the same manner you would to create any other Nintex
Workflow. Refer to Getting started with the Nintex Workflow Designer on how to create a
workflow.
Configure the User Defined Action Settings. Refer to User Defined Action Settings for more
information.
Once completed, return to the Manage User Defined Actions page at the Site level.
Promote the UDA. Refer to the 'Promote User Defined Actions' section below for more
information.
Once completed, return to the Manage User Defined Actions page at the Site level.
Perform an Export and Import process of the UDA. Refer to the 'Import and Export User
Defined Actions' section below for more information.
UDAs for a Site and Site Collection level can be modified. However, UDAs on the web farm level will
need to be modified at the site level and re-imported at the site collection level.
To modify a UDA:
In the Manage User Defined Actions page, select the UDA from the list, click the Modify
button
UDAs can be removed from a site, site collection or web farm level.
To delete a UDA:
In the Manage User Defined Actions page, select the UDA from the list, click the Delete
button.
To import a UDA:
In the Manage User Defined Actions page, click the Import button.
Click the Browse button and locate the '.uda' file to import.
Click the Import button. The settings page will appear - click Publish.
The User Defined Action dialog, with all its settings, should now be listed in the User
defined actions list.
To export a UDA:
In the Manage User Defined Actions page, select a UDA from the list and click the Export
button.
The export file will be created and will trigger the file download process in the web browser.
Click the Save button and follow the standard procedure for downloading and saving files
from the web browser. Consult the web browser documentation for more information on
downlading and saving files.
This will move the UDA to be managed from the parent scope. To promote a UDA:
In the Manage User Defined Actions page, select the UDA from the list and click
the Promote button.
Note: Once a site level UDA has been promoted to the site collection level it cannot be undone.
This function displays all workflows that currently use the UDA. It provides information such as the
Workflow name and Workflow Version that uses the UDA and the version of the UDA it's using.
4 Workflow Actions
4.1 Action Set
This workflow action bundles a collection of actions in a container that can be collapsed and
expanded to make workflow designing more convenient.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
This action does not require any configuration. It has a border that contains a drop zone, when
actions are added to the drop zone inside the border, they become part of the Action set.
The action set can be minimized by activating the title bar's drop down menu and clicking Minimize.
Saving as a snippet
To save an action set as a snippet, activate the drop down menu on the action title bar and click Save
as Snippet. For more information, please refer to the Workflow Snippets.
This workflow action will add a user to an Active Directory security group.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
User
Group
The name of an existing Group to which the user will be added. E.g. "Backup Operators". Multiple
groups can be separated with semi-colons (;).
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Assignees
The Assignees list contains all users or groups that will be assigned the task when the workflow is
runs.
Entered directly using their username, email address or full name and will be resolved where
possible against the SharePoint user list or Active Directory.
Search for users, click on the address book icon on the right.
To search for users, click on the address book icon on the right.
The configuration dialog allows the workflow designer to search for and/or add users to the
Assignees list by one or more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
In the case when a group is assigned the task and Create individual tasks for all group members
checkbox is:
not selected, all users in that group will receive the task notification. The first respondent
will represent the entire group.
Groups will only be expanded to one level. Groups within groups will not be expanded.
Users can be entered directly using their username, email address or full name and will be resolved
where possible against the SharePoint user list or Active Directory.
Allow delegation
When this option is selected, if the assignee field of the task is changed, Nintex Workflow will record
the change as a task delegation and the new assignee will receive the Response Required
Notification. If this option is not selected, Nintex Workflow will not track the change to the assignee
and Nintex Workflow reports and web parts will not reflect the new assignee.
Task description
Allows entry of dynamic text that will display on the task response form. This can be used to
communicate additional information about the task to the responding user. References can
also be inserted using the Inserting reference fields feature.
Task options
There are two behavioural alternatives in this action to instruct Nintex Workflow how to handle
tasks with multiple assignees. These are:
All must respond: All assignees must complete the task before the workflow will continue.
First response applies: After the first response is received, all other tasks will be set to 'not
required'.
Content type
Choose to use an existing, or instruct Nintex Workflow to create a new content type.
If using an existing content type, select any content type that inherits from 'Workflow Task' but does
not inherit from 'Nintex Workflow Task'. The 'Nintex Workflow Task' content type is reserved for
request approval and request review actions. Also if selecting an existing content type, specify the
value to assign to each field when the task is created.
When the workflow runs, the ID given to each task that is created will be stored into the selected
collection variable.
Sent when the task is assigned to a user, also used when the task is delegated by one user to
another.
Changing this setting from the default All Assignees, allows the configuration of unique notification
options for each Assignee in the list.
Unless specifically configured, assignees will use the All Assignees settings. To override settings for a
specific Assignee, select their name from the drop down list.
Changes to All Assignees will not affect users who are given custom settings.
When this option is selected, if the assignee field of the task is changed, Nintex Workflow will record
the change as a task delegation and the new assignee will receive the Response Required
Notification. If this option is not selected, Nintex Workflow will not track the change to the assignee
and Nintex Workflow reports and web parts will not reflect the new assignee.
Delivery type
Available delivery options; None, Email, User preference or Instant Message (if enable on the
server). For information on User preference, please refer to the Configuring user preferences.
Please note: Nintex does not provide support for troubleshooting email, SMS or LCS systems.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. If an OCS/LCS message is being sent it will be
pre-pended to the body of the notification.
Added manually or by clicking on , to use Insert reference fields from within the runtime instance
of the workflow.
Attachments
Files will not be received by a user when SMS or IM is selected as the delivery method. For
information on User preference, please refer to the Configuring user preferences.
Format
Selecting:
Rich Text enables italicize, bold, underline and indent information within the email using
simple HTML styles provided by the SharePoint rich text tool bar
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight
text, also available are Insert reference fields from within the workflow.
Sent when the user no longer needs to respond to the task. This can occur when:
See above Ribbon Option: Task Notification above for field descriptions.
Optional notification Reminders can be configured to be sent to each assignee who has not yet
completed the task.
Number of reminders
The delay before sending each reminder in days, hours and minutes.
The total time is calculated by summing all fields, regardless of the Time calculation option selected.
For example, 4 days and 4 minutes will be calculated as 96 (24x4) hours and 4 minutes.
Time calculation
Specifies whether or not hours outside the work week should be included when counting down to
send a reminder.
The During business days only option will specify that weekends or holidays are not included in the
count down, but after hours on a business day are.
Example:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder (the work week is defined as Monday to Friday)
o A reminder will be sent Monday morning, weekends are not included in the count
down.
The During business hours only option specifies that only business hours are used in the count
down.
Example:
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder (the work day is defined as Monday to Friday, 8am to 5pm).
o A reminder will be sent at 11am on Thursday, after business hours are not included
in the count down.
Neither option
If neither option is selected, all hours will be included in the count down.
Examples:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder.
o A reminder will be sent Saturday morning, weekends are included in the count
down.
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder.
o A reminder will be sent at 9pm on Wednesday, after business hours are included in
the count down.
Public holidays and any other special occasions are set using the "Site Settings > Nintex Workflow >
Manage Holidays" page.
See Ribbon Option: Task Notification above for additional field descriptions.
Delegate task will re-assign all pending tasks to the nominated user after the specified time.
Complete task will auto-respond to all pending tasks and set the overall outcome of the
action to the indicated outcome after the specified time.
The specified outcome does not have to be one of the configured possible Outcomes set in
the Action.
Escalation occurs after all reminders have been sent and the specified "Time to escalation" has
elapsed.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Assignees
The assignees list contains all users or groups that will be assigned the task when the workflow is
run.
Entered directly using their username, email address or full name and will be
resolved where possible against the SharePoint user list or Active Directory.
Please note that users that are external to the SharePoint environment can be added
as Assignees by specifying their email address. However, the only way that they can respond to
the Task is through LazyApproval, as they will have no access to the SharePoint site.
To search for users, click on the address book icon on the right.
The configuration dialog allows the workflow designer to search for and/or add users to the
Assignees list by one or more of the following methods:
Internal Search: Entering a partial display name, email address or user account name and
clicking on the magnifying glass will provide a list of matching users and groups from
SharePoint as well as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
In the case where a group is assigned the task and Create individual tasks for all group members
checkbox is:
Not selected - all users in that group will receive the task notification. However, the first
respondent will represent the entire group.
Groups will only be expanded to one level. Groups within groups will not be expanded.
Allow delegation
When this option is selected, the assignee at runtime can delegate the task to another user. For
more information, please refer to Delegating Approval Tasks. Changing the 'Allow delegation' option
on the 'Action' screen is the same as changing the 'Allow delegation' option for all assignees on the
'Task Notification' ribbon option. See the 'Task Notification' ribbon option section below for more
information.
Allow LazyApproval
If LazyApproval has been enabled, the workflow can permit the assignees to use LazyApproval. Lazy
Approval means that a task response can be registered when the assignee replies to a notification
email with a recognized word or phrase. An administrator can edit or add to the list of acceptable
terms. For more information, please refer to the Managing LazyApproval settings. Changing the
allow LazyApproval option on the 'Action' ribbon option is the same as changing the 'Allow
LazyApproval' option for all assignees on the 'Task Notification' ribbon option. See the 'Task
Notification' ribbon option section below for more information.
Task description
Allows entry of dynamic text that will display on the task response form. This can be used to
communicate additional information about the task to the responding user. References can
also be inserted using the Inserting reference fields feature.
Outcomes
The Outcomes define all the possible responses to the task. When completing the task, assignees
must choose from one of the listed outcomes.
New Outcomes can be added by clicking Add outcome or removing/editing existing outcomes using
the icons.
Each outcome is configured with a name and an optional description, which is displayed on the task
response form and can be used to provide instructions and more detail. Whether or not the assignee
must provide comments for the outcome can be configured as optional, required or none.
Behaviour
There are five behavioural alternatives to instruct Nintex Workflow how to handle tasks with
multiple assignees. These are:
First response applies: The first response received will be used for the overall outcome. All
other pending tasks will be set to 'not required'.
Majority must choose a specific outcome: The majority of assignees must agree on the
same outcome. If a majority is not reached, the 'outcome achieved' variable will be set to
'no' and the overall task outcome will be blank. As soon as Nintex Workflow determines that
a majority cannot be reached, the action will complete and all pending tasks will be set to
'not required'.
All must agree on a specific outcome: All assignees must select the outcome specified in the
'Outcome' drop down list. If any assignee chooses an alternative outcome, all pending tasks
will be set to 'not required', the 'outcome achieved' variable will be set to 'no' and the
overall task outcome will be blank.
Majority decides: The outcome variable will be set to the most popular outcome. If Nintex
Workflow can determine the most popular outcome before all assignees have completed
the task, all pending tasks will be set to 'not required'. If two or more outcomes have the
same number of responses after all tasks are completed, the 'outcome achieved' variable
will be set to 'no' and the overall outcome will be blank.
All must agree: All assignees must agree on the same outcome. If an assignee responds with
an outcome which differs to a previous respondent, all pending tasks will be set to 'not
required', the outcome achieved variable will be set to 'no' and the overall task outcome will
be blank.
Store outcome in
After an outcome is reached, this workflow variable will be populated with the chosen outcome. See
the 'Behaviour' section above for more detail on how outcomes are determined.
In some circumstances, it is possible that an outcome is not reached. After this action is completed,
this workflow variable will be populated to indicate whether or not an outcome has been reached.
See the Behaviour section for more detail on how outcomes are determined.
Task name
Allows the title of the task to be defined. This is the title that appears in a SharePoint task list. If left
blank, the action's title will be used by default.
References can also be inserted using the Inserting reference fields feature.
Allows a task content type other than the default to be used. This option will only display if an
alternative content type is available on the site. Alternative content types are primarily used to
enable custom task response forms.
Priority
Specifies the value that should be assigned to the priority flag for the task. References can
also be inserted using the Inserting reference fields feature.
Form type
Sent when the task is assigned to a user, also used when the task is delegated by one user to
another.
Changing this setting from the default All Assignees allows the configuration of unique notification
options for a particular Assignee in the list.
Unless specifically configured, assignees will use the All Assignees settings. To override settings for a
specific Assignee, select their name from the drop down list.
Changes to All Assignees will not affect users who are given custom settings.
Allow delegation
When this option is selected, the assignee at runtime can delegate the task to another user. For
more information, please refer to Delegating Approval Tasks.
Allow LazyApproval
If LazyApproval has been enabled on the server, the workflow can permit the assignees to use About
LazyApproval. Lazy Approval means that an approval or rejection task response can be registered
when the assignee replies to a notification email with a recognized word or phrase. An administrator
can edit or add to the list of acceptable terms. For more information, please refer to Managing
LazyApproval settings.
Delivery type
Available delivery options; None, Email, User preference or Instant Message (if enabled on the
server). For information on User preference, please refer to Configuring user preferences.
Please note: Nintex does not provide support for troubleshooting email, SMS or OCS systems.
CC
The CC field sets read-only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. If an OCS/LCS message is being sent it will be
pre-pended to the body of the notification.
It can be added manually or by clicking on , to use Insert reference fields from within the runtime
instance of the workflow.
Attachments
Files will not be received by a user when SMS or IM is selected as the delivery method. For
information on User preference, please refer to Configuring user preferences.
Format
Selecting:
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided, enter the content for the notification as straight
text. Also available are Insert reference fields from within the workflow.
Sent when the user no longer needs to respond to the task. This can occur when:
Optional notification Reminders can be configured to be sent to each assignee who has not yet
completed the task.
Number of reminders
The delay before sending each reminder in days, hours and minutes.
The total time is calculated by summing all fields, regardless of the Time calculation option selected.
For example, 4 days and 4 minutes will be calculated as 96 (24x4) hours and 4 minutes.
Time calculation
Specifies whether or not hours outside the work week should be included when counting down to
send a reminder.
The During business days only option will specify that weekends or holidays are not included in the
countdown, but after hours on a business day are.
Example:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder (the work week is defined as Monday to Friday).
o A reminder will be sent Monday morning: weekends are not included in the
countdown.
The During business hours only option specifies that only business hours are used in the count
down.
Example:
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder (the work day is defined as Monday to Friday, 8am to 5pm).
o A reminder will be sent at 11am on Thursday: after-business hours are not included
in the countdown.
Neither option
If neither option is selected, all hours will be included in the count down.
Examples:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder.
o A reminder will be sent Saturday morning: weekends are included in the countdown.
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder.
Public holidays and any other special occasions are set using the "Site Settings > Nintex Workflow >
Manage Holidays" page.
See Ribbon Option: Task Notification above for additional field descriptions.
Delegate task will re-assign all pending tasks to the nominated user after the specified time.
Complete task will auto-respond to all pending tasks and set the overall outcome of the
action to the indicated outcome after the specified time.
The specified outcome does not have to be one of the configured possible Outcomes set in
the Action.
Escalation occurs after all reminders have been sent and the specified "Time to escalation" has
elapsed.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Build string
Allows the combination of straight text with Insert reference fields from within the workflow and
site at runtime.
When this option is selected, tokens will be searched for twice. For example, if a token called
{WorkflowVariable:EmailTemplate} is inserted into the text area, and the resulting value contains
the text {ItemProperty:Title}, the title token will also be replaced when this option is selected.
Store result in
The result of the string that is built at runtime will be stored in a text Workflow variable that is
selected from this list.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Date
A specific date
Timeframe
years
months
days
hours
minutes
Manually entered
Time is
Specify whether the date is being specified according to the server's locale settings time zone or UTC
time.
Store Date in
A text variable that contains the date in the XML friendly ISO 8601 format.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
URL
A mandatory field that represents the full URL of the SOAP web service to call. Once a URL has been
entered, click the Refresh button on the Web method to select from the available Web
methods. References can also be inserted using the Inserting reference fields feature.
Username
The username (including domain) used when authenticating against the web service. This is an
optional setting, however if left blank the web service must be open to anonymous access.
Password
An optional field used when authenticating against the web service. If left blank, the web service
must be open to anonymous access.
This defines the values to be sent to the web service. How the message is configured depends on the
parameters required by the selected web service method. If the web service method only requires
parameters of 'simple' data types, an input form is displayed to allow these values to be provided.
This is the SOAP Builder form. If the web service method requires complex parameters the SOAP
Builder form cannot be displayed, and a single text box to edit the XML of the SOAP message directly
is provided.
The SOAP message XML can also be edited directly when the selected web service method requires
only simple data types. Choose the SOAP Editor option to switch to this mode.
Editing the SOAP message manually requires some advanced knowledge of web services, or at the
very least a well documented web service that covers the request form in detail.
To pass the byte array of the document under workflow, type [FileData] into any input field. At
runtime Nintex Workflow will base64 encode the file and pass that as the value.
Specifies whether inserted tokens (workflow variables, list item properties, etc) should be encoded
to ensure they are valid for sending to the web service.
XSL Transform
Allows an XSL transform to be defined. This transform will be applied to the web service results
before they are stored in the workflow variable.
Store result in
This list contains all the workflow variables that are of text format and will be used to store the
simple type result of the call.
Results format
Determines whether the result should be wrapped in a top level XML element called <xml>. This is
useful if the result from the web service is not XML, or is an XML fragment with no root node, and
XML processing will be applied to the result later in the workflow with the XSLT section in the call
web service action.
This action discards the 'checked out' status of a previously checked out document within the
current site.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Select either the Current item that the workflow is running on, or one of the available libraries.
Where
If not selecting the Current item, use this section to specify the filter criteria to identify which
document should have a check out cancelled. Manually enter the value, or configure the criteria
based on Inserting reference fields. For more information on lookups, see Using Lookups.
Note: if the filter criteria returns more than one document, only the first document in the collection
will be applied.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Next state
Choose a state from the drop-down to determine which state will be used after the
one currently running has completed.
Please note that the Change state action does not instantly change execution to the new state, it
only sets which state should be run next.
Selecting End State Machine option from the drop down list will exit the State Machine construct
when the current state has completed.
The workflow will error if checking in an item that was checked out by a different user.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Check in from
From the drop-down list select the current item or the required location. If it is the current item, no
filters need to be selected.
In the case of checking in an item from elsewhere in the site, a filter will need to be selected in order
for Nintex Workflow to establish which item to check in.
Compare the selected column with a value, workflow variable or list lookups to identify the
specific item.
For more details on using List lookups, please refer to the Using lookups.
Comments
The comments entered will be stored with that items meta data as the check in comments.
Allows the combination of straight text with Inserting reference fields from within the workflow and
site at runtime.
Check in type
Major Version
Minor Version
No Version Change
The target document library version settings must match what is chosen in the configuration dialog.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Select either the Current item that the workflow is running on, or one of the available libraries.
Where
If not selecting the Current item, use this section to specify the filter criteria to identify which
document should be checked out. Manually enter the value, or select a workflow variable to
evaluate at run time. For more information on lookups, see Using Lookups.
Note: If the filter criteria returns more than one item, only the first item in the collection will be
applied.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Target collection
The Target Collection parameter is required for each operation. This specifies the collection variable
that the operation applies to.
Add
Adds a new item to the collection with the value specified in the 'value' parameter. Optionally, a
variable storing the index of what position to insert the item into the collection at can be used. If no
index variable is selected, the item will be added to the end of the collection. If the index value is
larger than the size of the collection, the workflow will error.
Remove
Removes the item stored in the collection at the specified index. This will cause the collection size to
decrease by one.
Count
Outputs a number indicating how many items are currently stored in the collection. The result is
stored in a number variable specified at Store result in.
Get
Retrieves a value at a specified index and stores the value in the variable specified at Store result in.
The output variable must be compatible with the value being retrieved from the collection.
Exists
Outputs a Yes / No value into the variable specified at Store result in to indicate whether or not an
item matching the specified value is currently stored in the collection. The comparison is done by
comparing the text representation of the 'value' parameter with the text representation of each
item in the collection.
Sort
Sorts the values in the collection and stores the sorted collection in another collection variable
specified in Store result in. Store result in can specify the same variable as the Target collection.
Pop
Retrieves the value at the end position of the collection and stores it in the Store result in variable.
After this operation, the retrieved item will no longer exist in the collection variable therefore the
collection will be one item shorter.
Join
Concatenates every value in the collection into a string which is stored in the Store result in variable.
Each value is separated by the specified Delimiter value.
Clear
Remove duplicates
Searches for and removes any values that exist more than once in the collection, leaving only one
instance of each value. For text values, duplicate matching is case sensitive.
For details on using Insert Reference, please refer to Inserting reference fields.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
This action is used for very specific circumstances, in most cases a workflow design does not require
this action.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Audience name
For details on using Insert Reference, please refer to Inserting reference fields.
Credentials
Compile type
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action ID
When configuring other task actions, nominate a workflow variable of type Action ID to store the
assigned workflow action ID.
Complete after
Specifies how long to wait before the task is completed. If the task is completed manually in this
period, the complete action will finish without performing any change to the task.
If the task is set to complete immediately, the action will always wait at least a minute before
processing.
The total time is calculated by summing all fields, regardless of the Time Calculation option selected.
For example, 4 days and 4 minutes will be calculated as 96(24x4) hours and 4 minutes.
For details on using Insert Reference, please refer to Inserting reference fields.
Time calculation
Specifies whether or not hours outside the work week should be included when counting down to
send a reminder.
The During business days only option will specify that weekends or holidays are not included in the
count down, but after hours on a business day are.
Example:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder (the work week is defined as Monday to Friday).
A reminder will be sent Monday morning, weekends are not included in the count down.
The During business hours only option specifies that only business hours are used in the count
down.
Example:
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder (he work day is defined as Monday to Friday, 8am to 5pm).
A reminder will be sent at 11am on Thursday, after business hours are not included in the
count down.
Neither option
If neither option is selected, all hours will be included in the count down.
Examples:
The task is assigned Friday morning and is configured to wait 1 day before sending a
reminder.
o A reminder will be sent Saturday morning, weekends are included in the count
down.
The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a
reminder.
o A reminder will be sent at 9pm on Wednesday, after business hours are included in
the count down.
Task outcome
The value too set outstanding tasks to. Use 'Approved' or 'Rejected' for approval tasks, and
'Continue' for other task types.
When selected, pending approvers for the completed task will receive an email informing them that
their input is no longer required.
Comments
Comments to be recorded when the task is automatically completed. The comments will be added
against each individual task that the Complete task action must process to achieve the desired
outcome.
Allows the combination of straight text with Inserting reference fields from within the workflow and
site at runtime.
Please note that there can be a delay between when the task is processed and when the workflow
continues.
A common scenario for using this action is using it with an Inline function or the result of a query
that returns a text string that contains a number, and that number needs to be stored into a number
field of a SharePoint list. The value cannot be stored into a number field while the value is stored in a
text variable. The example in the screenshot demonstrates processing a text variable by using an
Inline function to extract the first 4 characters (maybe the variable contains 1234-XXAB). These first
4 characters will then be interpreted and stored into a number variable.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Input
Store result in
This option specifies the variable in which the resulting value will be stored. If the input text cannot
be converted into a value that is compatible with the selected variable, the workflow will error.
Date format
This option only appears when the 'Store result in' variable is a date time variable. This option allows
the exact formatting of the input date to be specified. When a date format is specified, the input
date will only be recognized if it is an exact match to the format. This URL lists the recognized date
formatting values: http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx.
Culture (Advanced)
Specify the language information (LocaleID or LCID) to use when attempting to convert the input
value into another variable type. For example, if the provided input text contained a number in a
European format, specifying a European culture identified (for example, de-DE for German) will
ensure the value is interpreted correctly. When this parameter is blank, the current language
settings of the SharePoint site will be used. This URL lists the recognized language codes:
http://msdn.microsoft.com/en-us/library/0h88fahh(VS.85).aspx. The 'Short string' value should be
used when specifying the 'Culture' parameter. Enter the text 'Invariant' to specify an invariant
culture.
For details on using Insert Reference, please refer to Inserting reference fields.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Copy from
This mandatory field is used to select the list or library where the item that is to be copied is located.
Where
This mandatory field is used to select the filter criteria to return one or more items to be copied (e.g;
Created By, Title, Content Type etc.). The information types available in the drop-down are
dependent on what is selected in Copy from.
For more details on using List lookups, please refer to the Using lookups.
For details on using Insert Reference, please refer to Inserting reference fields.
Copy to
This mandatory field is used to select the destination in the current site for the item when it is
copied. The destinations available in the drop-down are dependent on the content of the site.
Only root level locations are valid (folders and sub-folders are not supported).
If the item to copy is a file in a library, and a file with the same name already exists in the target
library, this option will determine if the file will be overwritten. If this option is not selected, a time
stamp will be added to the end of the filename.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Destination
This required field must be a valid UNC path accessible from the SharePoint server where Nintex
Workflow is installed e.g. \\myfileserver\reports. If a file name is specified in the destination path,
the file will be copied using this file name.
For details on using Insert Reference, please refer to Inserting reference fields.
Username
The user to authenticate against when the document is copied to the specified location.
Password
The password to authenticate with when the document is copied to the specified location.
When the workflow is running on document libraries, the item that the workflow is running on will
be copied. In a list, any attachments on the list item that the workflow is running on will be copied.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Destination
Select a location enables a site picker (Select a document library or folder) to navigate through the
portal structure of the current SharePoint environment and select the library to which the document
will be copied. Folders and sub-folders can be selected.
Enter a URL allows manual entry of the URL or selection using Insert Reference. To copy a file to a
remote environment, Enter a URL must be used.
For more details on using Insert Reference, please refer to Inserting reference fields.
This option is available when designing a workflow on a form library. It allows for InfoPath
attachments embedded in the form to be extracted and copied. The XPath query is used to indicate
where in the form XML structure the attachments exist. If the XPath query evaluates to more than
one attachment node, each attachment will be copied. To copy the actual form item in the form
library, choose the Copy InfoPath form option.
Overwrite options
Use this setting to determine the behavior when a file with the same name already exists in the
destination.
Remove existing item the file that already exists will be removed. If versioning is enabled in
the destination the copy that is created will be an initial version
Rename new item the file that already exists will be not be modified. The copied item will
have a time stamp appended to its name
Update existing item the file that already exists will be overwritten. If versioning is enabled
in the destination, the version of the file will be incremented.
Check this box to replicate a folder structure in the target library if the item being copied is in a sub
folder. This option is not applicable when the destination is a remote SharePoint environment.
Check this box to set the item properties on the target item to the same values as the source item.
Only matching fields will have their values copied.
Store result in
Stores the new URLs of the copied files into a text or collection variable.
Override credentials
If the destination library is on a remote SharePoint environment, credentials with access to upload
files are required. For copying files to a SharePoint site in the same environment as the workflow,
the workflow automatically uses permissions with global SharePoint access if no other credentials
are specified. To copy the item as a specific account in the local farm, enter the user credentials.
When a file is copied to the local farm with the global system account (i.e. no alternative credentials
are specified), workflows in the destination location will not start automatically.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Title
The Title is the name to be assigned to the site. Added either manually or based on a dynamic
element provided by Insert Reference . For more details please refer to Inserting reference
fields.
Description
The Description is a brief statement about the site. Added either manually or based on a dynamic
element provided by Insert Reference . For more details please refer to Inserting reference
fields.
Specifies whether or not to use the same permissions as the parent site.
If permissions are not inherited, a site owner must be specified. The site owner is the person who
will manage the site being created and will be given Administrator privileges for the created site. For
more information on privileges and permissions, please refer to the SharePoint Help Files.
To set the site owner, click on to search for and/or add users to the Site owner list by one or
more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Parent site
The Parent site is the site that will contain the created site.
Select a parent site enables a site picker (Select a team site) to navigate through the portal
structure and select the location to create the new site.
Enter a URL allows manual entry of the URL or selection using Insert Reference.
URL name
The URL name is the web address relative to the specified parent site (do not include the full site
URL). For example: http://myportal/sites/<URL name>
Template
The SharePoint site template to be applied to the site being created. If multiple languages are
installed in the environment, an option to choose the language for the site is available.
Click on the drop down box and select the desired template.
For more information on SharePoint site templates, please refer to the SharePoint Help Files.
Specifies whether or not to use the same navigation as the parent site.
Store URL in
Stores the URL for the created site in a text workflow variable.
Override credentials
The site will be created using the current security context of the workflow by default. This can be
the rights of the initiator or the rights of the workflow owner.
If an override username and password is provided, the workflow action will use the permissions of
the provided account to create the site instead.
This workflow action will create an Active Directory user account in the specified LDAP location.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
To configure the LDAP Path, refer to the LDAP Picker for more information.
sAMAccountName
A unique username to specify for the Active Directory entry. This must be a unique username not
used within the Domain yet.
Common Name
The Active Directory Common Name value. This must be unique within the Container in which it will
be created.
Display Name
Given Name
Last Name
Manager
The manager of the new account. The value entered must be the sAMAccountName of the manager
in the Active Directory
correctly. The New Account Password option provides the following additional settings:
Store generated password: The automatically generated password can be stored in a text
type workflow variable. This can then be used in other actions.
Other Fields
Select other fields to set for the user. Select the field name, then click the Add button.
Account Options: Use this property to set the following account options:
Note: Leaving all 3 checkboxes unchecked will remove all options. The only valid multiple selection is
User cannot change password AND Password never expires.
For details on using Insert Reference, please refer to Inserting reference fields.
This workflow action will create an Active Directory group in the specified LDAP location.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Group Details
Group scope
Specify the scope for the group. Available options are: Domain local, Global or Universal.
Group type
Specify the type of group to be created. Available options are: Security or Distribution.
Group name
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Create item in
Content Type
Used when creating the item. If a folder content type is selected, a folder is created. Likewise, if a
document content type is selected, the appropriate blank template will be used.
To overwrite an existing item in the destination library tick this check box. If this option is not
selected, an identifier will be appended to the filename. This applies to libraries only.
The created item will be assigned an ID. This new item ID can be stored in a List Item ID Workflow
Variable. For more on using variables, please refer to information on Workflow Variables, please
refer to Workflow variables.
Field
Available fields that can be added to the created item will be dependent on what fields have
been created in the destination list. For each field in the drop down list, a value can be
added either manually or based on a dynamic element provided by Insert Reference .
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Audience name
The name of the new audience. The value can be added either manually or built up dynamcially at
run time using Insert Reference
Credentials
Description
Additional information to describe the audience. The value can be added either manually or built up
dynamcially at run time using Insert Reference
Owner
To set the site owner, click on to search for and/or add users to the Owner list by one or more of
the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible, Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Specify whether audience membership requires users to match any of the audience rules or all of
the audience rules.
Audience Rules
Audience rules specify the requirements that a user must meet to be considered a member of this
group. Multiple rules can be added by clicking the 'Add Rule' link.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Title
The Title is the name to be assigned to the new list. Added either manually or based on a dynamic
element provided by Insert Reference . For more details on using Insert Reference please refer to
Inserting reference fields.
Description
The Description is a brief statement about the new list. Added either manually or based on a
dynamic element provided by Insert Reference . For more details on using Insert Reference
please refer to Inserting reference fields.
List template
The template is the SharePoint list template to be applied to the new list.
Click on the drop down box and select the desired template. For more information on SharePoint list
templates, please refer to the SharePoint Help Files.
Team site
The Team site is the site or sub-site in which the new list will be created.
Select a parent site enables a site picker (Select a team site) to navigate through the portal structure
and select the location to create the new list.
Enter a URL allows manual entry of the URL or selection using Insert Reference.
Override credentials
The list will be created using the current security context of the workflow by default. This can be
the rights of the initiator or the rights of the workflow owner. If an override username and
password is provided, the workflow action will use the permissions of the provided account to create
the list instead.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Credentials
The username and password to use when creating the site collection.
Title
Description
Primary administrator
Secondary administrator
Web application
The SharePoint web application that will contain the new site collection.
URL name
The URL name for the new site collection. The managed path and top level site URL are specified.
Template
Quota template
The quota template to limit the resources used by the new site collection.
Store URL in
The variable in which to store the complete URL of the new site collection.
This workflow action creates a calendar appointment or meeting request in Microsoft Exchange.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
This action connects to Microsoft Exchange Server using the Exchange web services.
Enter the username and password of an account that has rights to create appointments in
the mailbox of the user specified in the For field.
Editor mode
Advanced: edit the appointment XML manually. Use the Advanced mode to set
appointment options not listed in the Appointment mode (UI). See the Microsoft Exchange
Web Services SDK for more details.
Appointment details
This section defines the appointment to be created. When the action runs, the calendar
appointment will be created in the calendar of the user specified in the For field.
No meeting request will be sent to this user. The account credentials specified above must have
write access to this user's mailbox.
For more details on using Insert Reference please refer to Inserting reference fields.
This section allows the addition of additional meeting attendees. These users will receive meeting
requests.
This section specifies the recurrence pattern (None, Daily, Weekly, Monthly or Yearly).
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
This action connects to Microsoft Exchange Server using the Exchange web services.
Enter the username and password of an account that has rights to create tasks in the
mailbox of the user specified in the Assign To field.
Editor mode
Advanced edit the appointment XML manually. Use the Advanced mode to set task options
not listed in the Task mode (UI). See the Microsoft Exchange Web Services SDK for more
details.
Task Details
This section defines the task to be created. When the action runs, the task will be created in the
Exchange task list of the user specified in the Assign To field.
The user will not receive any notification. The account credentials specified above must have write
access to this user's mailbox. A task can only be assigned to a single user.
For more details on using Insert Reference please refer to Inserting reference fields.
This workflow action will disable or remove a user from an Active Directory store.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Decommission user
User
Action
Disable ticks the 'Disabled' option against the Active Directory user.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Credentials
The username and password to use when decommissioning the site collection.
URL
Action
Read only users can access the site but cannot make changes. This option provides an input
to specify the reason this action was taken.
No access users cannot access the site, the site collection is not deleted. This option
provides an input to specify the reason this action was taken.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Years
Months
Days
Hours
Minutes (defaulted to 5)
Set the Business hours only option to ignore non-business hours when counting down.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Set the date and time at which the workflow will recommence by:
Manually entering the date (in the regional date format e.g: mm/dd/yyyy), then selecting
the hour and minutes.
Using Calendar Picker to select a date , then selecting the hour and minutes.
Setting the date value to a date workflow variable or a date field within the site in which the
workflow is associated.
For more details on using List lookups, please refer to the Using lookups.
This allows for escalation scenarios as seen below. In this example, an approval task is assigned to a
user and after a specified delay, if the user has not responded, the task is delegated to another user.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action ID
Select a workflow variable that contains the ID of the Request action that is to be delegated. Only
variables of type "Action ID" are listed.
To store the Action ID in the variable, configure the Store action ID in field in one of the
following actions:
Request Approval
Request Data
Request Review
Delegate after
If the task is completed in this period, the delegate action will not take effect.
The total time is calculated by summing all fields, regardless of the Time calculation option selected.
For example, 4 days and 4 minutes will be calculated as 96 (24x4) hours and 4 minutes.
Time calculation
Specifies whether or not hours outside the work week should be included when counting down
the Delegate after value.
The During business days only option will specify that weekends or holidays are not included in the
count down, but after hours on a business day are.
Example:
The delegate task action starts counting down Friday morning and is configured to wait 1
day. (the work week is defined as Monday to Friday)
The task will delegate on Monday morning, weekends are not included in the count down.
The During business hours only option specifies that only business hours are used in the count
down.
Example:
The delegate task action starts counting down Wednesday at 4pm and is configured to wait
4 hours (the work day is defined as Monday to Friday, 8am to 5pm)
The task will delegate at 11am on Thursday, after business hours are not included in the
count down.
Neither option
If neither option is selected, all hours will be included in the count down.
Examples:
The delegate task action starts counting down Friday morning and is configured to wait 1
day.
o A reminder will be sent Saturday morning, weekends are included in the count
down.
The delegate task action starts counting down Wednesday at 4pm and is configured to wait
4 hours.
o A reminder will be sent at 8pm on Wednesday, after business hours are included in
the count down.
Delegate to
The user or group to delegate to. Manually enter the user name, or use the people picker to search.
To search for users, click on the address book icon to the right of the input box. The Select People
and Groups dialog will appear:
The dialog allows the workflow designer to search for and/or add users to the Delegate to list by one
or more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Comments
Comments to be recorded when performing the delegation. These comments will appear on the
workflow history page.
Enter the comments manually, or use Insert Reference to build the string dynamically at run time.
Apply to
All pending tasks: reassign all tasks that have not already been actioned to the delegate
First pending task: only reassign the first non-actioned task to the delegate, and all other
pending tasks will be set to not required.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Parent site
The Parent site is the site that will contain the site to be deleted.
Select a parent site enables a site picker (Select a team site) to navigate through the portal
structure and select the location to be deleted.
Enter a URL manually or use Insert Reference to dynamically build the URL at run time.
URL name
The URL name is the web address relative to the specified parent site (do not include the full site
URL). For example: http://myportal/sites/<URL name>
Override credentials
The site will be created using the current security context of the workflow by default. This can be the
rights of the initiator or the rights of the workflow owner. If an override username and password is
provided, the workflow action will use the permissions of the provided account to delete the site
instead.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Group details
Group name
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Delete from
Where
Once the Delete from field is set, the Where field will appear.
Use the Where field to select which item to delete. The field choices will depend on what
was selected in the Delete from drop-down.
For more details on using Insert Reference please refer to Inserting reference fields.
For more details on using List lookups, please refer to the Using lookups.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Audience name
Credentials
This workflow action will enable OCS\LCS for an existing Active Directory user account.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Account to enable
LCS/OCS version
Enable user
Tick to enable LCS/OCS for the nominated Active Directory account. If left un-ticked, the other
properties will still be set.
SIP address
The SIP address for the Active Directory Account. E.g. sip:[email protected]
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
For details on the SharePoint History List, please refer to SharePoint Help Pages.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Connection String
MS SQL
ODBC
OLEDB
Oracle
Determines that the connection to the database will be made using integrated authentication
(trusted connection). When using integrated authentication, username and password fields are
presented to allow the credentials of an account with sufficient database access to be provided.
Query
Enter the SQL statement directly and/or use Insert reference fields to build the string dynamically at
run time.
Use this option to ensure that any value chosen from the Insert Reference button is escaped for use
in a SQL string. If the entire SQL statement is contained in a single variable, then this option must be
unchecked.
Store result in
This list contains all the workflow variables that can be used to store the result of a SQL ‘select’
query. A collection variable can be used to store multiple records. If the variable can only store a
single value, and multiple records are returned, only the first record will be stored. If multiple
columns are returned, only the value of the first column will be stored.
4.41 Filter
This workflow action ends the workflow if a configured condition is not met.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
For more details on using this action, please refer to Set a condition.
Other actions can be dragged on to the designer as child actions of the For each action, and these
actions will be executed for each value in the collection. The current value of the collection is
accessible to each of the child actions via a workflow variable.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Target Collection
Store result in
As the action loops through each value in the Target Collection, the value will be assigned to this
variable. Actions that are children of the For Each action can use this variable to access the current
value of the collection.
Any variable type can be selected, the workflow designer must ensure that it is compatible with the
values stored in the collection.
Index
A number variable can be selected to store the position of each item in the collection as it is
accessed. The first item will be at position 0.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Add the required message into the text box either manually or use Insert Reference to build the
string dynamically at run time.
There is a maximum length of 255 characters in the history list entry. Additional text will be
trimmed.
For details on the SharePoint History List, please refer to the SharePoint Help Pages.
4.44 Loop
This workflow action runs a set of child actions while a condition evaluates to true.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
For more details on using this action, please refer to the Set a condition.
A loop that is configured to run for many iterations without a pause can cause the workflow to use
excessive system resources. As a precaution, a hidden delay is automatically added at the end of
each iteration if the child actions are not guarenteed to cause the workflow to stop and wait. This
can cause a 2 - 7 minute pause between each run of the loop. This option is called 'Safe Looping'.
Administrators can disable Safe Looping from the Global Settings in Central Administration.
The hidden delay is added when the workflow is published, so if the Safe Looping option is changed
it will only affect any newly published workflows. However, any exsiting workflows will need to be
republished to see the change in the behavior.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Calculation
To configure this action, two values need to be specified as well as the operation.
Plus
Minus
Divided by
Multiplied by
Modulus
Enter the value manually or use Lookups to reference variables and reference fields.
Store result in
The result of the Calculation needs to be stored for future reference. The dropdown list will
present the available workflow variables.
To create a variable, click the Variables button. For more information, see Workflow variables.
This workflow action will provision a mailbox for an Active Directory user account in the specified
mailbox container or mailbox database location.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
In this example, the mycompany website contains a virtual directory called siteECS, which must be
created by the Nintex Workflow Exchange Connector Service installer. EmailProvisioning.asmx is the
web service created by the installer.
Username
The IIS account created in the prerequisite section of the Nintex Workflow Exchange Connector
Service installation manual.
Password
The password of the IIS account created in the prerequisite section of the Nintex Workflow Exchange
Connector Service installation manual.
Click on the padlock to select from a list of Credential Workflow Constants, maintained in Site
Settings by the system administrator.
Provision details
Version
Select the version of Microsoft Exchange Server. Supported versions are Microsoft Exchange Server
2003, 2007 and 2010.
The LDAP path to the Mailbox container in which the mailbox will be located. E.g.
LDAP://mycompany.com/CN=Mailbox Store (SERVERB),CN=First Storage
Group,CN=InformationStore,CN=SERVERB,CN=Servers,CN=First Administrative
Group,CN=Administrative Groups,CN=MLG,CN=Microsoft
Exchange,CN=Services,CN=Configuration,DC=mycompany,DC=com
Exchange Database (Microsoft Exchange Server 2007 and Microsoft Exchange Server 2010)
The Exchange Database in which the mailbox will be located. This can be provided in the following
formats:
database name
Click on the LDAP Picker button to browse for an Exchange Server Database.
User (Microsoft Exchange Server 2007 and Microsoft Exchange Server 2010)
The identity of the account to be created. This can be provided in the following formats:
GUID
Domain\Account
This workflow action will retrieve data from the Business Connectivity Service (BCS).
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Credentials
Valid username and password to access the BCS. This identity must have access to the external
content type. If the external content type is configured to pass through credentials, the identity
must also have access to the underlying data source.
Application name
Instance name
Entity name
Entity property
Filters
Used to determine which instances of the selected entity to retrieve data from. Multiple filters can
be added by clicking the Add filter link. Only entities matching all of the filters will be retrieved.
Filter value the value that the filter property must match for the entity to be retrieved.
Store result in
Specifies the workflow variable that the resulting data will be stored in. If the variable can only store
a single value, and multiple entities are returned, only the selected property from the first entity will
be used. If a collection variable is used, the selected property from each returned entity will be
stored.
This workflow action will retrieve data from a Microsoft Excel workbook via Excel Services.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
URL
Providing this URL is optional. If the URL is left blank, this action will use the default excel services
URL based on the URL of the site workflow is running on.
Workbook path
The location of the Excel workbook to query. The workbook must be in a configured Excel Service
trusted location.
Sheet name
The name of the Excel sheet in the workbook that will be queried.
Valid credentials to access the Excel Services web service. The credentials must have access to the
workbook.
Specifies cells that should be set in the workbook before data is retrieved. Changes to these cell
values are not committed to the workbook, they are only used to determine the values of the cells
to retrieve information.
For example, if the cell to retrieve is the sum of E2 and E4, E2 and E4 can be set in this section and
the result will be reflected in the cell to retrieve that data. Multiple cells can be updated by clicking
the Add cell to update link.
Cell position the location of the cell to update. The cell location must be specified in the 'A1'
format. Note that only single cells can be updated, you cannot specify a range with multiple
cells.
Cells to retrieve
The range of cells to retrieve values from. A single cell must be specified in the 'A1' format. Cell
ranges must be specified in the 'A1:B2' format.
Store result in
If the selected variable can only contain a single value and a range is returned, only the first cell in
the range will be used.
In a collection, values are stored left to right, top to bottom. For example, if the range to return is
A1:B3, the values will be stored in this order: A1, A2, A3, B1, B2, B3.
Specifies whether or not to keep the cell formatting, or only return the plain value. For example, if a
cell is formatted to display numbers as currency, selecting this option will return a string with the
currency symbol matching the display in Excel. If this option is not selected, only the numeric value
of the cell is stored.
date values when an unformatted date value is stored into a collection, it will be stored as a
numeric representation of the date (this is how Excel Services provides the data). The action
cannot determine the difference between a number and a date represented as a number, so
the value will be treated as a number when added to the collection. When returning a date
result into a Date Time variable, the action will assume the value being retrieved is a date
and store it as such.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Query
An LDAP query to run. Added either manually or use Inserting reference fields from the workflow to
include runtime values in the query.
Authentication type
Search scope
Determines how the query should behave. The default is 'Sub tree'. Details of each scope are as
follows:
Property to retrieve
Store result in
This list contains all the workflow variables that are of text format and can be used to store the
selected property of the result from the LDAP query.
Specify that paging should be enabled on the result set. If the query result set does not contain all
expected results because only the first result page is being returned, enabling this option can help.
This option is not supported in all environments.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Editor Mode
Choose whether to use the UI to build the query, or edit the CAML manually.
CAML editor use the CAML Editor mode to create more advanced cross list queries. View
the CAML at any time by switching to the CAML Editor mode.
Query builder can build queries for a single list in the same team site as the workflow.
In Query builder mode, the following elements will build the query:
List
Select the list to query data from. Lists in the current team site are displayed.
Field
Select the field from the list. If no field is selected (for example, if removed using the CAML editor)
the ID field will be retrieved.
Filter
The criteria that selected list items must match in order to be selected.
Sort
Alternative site
When CAML editor is selected, there is an option to specify that the query should be run on a site
other than the site the workflow is running in.
To query an alternative site, select the Alternative site option and enter the Site URL to a SharePoint
site. The site must exist in the same farm as the workflow, but can be in a different site collection or
web application.
When the Alternative site is selected, the Query builder mode is disabled.
Store result in
The workflow variable to store the values selected from the query. If a variable that is not a
collection is selected, only the first result will be stored.
Only a single field with the Query List action can be selected. If the CAML query specifies multiple
field references, only the first encountered will be used in the results.
This option determines how a value queried from a rich text field is returned. When this option is
selected, the HTML markup from the field will be preserved. When this option is not selected HTML
mark-up is removed, leaving only the text.
For more information about CAML queries and Site Data queries, see the SharePoint SDK.
This workflow action will retrieve information about a user from their SharePoint user profile.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
User
The login name of the user whose profile should be queried. Multiple users can be specified.
Credentials
Properties to retrieve
A list of available profile properties that the action can read. Multiple properties can be selected.
Store result in
The workflow variable to retrieve the property values to. If the workflow variable can only hold one
value, the first profile property of the first specified user will be retrieved. If a collection variable is
selected, the action will store all the profile properties for the first account, followed by the
properties for the second account, and so on.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
XML Source
Depending on what type of List or Library this action is applied to, there are 3 options for the XML
source:
Current item: The item in the list or library to which this workflow is associated. This option
is only available if this action is being applied to a library.
URL: A URL to the XML source to be processed. Optionally, a username and password can be
used when accessing the specified URL. If no credentials are specified, the request will be
made anonymously.
Process using
None: The resulting XML will not be processed. This allows the reading of the XML file or
source without processing.
XPath: Allows querying of XML to retrieve specific chunks of data. The expression must
return a node set.
o If the XML includes an explicit default namespace, then 'defaultNS' must be used as
the prefix when selecting nodes in that namespace.
Store Result
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Pattern
The regular expression pattern to apply to the text. This action uses the Microsoft .NET regular
expression syntax.
Ignore case
Use this option to specify that the pattern should be treated as case insensitive. When this option is
selected, a pattern that matches 'T' will also match 't'.
Operation
Replace text replaces the text matching the pattern with the replacement text.
Check match outputs a yes/no value to indicate if the input text matches the pattern.
Split divides the input text into sections using the pattern as a delimiter. The output value is
a collection containing each portion of the split text.
Extract searches the input text for sub strings that match the pattern. Each matching
substring is stored in the collection output value.
Input text
Store result in
The workflow variable in which to store the output from the operation. The drop-down will list:
This workflow action will remove a User from an Active Directory security group.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
User
Group
The name of an existing Group from which the user will be removed. E.g. Finance.
For more details on the actual process please refer to Approving, Rejecting and Reviewing Items.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Visible on the design canvas will be two branches that dictate the path followed by the workflow
depending on the response from the task approvers, to the right is the approval branch and the left
the rejected branch.
Approvers
The Approvers list contains all users or groups that will be assigned the approval task during the
running of the published workflow.
Entered directly using their username, email address or full name and will be resolved where
possible against the SharePoint user list or Active Directory.
Search for users, click on the address book icon on the right.
Please note that users not part of the Active Directory can be added as Approvers by
specifying their email address. However, the only way that they can respond to the Task is
through LazyApproval as they will have no access to the SharePoint site.
To search for users, click on the address book icon on the right.
The configuration dialog allows the workflow designer to search for and/or add users to the
Approvers list by one or more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
In the case that a group is assigned the approval task and Create individual tasks for all group
members checkbox is:
not selected, all users in that group will receive the task notification. The first respondent
will represent the entire group.
Users can be entered directly by their username, email address or full name and will be resolved
where possible against the SharePoint user list. Users and groups that do not resolve automatically
with the system users will require LazyApproval to complete their assigned task.
Allow delegation
When this option is selected the assigned approver at runtime can delegate the task to another user.
For more information, please refer to the Delegating Approval Tasks.
If LazyApproval has been enabled on the server, the workflow can permit the approvers to use
LazyApproval. Lazy Approval means that an approval or rejection can be registered when the
approver replies to a notification email with an approved word or phrase. A system administrator
can edit or add to the list of acceptable terms. For more information, please refer to the Managing
LazyApproval settings.
Task description
Allows entry of dynamic text that will display on the task response form. This can be used to
communicate additional information about the task to the responding user. Insert Reference see
Inserting reference fields.
Approval options
There are four options that will determine which approvals are required at runtime in case of
multiple assigned users.
All must approve: Each user in the Approvers list must approve the item for it to qualify as
approved. If one of the users denies or rejects the item, the item will be considered denied
or rejected.
First response applies: The first response received will be used for the overall outcome. All
other pending tasks will be set to 'not required'.
Only one approval is required: The task will be deemed as approved as soon as one
approval response is accepted. All other approval requests will subsequently no longer be
required.
Vote: The number of approvals from users required for the document to be considered
approved can be set using the "Vote" option. A text field will appear and a whole number
equal to or less than the total number of approvers set in the Approvers section can be
entered.
Task name
Allows the title of the task to be defined. This is the title that appears in a SharePoint task list. If left
blank, the action title will be used by default.
Allows a task content type other than the default to be used. This option will only display if an
alternative content type is available on the site. Alternative content types are primarily used to
enable custom task response forms.
Priority
Specifies the value that should be assigned to the priority flag for the task.
Form type
Store action ID in
Allows a unique identifier for the action to be stored in an Action ID workflow variable. This
identifier can be used to link the action to Delegate Task and Task reminder actions. Please note that
the Action ID does not correspond to the ID of the SharePoint task item that is created.
Sent when the task is assigned to a user, also used when the task is delegated by one user to
another.
Changing this setting from the default All Approvers allows the setting of separate notification
options for each Approver in the list. In such a case please check the settings for each user.
Changes to All Approvers will not affect users who are given custom settings.
Allow delegation
When this option is selected the assigned approver at runtime can delegate the task to another user.
For more information, please refer to the Delegating Approval Tasks.
Allow LazyApproval
If LazyApproval has been enabled on the server, the workflow can permit the approvers to use
About LazyApproval. Lazy Approval means that an approval or rejection can be registered when the
approver replies to a notification email with an approved word or phrase. A system administrator
can edit or add to the list of acceptable terms. For more information, please refer to the Managing
LazyApproval settings.
Delivery type
Available delivery options; None, Email, User preference or Instant Message (if enabled on the
server). For information on User preference, please refer to the Configuring user preferences.
Please note: Nintex does not provide support for troubleshooting email, SMS or LCS systems.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. If an OCS/LCS message is being sent it will be
pre-pended to the body of the notification.
Added manually or by clicking on , to use Insert reference fields from within the runtime instance
of the workflow.
Attachments
Files will not be received by a user when SMS or IM is selected as the delivery method. For
information on User preference, please refer to the Configuring user preferences.
Format
Selecting:
Rich Text enables italicize, bold, underline and indent information within the email using
simple HTML styles provided by the SharePoint rich text tool bar.
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight
text, also available are Insert reference fields from within the workflow.
Sent when the user no longer needs to respond to the task. This can occur when:
The notifications inherit default messages which can be edited by an Administrator. For more
information, please refer to the Defining message templates.
See above Ribbon Option: Task Notification above for field descriptions.
A custom task form can be used to respond to an approval task. Please download the Nintex
Workflow SDK from http://www.nintex.com for more information.
This workflow action assigns a task to a specified user. To complete the task, the user must provide a
value for each data item specified in the action configuration. The workflow will wait for the task to
be completed before continuing the execution. Once the task is completed, the data that the user
entered is available within the workflow.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
The user or group to retrieve data from. This task can only be assigned to a single user or group. If it
is assigned to a group, the first group member to respond will act on behalf of the entire group.
To search for users, click on the address book icon on the right.
The configuration dialog allows the workflow designer to search for and/or add users to the
Assignees list by one or more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Content type
When the action runs, it creates a task for the user to complete. Each data item is created as a field
in a task content type, and this content type is used when creating a task.
An existing content type can be used, or a new content type constructed. The list of existing content
types will show all content types that inherit from the 'Workflow Task' content type. The new
content type will also inherit from this parent. See the SharePoint documentation for more
information on content types.
If an existing content type is chosen, the option will appear to make changes to the content type.
This can include removing, adding or modifying existing fields. This option should be used with
caution, as changes may affect other workflows or applications that use the content type.
A content type is only created or modified when the workflow is published, not when it is saved. If
you define a new content type, then save the workflow, your changes will be lost when you next edit
the workflow.
Field list
In this panel the data items to request from the user are defined. Each represents a field in the
selected Content Type.
Each field has the option to store the value in a workflow variable. This will enable the value to be
used directly in the workflow without it having to be looked up manually with a Set Variable action.
Further options for each field can be set from the SharePoint Content Type settings page.
When the workflow is published, it will generate a form for the task. This form is associated with the
task content type and will overwrite an existing form if it exists. This option allows the designer to
specify whether to publish the form or not when the content type already exists. If other
applications use the form, or the form has been customised, the designer may not want to republish
it so the changes are not lost.
When this option is selected, only data fields that have a variable selected for 'Store Result In' will
have a visible input field on the published form. If this option is not selected, all the data items
displayed in the field list will have input fields on the form.
The generated form is a standard list item edit page and can be customized in SharePoint Designer.
The form is stored in the Workflows/NintexWorkflows/workflowname folder and will be named the
same as the content type.
Note that the form is only published when the workflow is published.
When this option is selected, the published task form will have a field called 'Link' containing a
hyperlink back to the item that the workflow is running on. This is used to provide context about the
workflow item for the user responding to the task.
When this option is selected, the published task form will display a panel with the field names and
values of the item that the workflow is running on.
Allow attachments
When this option is selected, the published task form will display a link to add attachments to the
task item. The task respondent will then have the opportunity to optionally attach one or more files
to the form.
This option allows the selection of a collection workflow variable in which to store the URL of each
attachment that the task respondent added to the task. This option is only available if Allow
attachments is enabled, or if Publish task form is disabled.
Task description
On the default task edit page, this text will appear at the top of the page before the input controls. It
is stored in the task's description field.
Allow delegation
When this option is selected, the user whom the task was assigned to will have the option to
reassign it to another user.
When this option is selected, the user can complete the task by replying to the notification email.
The email will contain a basic form, providing a location for the user to enter each requested value.
By default, the form is appended to the message body. To control the location of the form, use the
following token in the Input Required message:
{LAZY_APPROVAL_DATA_FORM}
Note: the email form only shows fields that have variables assigned.
Task name
Priority
Specifies the value that should be assigned to the priority flag for the task.
Store action ID in
Action IDs are used to link a task action to other actions in the workflow that are task related, such
as the Task Reminder. Select an Action ID workflow variable to link this task to another action.
Store task ID in
This will store the SharePoint list item ID of the created task into a List Item ID workflow variable.
This value can then be used to reference the task list item directly in workflow lookups.
Form type
Sent when the task is assigned to a user, also used when the task is delegated by one user to
another.
Delivery type
Available delivery options; None, Email, User preference or Instant Message (if enabled on the
server). For information on User preference, please refer to the Configuring user preferences.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. Manually enter the text or click the button to
use Insert reference fields to build the string dynamically at run time.
Attachments
Files will not be received by a user when SMS or IM is selected as the delivery method. For
information on User preference, please refer to the Configuring user preferences.
Format
Selecting:
Rich Text enables italicize, bold, underline and indent information within the email using
simple HTML styles provided by the SharePoint rich text tool bar.
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight text and
Inserting reference fields from with the workflow.
Sent when the user no longer needs to respond to the task. This can occur when:
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Reviewers
The Reviewers list contains all users or groups that will be assigned the review task during the
running of the published workflow.
Users can be entered directly by their username, email address or full name, and will be resolved
where possible against the SharePoint user list.
In the case that a group is assigned the review task and Expand Groups is not selected, all users in
that group will receive the task but the first response will represent the whole group. If Expand
Groups is selected, an individual task will be assigned to every group member. Note that groups will
only be expanded at one level. Groups within groups will not be expanded.
In order to search for the reviewers click on the address book icon to the right of the reviewers input
box. The Select People and Groups dialog will appear.
The Select People and Groups dialog allows the workflow designer to search for and/or add users to
the Reviewers list by one or more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Select a property reference to add to the list. These are broken up into common
types such as the initiator of the workflow and their manager, as well as properties from the
current SharePoint list. The item properties that are included are any column that is of a
"Person or Group" type or contains the word "Email" in the name.
In the case when a group is assigned the task and Create individual tasks for all group members
checkbox is:
not selected, all users in that group will receive the task notification. The first respondent
will represent the entire group.
Groups will only be expanded to one level. Groups within groups will not be expanded.
Users can be entered directly using their username, email address or full name and will be resolved
where possible against the SharePoint user list or Active Directory.
Allow delegation
When this option is selected the assignee at runtime can delegate the task to another user. For more
information, please refer to the Delegating Approval Tasks.
Task description
Allows entry of dynamic text that will display on the task response form. This can be used to
communicate additional information about the task to the responding user. The description can be
built up dynamically be using the Insert Reference function. For more information see Inserting
reference fields.
Review options
There are two options that will determine which reviewers are required at runtime in case of
multiple assigned users.
All must review: Each user in the Reviewers list must review the item. The workflow will not
proceed until a response has been received from each reviewer or reviewer's delegate.
First response applies: The first response is registered and enables the workflow to
continue. All other review requests will subsequently no longer be required and a no longer
required notification will be sent to remaining reviewers if configured.
Task name
Allows the title of the task to be defined. This is the title that appears in a SharePoint task list. If left
blank, the action title will be used by default.
Allows a task content type other than the default to be used. This option will only display if an
alternative content type is available on the site. Alternative content types are primarily used to
enable custom task response forms.
Priority
Specifies the value that should be assigned to the priority flag for the task.
Form type
Choose which form type is presented to Reviewers. Choices are Default, InfoPath, or Custom.
Store Action ID in
Allows a unique identifier for the action to be stored in an Action ID workflow variable. This
identifier can be used to link the action to Delegate Task and Task reminder actions. Please note that
the Action ID does not correspond to the ID of the SharePoint task item that is created.
Use the Task Notification area to configure the notification that is sent when the task is assigned to
a user. The notification is also used when the task is delegated by one user to another.
Changing this setting from the default All Reviewers, allows the configuration of unique notification
options for each Reviewer in the list.
Unless specifically configured, assignees will use the All Assignees settings. To override settings for a
specific Reviewer, select their name from the drop down list.
Changes to All Reviewer will not affect users who are given custom settings.
Allow delegation
When this option is selected the assignee at runtime can delegate the task to another user. For more
information, please refer to the Delegating Approval Tasks.
Delivery type
Available delivery options; None, Email, User preference or Instant Message (if enabled on the
server). For information on User preference, please refer to Configuring user preferences.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. If an Instant Message is being sent it will be
pre-pended to the body of the notification.
The Subject line can be typed manually or built up dynamically at runtime using the Insert reference
fields button .
Attachments
Files will not be received by a user when SMS or IM is selected as the delivery method. For
information on User preference, please refer to Configuring user preferences.
Format
Selecting:
Rich Text enables italics, bold, underline and indenting within the email using simple HTML
styles provided by the SharePoint rich text tool bar.
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight
text, also available are Insert reference fields from within the workflow.
Use the Not Required Notification area to configure the notification that is sent when the user no
longer needs to respond to the task. This can occur when:
See above Ribbon Option: Task Notification above for field descriptions.
A custom task form can be used to respond to an approval task. Please download the Nintex
Workflow SDK from http://www.nintex.com for more information.
4.58 Run If
This workflow action sets a condition to dictate the logic that is processed at runtime. E.g. the
workflow actions contained within the Run If action will only execute if the condition evaluates to
true.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
For more details on using this action, please refer to the Set a condition.
Multiple Conditions
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
There is no configuration required for this workflow action. However, it is important to note that the
workflow will not continue until all workflow paths have been completed. To run more than two
actions at a time, left-click on the action title and select 'Add Branch'. If a branch is left empty the
workflow will continue to run.
This workflow action will retrieve property values by performing a SharePoint search query.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Search scope
Search for
Searches for SharePoint content that has properties matching the criteria. Individual words should
be separated by a space character.
Result type
Specify a file type filter for the search. A pre-defined file type can be selected, or a custom filter
entered into the text input box. To retrieve all file types, select 'all results' or clear the text input box.
Property restrictions
Allows further narrowing of the search results by only returning items where the property restriction
rules are true.
Properties to return
Determines which property data will be retrieved from the search result. Multiple properties can be
selected.
Results as XML
This option specifies whether to return the result set in an XML string. Returning the results as XML
allows further processing and styling to be applied with the Query XML workflow action. A text
workflow variable must be chosen to store the result if Return as XML is selected.
Store result in
Specifies the workflow variable to store the search results in. If the workflow variable can only hold a
single value, only the first property of the first search result will be returned. If a collection variable is
selected, each property of each search result is stored.
This workflow action is used to enable interaction with BizTalk Server 2006. The action can send
messages into a BizTalk orchestration and/or wait for a message from BizTalk. The action allows a
workflow to interact with any external system with which BizTalk interoperates.
For more information on setting up Nintex Workflow to interoperate with a BizTalk orchestration,
please download the Nintex Workflow SDK from http://www.nintex.com.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action
Specifies whether the workflow is only sending a message to BizTalk, waiting for a message to arrive
from BizTalk or both.
Message ID
A unique identifier that is used by Nintex Workflow when the BizTalk message handler receives a
message. Nintex Workflow uses this value to determine for which workflow a message is intended.
The following settings define the web service location where the BizTalk orchestration is published.
These items are only required when the action is sending a message into BizTalk. These details are
defined when running the BizTalk Web Services Publishing Wizard tool.
URL
Method
Namespace
Credentials
The following settings define the data that is sent to BizTalk, and the data that is expected in
messages from BizTalk.
XML Namespace
The XML Namespace for the messages that are generated. This will be reflected in the schema.
This option allows the current workflow item to be sent to BizTalk, instead of defining individual data
from the workflow. If this option is used, the schema must be provided by the user.
Data to send
Allows selection of the data that must make up the message to send to BizTalk. Each data item will
be presented as an element in the resulting message.
Data to receive
Allows selection of the data that is expected in a message from BizTalk. Only workflow variables can
be selected. After the message has been received, the workflow variables will hold the values that
they were mapped to in BizTalk.
Export to XSD
Nintex Workflow generates the schema file for both the 'data to send' and 'data to receive'
messages. These schema files can be imported into BizTalk to define messages. Each definition
contains a header section containing information used by Nintex Workflow for routing the message
and a content section containing the data items specified.
For more information on Office Communication Server, please refer to the Microsoft Office
Communication Server website.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
To
Sets the primary users who will receive the customized notification.
To set the primary users click on to open the Select People and Groups configuration dialog.
When selected, each specified user will receive a separate notification that is only addressed
to them in the To field.
When it is not selected, only one notification will be sent, with all users in the To field. This
option only applies to email notifications.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message. This setting applies to
emails only. If no From user is specified, the From address configured in Global Settings will be used.
To set the from user click on to open the Select People and Groups configuration dialog.
Importance
The priority of the notification. This is only applicable when using email notifications.
Subject
The Subject is the title of the notification being sent. Added manually or by clicking on , to
use Insert reference fields from within the runtime instance of the workflow. The Subject field can
be set within the list or library where the workflow is being used
If an Instant Message is being sent it will be pre-appended to the body of the notification.
Attachments
Please note: Files will not be received by a user when SMS or IM is selected as the delivery method.
Format
Selecting:
Rich Text enables italicize, bold, underline and indent information within the email using
simple HTML styles provided by the SharePoint rich text tool bar.
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight
text, also available are Insert reference fields from within the workflow.
Specifies whether or not the configured message header and footer template should be used in this
email notification. This option is only available when enabled by an administrator.
Delivery type
Delivery type is the method of delivering the notification to the selected users. Available delivery
options; Email, User preference or Instant Message (if enable on the server). For information on
User preference, please refer to the Configuring user preferences.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
When the action is added to the design canvas there are 2 branches. To the right is the Yes branch
which is the path followed if the condition evaluates to true, to the left is the No branch followed if
the condition is false.
Condition
There are nine ten types of conditions that can be used here. These are:
This condition type evaluates if an individual field of the current item matches or compares to a
certain value/column.
This condition allows the use of two fields, two workflow variables or two lookups to compare at
runtime.
This condition allows a comparison to be performed that determines if the item's title contains
certain specific words.
This condition evaluates to true if the current item is modified between two specified dates.
This condition evaluates to true if the item has been modified by a specific person. The username is
case sensitive.
Once the name has been entered click Check name button to validate user.
This condition checks if the specified user is a member of the SharePoint site.
This condition checks if the item was created between the specified dates.
If manually entering information, ensure that the date format matches that used in the SharePoint
environment.
Once the name has been entered click the Check name button to validate user.
This condition checks if the file type extension of the current item is of the specified type.
This condition checks if the file size of a document is between the specified sizes, in kilobytes.
There are many operators that can be used within this condition, e.g. equals, not equals to, greater
than, less than, is empty, contains etc.
Enter data manually into the text box or use Insert Reference to dynamically build the values at run
time.
Add Condition
When there is multiple conditions, they are evaluated bottom to top. For example, the last two
conditions will be evaluated, then that result evaluated against the next condition. That pattern will
continue until a final result is reached.
Note: at least one workflow variable needs to be created for this action to be relevant.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Set
Select the workflow variable to set from the drop-down menu. Either specify a value or use
the lookups feature to set the value of the field selected.
Note: Depending on the type (text, integer, number, date, etc.) of the workflow variable selected the
options available that can be set on the workflow variable will change to suite the type.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
This mandatory field determines the status attributed to the item. Select a value from the drop-
down menu.
Comments
The comments entered here will be associated with the update to the status of the item. Enter
comments manually, or build up the string dynamcially at run time using the Insert Reference.
List Settings
In order for this workflow action to work properly, the library or list to which the workflow is
associated to must have Content Approval activated. To activate Content Approval:
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Set
Select the field that the workflow action will set from the drop-down menu. Either specify a value or
use the lookups feature to set the value of the field selected.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
This drop-down is used to break the link to the parent permission set (the permissions used in the
library or list that contains the item in workflow). Once the option No is selected, specific
permissions for specific users can be set.
This option specifies whether or not to clear the permissions that are currently set on the item
before adding the new permissions defined in the action. When selected, permissions that are
defined in the action will be the only resulting permissions on the item. When it is not selected,
permissions that are defined in this action will be added to the current permissions. If the item
currently inherits its permissions from the parent list when the action runs, unselecting this option
will cause the inherited permissions to be copied to the item.
User(s)
Permission
The level of permission that can be assigned to a user or group for the item. Unless Remove existing
permissions is selected, the permission will be added to the user's existing rights. Choose the
Remove option in the drop down list to remove all permissions from a user or group. Permissions
are processed in the order that they are configured, therefore permissions can be cleared from a
user in the first panel, then a new permission level can be set for the same user in the second panel.
Add row
Click this link to add more users or groups to apply permissions to.
Note: if the Initiating user of the workflow does not have read permissions, the workflow may error.
This is because the workflow is running as the user and requires the ability to read the list item.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Workflow to Start
From the drop-down that is presented, choose the title of a workflow to start. In lists or libraries,
only published site workflows in the same site or published workflows in the list or library in which
the current workflow is operating will be available. When designing a site workflow, only other
published site workflows will be available.
If the workflow was created with Nintex Workflow and has start data specified, a form will be
displayed to provide values. For a workflow that is provided out of the box, or installed as a Feature,
a panel will be provided to edit the association xml.
Start immediately: Specifies that the target workflow will start when this executes.
o Wait for the workflow to complete before continuing: When this option is checked,
the current workflow will only run when the specified workflow has completed.
o Store Instance ID in: Select a workflow variable in which to store the workflow
instance ID. The value in the workflow variable can then be used elsewhere in the
workflow.
Schedule: Creates a new workflow schedule for the target workflow. The target workflow
will then execute based on the schedule. For more information on workflow schedules see
the Scheduling a workflow help page.
When using the Schedule start mode, select one of the following schedule editor modes:
Schedule XML: This is the format in which the schedule is stored and can be edited directly.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Initial state
Select a state from the drop-down to determine which will be used first when the workflow is run.
States
The State Machine supports the configuration of a number of states. States can be added, deleted
and renamed. Deleting a state will delete all actions currently added to it.
The State Machine uses Change State actions to set which state to run next. For example, the
actions in a state will repeat until a Change State action is used to set a different state. Workflow
execution does not move to the next state instantly when the Change State action is run, it will only
move to the next state once all actions in the current state have completed executing.
The following example image shows the 'Change State' actions in a State Machine. A 'Change State'
action can set the next state to be any of the others available in the state machine. The states can be
made to run in any order and conditions in one state can cause another state to be re-run. The State
Machine part of the workflow will continue until the state has been set to 'End State Machine' in
one of the 'Change State' actions. If there are other workflow actions below the State Machine, they
will execute once the State Machine has completed.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Stop workflow
Select a workflow from the drop-down box. Either select a specific workflow that has been
associated with the parent list or All except current workflow which will terminate all other
workflows except the current.
This workflow action will submit the item that the workflow is running on to the SharePoint Records
Center that has been configured in the environment.
Note: This action is only available in workflows being created on document libraries.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Record series
The 'Record series' can be used to overwrite the default Record Center behaviour by specifying
which routing record this item should follow. If Record series is left empty, the default routing
record for the item content type will be used.
4.72 Switch
This workflow action directs the flow of actions based on the value of a single variable. A branch for
each possible defined value is used to determine which branch of workflow actions will run.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Each time this action runs, either a single child branch or no child branch will execute - the workflow
will continue to follow the main path of the workflow if none of the variables return matching
values, bypassing the Switch construct completely.
Variable to evaluate
This is the variable that the action will evaluate to determine which child branch to run. Workflow
Variables of type 'Text', 'Number', 'List Item ID' and 'Action ID' can be chosen.
Possible values
This section lists the allowed values for the variable. A child branch will be rendered in the workflow
designer for each specified value. Each specified value must be compatible with the data type of the
selected variable. Only one value is allowed for any single branch.
Click Add switch value to add a new value. Click the button to remove a value. Removing a value
will remove any workflow actions configured to run when the variable is equal to the value specified.
Choose this option to add an additional child branch that will run if the variable value does not
match any of the listed possible values. Using this option provides an alternative set of actions to the
main workflow instead of the Switch construct simply being bypassed.
In this example, an approval task is assigned to a set of users and after a configured delay, if any
approvers are still required to respond, they will receive a notification. The approval task will repeat
waiting and sending messages 3 times. If the original approval task allows LazyApproval, the
reminder notification will include the LazyApproval token in the subject to allow the workflow
replies send to it.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action ID
Specify this workflow variable to nominate which request approval/review/data action to send
reminders regarding.
When configuring a Request Approval, Request Review or Request Data action, nominate a workflow
variable of type Action ID to store the assigned workflow action ID.
Number of reminders
The action will repeat the delay and notifications this number of times.
Time to reminder
The delay the action will wait inbetween sending each reminder.
The action will start with a delay, so no external delay action is required. The total time is calculated
by summing all fields, regardless of the Time Calculation option selected. For example, 4 days and 4
minutes will be calculated as 96 (24x4) hours and 4 minutes.
Time calculation
Specifies whether or not hours outside the work week should be included when counting down to
send a reminder.
The During business days only option will specify that weekends or holidays are not included in the
count down, but after hours on a business day are.
Example:
A reminder starts counting down Friday morning and is configured to wait 1 day (the work
week is defined as Monday to Friday).
A reminder will be sent Monday morning, weekends are not included in the count down.
The During business hours only option specifies that only business hours are used in the count
down.
Example:
A reminder starts counting down Wednesday at 4pm and is configured to wait 4 hours (the
work day is defined as Monday to Friday, 8am to 5pm).
A reminder will be sent at 11am on Thursday, after business hours are not included in the
count down.
Neither option
If neither option is selected, all hours will be included in the count down.
Examples:
A reminder starts counting down Friday morning and is configured to wait 1 day.
o A reminder will be sent Saturday morning, weekends are included in the count
down.
A reminder starts counting down Wednesday at 4pm and is configured to wait 4 hours.
o A reminder will be sent at 9pm on Wednesday, after business hours are included in
the count down.
Public holidays and any other special occasions are set using the "Site Settings > Nintex Workflow >
Manage Holidays" page.
CC
The CC field sets read only users who will receive the notification. CC recipients are not able
to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
From
The From field sets the user who will appear as the sender of the message.
This setting applies to emails only. If no From user is specified, the From address configured in
Global Settings will be used.
Subject
Attach file
Files will not be received by a user when SMS or IM is selected as the delivery method.
Format
Selecting:
Rich Text enables italicize, bold, underline and indent information within the email using
simple HTML styles provided by the SharePoint rich text tool bar.
Notification body
The body of the notification will adapt depending on whether the Rich Text or Plain Text format is
selected. Within the space provided enter the content for the notification as straight text and
Inserting reference fields from with the workflow.
Delivery type
Available delivery options; Email, User preference or Instant Message (if enable on the server). For
information on User preference, please refer to the Configuring user preferences.
Please note: Nintex does not provide support for troubleshooting email, SMS or LCS systems.
This workflow action will update the properties of an Active Directory user account.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
LDAP Path
To configure the LDAP Path, refer to the LDAP Picker for more information.
Account to update
sAMAccountName
AD Fields to update
Fields
Select fields from the drop down list. At least 1 field must be updated.
If a field to update is not available, select Other, and type the field name, then click the Add button.
The property name entered must be a valid Active Directory schema property. Some properties
cannot be set within this workflow action. E.g. 'memberOf' must be updated via the 'Add User to AD
Group' and 'Remove User from AD Group' workflow actions.
Country: If selected, this option correctly sets the 3 Active Directory properties; c, co and
countryCode.
Password: If selected, this option allows the resetting of a password. Use this drop down
option to set password information correctly. The Password option provides the following
additional settings:
Directory Location: Use this property to move the AD object from one location to another.
Use the LDAP Picker to select a valid location, or enter an LDAP path, in the format
LDAP://OU=someOU,DC=company,DC=country. E.g. LDAP://OU=archived
users,DC=nintex,DC=com
Note: The credentials entered in the Username and Password fields at the top of the page will be
used to connect to the new AD location.
Rename: Use this property to rename an AD object. Use the format CN=[new name] or [new
name]. E.g. CN=John Smith, or John Smith.
Note: Setting this property will only affect the cn, canonicalName, distinguishedName and name
properties in AD. Setting the Display Name, Given Name and Last Name properties to complete a
rename operation may also be required.
OCS properties such as SIP Address and email will need to be set separately. The 'Rename' field is
available from the 'Other fields' drop down menu.
o To disable an account.
Note: An account can't be locked out. By unchecking Enable, the account is disabled. Leaving
it checked ensures it will be left in, or change to an enabled state. Checking Unlock will unlock the
account.
Account Options: Use this property to set the following account options:
Note: Leaving all 3 checkboxes unchecked will remove all options. The only valid multiple selection is
User cannot change password AND Password never expires.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Update
Select either the Current item that the workflow is running on, or one of the available libraries.
Where
If not selecting the Current item, use this section to specify the filter criteria to identify which
document should have a check out cancelled. Manually enter the value, or select a workflow
variable to evaluate at run time. For more information on lookups, see Using Lookups.
Note: if the filter criteria returns more than one item, only the first item in the collection will be
applied.
Field
Select the fields that the action will update. More than one field can be selected. When a field is
selected, an input field is added to the dialog to allow a value to be specified. To remove a field click
on .
This workflow action will update the SharePoint user profile information of a user.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
User
The login name of the user whose profile should be updated. Multiple users can be specified.
To search for users, click on the address book icon to the right of the input box. The Select People
and Groups dialog will appear:
The dialog allows the workflow designer to search for and/or add users to the User list by one or
more of the following methods:
Internal Search: Entering a partial display name, email or user account name and clicking on
the magnifying glass will provide a list of matching users and groups from SharePoint as well
as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Credentials
An account with permissions to modify user profiles. Click on the padlock icon to get a list of
predefined workflow constants which are of credential type.
Profile properties
Select the profile properties that the action will update. More than one property can be selected.
When a property is selected, an input field is added to the dialog to allow a value to be specified. To
remove a field click on .
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
XML source
Specify the location of the XML to alter. A copy of this XML data is processed by the workflow action.
Select one of the following options:
Current item: The item that the workflow is running on will be used as the source. This
option is available for workflows designed on libraries only.
URL: Data located at a nominated URL will be used as the source. The option allows entry of
a username and password to use for the request. If no username or password is provided,
the request will be anonymous.
Updates
A number of update operations can be performed by a single Update XML action. Choose Add XML
update to define another update operation.
XPath query
The XPath query to the XML nodes that will be altered. The XPath query can resolve to a single node,
or a node list. If the result is a node list, the selected change will be applied to each node.
The operation to perform on the selected node. Select one of the following options:
Update node value: Sets the value of the XML node to the supplied text.
Add child node: Adds a new node from the supplied XML fragment.
Store result in
Specifies where the resulting XML should be stored. Workflow variables of type text can be selected,
as well as the following options:
Current item: The contents of the item on which the workflow is running will be overwritten
with the new XML. Use this to update InfoPath form items. This option is available for
libraries only.
URL: The XML will be stored at a location specified by a URL. The URL does not have to point
to a SharePoint location.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Wait for
The "Wait for" field allows a column in the list or library where the current item is located to be
selected. This column's value will be the one that the following condition needs to evaluate as true
against to proceed in the workflow.
Condition
The condition contains the comparison that must be true for the workflow to move past this action.
A comparison operator and a value must be specified. Refer to Using lookups for more information.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
For more information about web requests, please refer to this MSDN reference.
Url
Credentials
The credentials that will be used for authentication to the URL. If no credentials are provided, the
request will be made anonymously.
Operation
The Web Request action is capable of making many common HTTP calls. GET, POST, SOAP 1.1 and
SOAP 1.2 are predefined and Other can be selected to specify another operation. Input fields for
headers will be displayed if they are required for the operation.
Add headers
Specify the headers to be sent with the web request. Multiple headers can be selected by choosing
the Add header option.
Text
Specifies the textual data that is sent as the body of the web request. This option is available for all
operations except GET. To include a base64 encoded copy of the file that the workflow is running on
in the request text, type in [FileData] and it will be replaced at run time (libraries only).
Specifies that the bytes of the file on which the workflow is running should be sent as the web
request body. This option is only available for workflows that are created on a document library.
Keep alive
Allows for the Keep alive option to be specified for the request.
Allows for the Auto redirect option to be specified for the request.
Store result in
The workflow variable of text type in which to store the contents of the response.
The workflow variable text or number type in which to store the numeric http response code.
The workflow variable of collection type in which to store each response header. Each header will be
represented by a single item in the collection, and will be formatted as header name=header value.
The workflow variable of collection type in which to store each response cookie. Each cookie will be
represented by a single item in the collection, and will be formatted as cookie name=cookie value.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Source
Source URL. In the Source URL field, the full URL including the filename and type will need to
be provided. E.g.
'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'
File type
The list of available file types that the source can be converted to.
Automatic: Selecting Automatic will convert the source to the extension specified in the
Output URL. E.g. If the File type is set to Automatic and the Output URL is
'http://mycompany.com/sales/Shared%20Documents/PDFDocument.pdf', the item will be
converted to a PDF.
Document: Specifies that the output file is an Open XML (docx) file.
Document - MacroEnabled: Specifies that the output file is a macro-enabled Open XML
(docm) file.
Template: Specifies that the output file is an Open XML template (dotx) file.
Template - MacroEnabled: Specifies that the output file is a macro-enabled Open XML
template (dotm) file.
Template97: Specifies that the output file is a Word97 template (dot) file.
Output URL
The URL to place the converted document. Either specify a valid URL or use the Insert Reference
fields feature to build a valid URL. E.g.
'http://mycompany.com/sales/Shared%20Documents/PDFDocument.PDF'
Note: The following settings will result in an unknown file type and the 'Windows can't open this
file:' dialog will appear when a user clicks on a converted document:
If the File type is Automatic and the extension is not specified in the Output URL,
the document will have no file type set.
If the File type is Automatic and the extension specified in the Output URL is not in the
available list of file types, the document will not be converted but named to correctly with
the file type.
If the File type is set and the extension specified in the Output URL is different,
the document will have both file type and extension set, the document will however be
converted to the File type set and renaming the document's extension with the File type set
will allow the user to open it.
If the Converted document should overwrite an existing item if it already exist in the Output URL
specified. Select either:
Overwrite: Overwrites the current document, if versioning is enabled, a new version will be
created.
Do not overwrite: Document will not be overwritten. However, the workflow will error if the
item already exists.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Source
The document where the 'content control' is to be read from. Select either:
Source URL. In the Source URL field, the full URL including the filename and type will need to
be provided. E.g.
'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'
If there are 'content controls' with the same title within the document, the first content
control title that matches the one specified will be used.
However if the selected workflow variable to store the content control values is type of Collection,
all the values returned from all the content controls with the specified title will be saved.
If a 'content control' specified is of rich text type, it will not include formatting or pictures
that are within the 'content control'.
Store in
Select the Workflow variable to store the value retrieved from the 'content control' within the
document. Collection type workflow variables can be used to save multiple content control values of
the same title.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Specify whether the Document Set should include only major versions of the items in the set or
the minor versions. Select the versions of the items in the set to include in the document set:
Latest major versions only: Includes the latest major versions of items within the document
set.
Latest major or minor versions: Includes the latest major or minor versions of items
depending on the version of the item within the document set.
Comments
The comments describing what has changed in this version. Either specify a value or use the lookups
feature to build the comments dynamically at run time.
For details on using Insert Reference, please refer to Inserting reference fields.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Item Location
Site
Select site: Enables a site picker (Select a team site) to navigate through the portal structure
and select the target location.
Enter a URL: Allows manual entry of the URL or selection using Inserting reference fields.
List
Drop down list containing available Lists at the target location. Additional Fields are displayed
depending on the option List selected.
Folder
Either specify a value or use the lookups feature to specify a new folder to create the item in. If no
folder is specified, the item will be created at the root level of the library or list.
Item Details
Content Type
Used when creating the item. If a folder content type is selected, a folder is created. Likewise, if a
document content type is selected, the appropriate blank template will be used.
Field
Available fields that can be added to the created item will be dependent on what fields have
been created in the destination list. More than one field can be selected. By default, the Name of
the item must be specified. When a Field is selected, an input field is added to the dialog to allow a
value to be specified. To remove a field click on .
The created item will be assigned an ID. This new item ID can be stored in a List Item ID Workflow
Variable. For more information on using variables, please refer to Workflow variables.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Site
Select site: Enables a site picker (Select a team site) to navigate through the portal structure
and select the target location.
Enter a URL: Allows manual entry of the URL or selection using Inserting reference fields.
Editor Mode
Choose whether to use the UI to build the query, or edit the CAML manually.
CAML editor: Use the CAML Editor mode to create more advanced cross list queries. View
the CAML at any time by switching to the CAML Editor mode.
Query builder: Build queries for a single list for the site specified.
List
Include subfolders
Filter
The criteria that items in the list must match in order to be deleted. Use the Filter to specify the
delete rules:
o Show the items when column: Selects an item based on the values set in the
column. Either specify a value or use the lookups feature.
o Add filter rule: Specify another rule. Use the And / Or options to specify if the
item to be deleted needs to meet conditions of a single rule or all rules.
Alternative site
When CAML editor is selected, there is an option to specify that the query should be run on a site
other than the site the workflow is running in.
To query an alternative site, select the Alternative site option and enter the Site URL to a SharePoint
site. The site must exist in the same farm as the workflow, but can be in a different site collection or
web application.
When the Alternative site is selected, the Query builder mode is disabled.
CAML Query
The CAML query editor appears when CAML Editor is selected in the Editor Mode. Displays the
CAML query being constructed.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
* This action is only available within the Workflow Change Approval process.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Current Workflow: This will retrieve the information from the current workflow.
A workflow variable: Use this to specify a specific workflow instance ID that is set in a
workflow variable.
Note: Using the Start Workflow workflow action within the current workflow, a new workflow can
be started. The instance ID of the new workflow can then be stored in a workflow variable which
then can be selected. This can be used by a parent workflow to start a child workflow and return a
value to the parent workflow.
Item to retrieve
The same value that was specified in the 'Store as' field in the Store data workflow action of the
workflow instance to retrieve from.
E.g. If the 'Store as' value specified in the Store data workflow action is 'KeyValue', the Item to
retrieve value must be 'KeyValue'.
Retrieve to
Select the workflow variable that the data will be stored in.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Current Workflow: This will store the information to the current workflow.
A workflow variable: Use this to specify a specific workflow instance ID that is set in a
workflow variable.
Note: By selecting a workflow instance ID, the Store data workflow action can store data
to the workflow instance. Using the Retrieve data workflow action, the 'Workflow instance to
retrieve from' can be set to 'Current workflow' and the 'Item to retrieve value' written to a workflow
variable.
Store as
This is the user defined value that the data will be stored as.
E.g. If the 'Store as' value specified is 'KeyValue', the Item to retrieve value in the Retrieve data
workflow action must be 'KeyValue'.
Variable to store
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Approval status
This mandatory field determines the status attributed to the document set. Select a value from the
drop-down menu.
Comments
The comments entered here will be associated with the update to the status of the document set.
To insert values to be evaluated at runtime, use the lookups feature.
List Settings
In order for this workflow action to work properly, the library or list to which the workflow is
associated must have Content Approval activated. To activate Content Approval:
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Status text
Select the status to set the current workflow to. Either select an existing Status that was created or
specify a new status by selecting Add new status... from the drop down and the name of the status
in the text field provided.
Note: Once a workflow status has been added, it can be selected from the drop down when the Set
workflow status workflow action is used again elsewhere within the current workflow. A custom
status can be used in the current workflow only.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Site
Select site: Enables a site picker (Select a team site) to navigate through the portal structure
and select the target location.
Enter a URL: Allows manual entry of the URL or selection using inserting reference fields.
List
Include subfolders
Filter
The criteria that items in the list must match in order to be updated. Use the Filter to specify
the update rules:
Show the items when column: Selects an item based on the values set in the column. Either
specify a value or use the lookups feature.
Add filter rule: Specify another rule. Use the And / Or options to specify if the item to
be updated needs to meet conditions of a single rule or all rules.
Fields to Update
Select the fields that the action will update. More than one field can be selected. When a field is
selected, an input field is added to the dialog to allow a value to be specified. To remove a field click
on
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Source
Source URL. In the Source URL field, the full URL including the filename and type will need to
be provided. E.g.
'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'
The 'content controls' to update within the document. Expand the section and select Add to specify
a 'content control'.
Note: Be aware of the following when specifying a content control title to update:
If there are 'content controls' with the same title within the document, it will update all the
'content controls' with the same title with the value specified.
To update a specific 'content control' that has the same title as other 'content controls'
within the document, specify the sequence of the 'content control' using an array.
o E.g. If there are multiple content controls called 'TextControl' within the document
and the 2nd 'TextControl' needs to be updated, set the Content Control Title field to
'TextControl[1]'. Arrays always start from 0.
Output
The destination where the document with its updated 'content controls' is to be placed. Select
either:
Output URL.
o In the Output URL field, the full URL including the filename and type will need to be
provided. E.g.
'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'.
o In the Overwrite existing item checkbox, select to overwrite if a file already exists in
the specified Output URL field.
The record restriction settings can be applied once the current item is declared as a record. Record
restriction settings can be defined in the Record Declaration Settings page on your SharePoint site.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Select the 'Check out' state that should be monitored for change:
Unlocked by document editor: When the document is no longer being edited in an editor.
This action gives a user the ability to Create a single record of an entity in Microsoft Dynamics CRM
4.0 (CRM). It has been designed to be completely dynamic so that a record can be created for any
entity, including custom entities.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Server URL
Organization name
Credentials
Entity
Store record ID in
Attributes
Allows the entry of data into the selected Attribute. Selecting an Entity will load any Required and
Business Required attributes.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Server URL
Organization name
Credentials
Entity
Record to update
Attributes
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Server URL
Organization name
Credentials
Action
Disable: maintains the record but sets a status to hide from active views.
Entity
Record to delete
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Server URL
Organization name
Credentials
Attributes To Return
Primary entity
Return as
Filters
Where there is
Used to Filter records from CRM to reduce the number of results from the Primary entity.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
URL
This action connects to Microsoft Exchange Server using the Exchange web services.
Enter the username and password of an Exchange account that has rights to create
appointments in the mailbox of the users specified in the Attendees field.
Attendees
To search for users, click on the address book icon on the right.
The configuration dialog allows the workflow designer to search for and/or add users to the
Assignees list by one or more of the following methods:
Internal Search: Entering a partial display name, email address or user account name and
clicking on the magnifying glass will provide a list of matching users and groups from
SharePoint as well as Active Directory.
External email address: Enter an external email address manually. Where possible Nintex
Workflow will resolve this to an actual user account.
Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow
variable, list field.
Start after
Start after is the beginning of the time span that is possible for a meeting.
End by
End by is the end of the time span that is that is possible for a meeting.
Store tesult in
The results of the meeting suggestions will be stored in the workflow variable specified.
Advanced
The Maximum results per day is the maximum number of meeting suggestions that will be returned
for any given day.
The Maximum non-business-hours results is the maximum number of meeting suggestions that will
be returned that occur outside of the business hours set on the Exchange server.
The Good threshold for attendance is the percentage of attendees that must be able to attend a
meeting suggestion for the suggestion to be given a "Good quality" status.
The Minimum suggestion quality is the minimum meeting suggestion quality that is required for a
meeting suggestion to be returned.
Result format
To be able to define rules and send documents, the Content Organizer site feature has to be
enabled in the SharePoint site.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action
Select how the document set will be sent. Select one of the following values:
Copy: Select this option to create a copy of the document set and send the copy to the
destination repository.
Move: Select this option to copy the document set to the destination repository then delete
the document set from its original location. Users will no longer be able to access the
document set from its original location.
Move and Leave a Link: Select this option to copy the document set to the destination
repository, delete the document set from its original location and leave a link at the current
location, indicating that the document set was moved. When a user clicks this link, a page
will appear that displays the URL of the document set and the document set’s metadata.
Destination Router
Enter the URL to the Content Organizer for the destination site. The URL can be found in the
Submission Points section of the 'Content Organizer: Settings' page of the destination repository, for
example: 'http://mycompany.com/_vti_bin/OfficialFile.asmx'.
Comments
The information to be added to the audit log when the document set is sent to the repository.
This refers to the 'submit result' provided by SharePoint on the status of the submission, for
example: 'Success'. Select a workflow variable in which to store the results.
To be able to set rules and send documents, the 'Content Organizer' SharePoint site feature has to
be enabled in the SharePoint site.
Locate the action in Workflow Actions Toolbox (located on the left hand-side);
Select the action, drag it onto the design canvas and drop it onto a design drop zone.
Alternatively
Left-clicking the drop zone, mouse-over Insert Action and then the Categories to reveal the
actions, click the required action from the list.
Select Configure; OR
For more information on the other options in the drop-down, please refer to the Getting started
with the Nintex Workflow designer.
Action
Select how the document will be sent. Select one of the following values:
Copy: Select this option to create a copy of the document and send the copy to the
destination repository.
Move: Select this option to copy the document to the destination repository and delete the
document from its original location. Users will no longer be able to access the document
from its original location.
Move and Leave a Link: Select this option to copy the document to the destination
repository, delete the document from its original location but leave a link at the original
location, indicating that the document was moved. When a user clicks this link, a page will
appear that displays the URL of the document and the document’s metadata.
Destination Router
Enter the URL to the Content Organizer for the destination site. The URL can be found in the
Submission Points section of the 'Content Organizer: Settings' page of the destination repository.
For example: 'http://mycompany.com/_vti_bin/OfficialFile.asmx'.
Comments
The information to be added to the audit log when the document is sent to the repository.
This refers to the 'submit result' provided by SharePoint on the status of the submission, for
example 'Success'. Select a workflow variable in which to store the 'submit result'.