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Nintex Workflow User Manual

1. 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 Comments The information to be added to the audit log when the document is sent to the repository Store submit result in 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 1 80 Send notification This workflow action will send customizable workflow notifications to users via Email SMS or Instant Message via Microsoft Office Communication Server or Live Communications Server For more information on Office Communication Server please refer to the Microsoft Office Communication Server website To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting star
2. E Minimize s J Close X Delete E Edit Web Part Help A series of options will be shown in the tool pane to the right of the page that are specific to this web part 2015 Nintex Global Ltd All rights reserved Nintex Confidential 4 Workflow Chart Viewer PRL Workflow2010 Chart Settings Chart to display 12 Month Usage Summary all sites gt Configure display settings Columns used in the chart display Configure columns used a EE eau toes an Gesu OIIE RIE ARAA Configure filter values Appearance Title Workflow Chart Viewer Should the Web Part have a fixed height Yes Pixels e No Adjust height to fit zone Width Should the Web Part have a fixed width P Yes Pixels e No Adjust width to fit zone Chrome State Minimized Normal Chrome Type None Layout Advanced OK Cancel Apply Web Part Settings Chart Settings Chart to display e Select the chart to display from the drop down list Note This list is configurable by the Administrator in SharePoint Central Administration Chart display settings e Click on the Configure display settings link to set the chart type display settings color settings and legend settings of the chart 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX YV Workflow2c1 RAAN O e When all settings are configured click the Save button Not
3. Error the workflow if the user already exists in the group Error handling Options within this action Active Directory Details LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Add User to AD Group User The username SAMAccountName of the Active Directory entry Group 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 Error the workflow if the user already exists in the group Selecting this option will cause the workflow to error if the user already exists in the group By default this option is checked 1 3 Assign Flexi Task This workflow action will allow the assignment of a task to one or more users and request a specific outcome The list of possible outcomes is determined by the person designing the workflow To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the a
4. Body Insert Reference a Importance Normal Reminder Due Example 2010 07 10T13 00 00 Options for this action Microsoft Exchange connection details This action connects to Microsoft Exchange Server using the Exchange web services e Enter the URL to the Exchange web service e 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 e Task use the Nintex Workflow UI to build the task e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Y Workflow2010 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 Note Dates specified in the Start Date and Due Date fields will be treated as local time according to the time zone specified in the team site regional settings 1 32 Declare as record This action requires
5. Edit settings for Allow delegation Allow LazyApproval Delivery type cc BCC From Importance Subject Attachments Rich Text v All Reviewers Y only applicable with email delivery Email User preference None Normal v Review Required 4 Add attachment Insert Reference 7 The following task has been assigned to you Click here to respond to the task Click here to view the workflow status Edit settings for 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 Edit settings for Allow delegation All Assignees All Assignees j smith mycompany com k brown mycompany com Allow LazyApproval F applicable with e mail and IM delivery Allow delegation 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 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 Allow Lazy Approval If LazyApproval has been enabled the workflow can permit th
6. Account to enable SIP address Advanced Domain controller SIP address type SIP domain Authentication mode Default z Error handling Action Settings Server version Select from Lync 2010 OCS 2007 or LCS 2005 Server Version OCS 2007 LCS 2005 Active Directory Details LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RY I SV Workflow2010 e Username Enter a username with the required permissions to provision a user on OCS Lync and access the LDAP Path entered e Password Enter a password for the above username Primary home server Primary home server for the organization E g CN LC Services CN Microsoft CN W SO3R2EEEXCHLCS CN Pools CN RTC Service CN Microsoft CN System DC contoso DC com Click on the LDAP Picker button to browse an LDAP Path Account to enable The username sAMAccountName of the Active Directory entry SIP address The SIP address for the Active Directory Account E g sip john smith mycompany com Enable user Check to enable LCS OCS for the nominated Active Directory account If left un checked the other properties will still be set Server Version Lync 2010 Note The Lync mode remotely invokes the PowerShell command Enable CsUser Lync server The name of the Lync server e Username Enter a username with the required permissions to access
7. 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 1 30 Create Site Collection This workflow action will provision a new site collection in the farm All of the options available in the SharePoint Central Administration page Create site collection are available For more information on any option see the SharePoint documentation To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side 2015 Nintex Global Ltd All rights reserved Nintex Confidential J NINTEX XY Workflow2010 o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Ni
8. Time calculation F During business days only F During business hours only Delegate to Ga Comments Insert Reference 7 See Ribbon Option Reminders above for additional field descriptions 1 72 Request Review This action is used to assign a task and send a notification to one or more users to review an item as part of the workflow For more details on the review process please refer to Approving Rejecting and Reviewing Items To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl 2015 Nintex Global Ltd All rights reserved Nintex Confidential a LA NINTEX V Workflow2o10 Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Request review General h E o E wade gt Save Cancel Task Not Required Edit Task Labels
9. This workflow action bundles a collection of actions in a container that can be collapsed and expanded to make workflow designing more convenient To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list Options for this action This action does not require any configuration It has a border that contains a pearl when actions are added to the pearl inside the border they become part of the Action set 2015 Nintex Global Ltd All rights reserved Nintex Confidential Action set x 2 Request approval declined 2 approved Send notification x Send notification z z X ORK Workflow2o10 The action set can be minimized by activating the title bar s drop down menu and clicking Minimize Action set Configure Save as Snippet Copy Delete ox gg Minimize Request approval i declined D approved Send notification a Send notification z A Saving as a snippet X 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA W
10. e Disable ticks the Disabled option against the Active Directory user e Delete will permanently remove the user from Active Directory 1 34 Decommission Site Collection This workflow action will delete or restrict access to an existing site collection To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Decommission site collection General a A2 e amp o A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Credentials N Username Password Site Collection details URL Decommission Options Action Read only m Reason i Error Handling Options within the action Credentials The us
11. m ok reject rejected and yes as seen below Phrase Outcome approve Approve approved Approve decline Deny declined Deny no Der ok Approve reject Deny rejected Deny yes Approve 3 2 Approving Rejecting and Reviewing Items During runtime when a user interaction task is created as part of a workflow tasks will be assigned and the notification message s sent The task s assigned to a user can be seen at any time via the My Workflow Tasks web part or the Nintex workflow task list setup within the site 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XAV Workflow2010 Item Workflow Status Waiting since Current action June 2010 docx Financial Reports 49 AM Accounting Approval May 2010 docx Financial Reports 16 2 Finance Manager Approval 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 Approve reject the item Approved Rejected Or you can delegate this task to another person Comment Cancel Item Properties The following properties have been Workflow status View set for this item et Tor Mis item tiene May 2010 The Approve Reject page Status When a task is generated by the Request approval action the user can
12. o When all settings are configured click on the Save button The scheduled workflow will now appear on the Scheduled Workflows page Create a new workflow schedule for this list item Workflow Select a workflow for this schedule Financial Reports w Schedule Start Start time 7 6 2010 El PM e 00 jw Repeat Settings 1 Hours w Schedule End Date 7 6 2010 Sa PM iw 00 Number of repeats Indefinite 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 Site Workflows can also be set up to run according to a schedule To schedule a site workflow In the Site Actions menu hover over Nintex Workflow 2010 Click on Schedule Site Workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX RY Workflow201 Pe Ps O Use this page to configure workflows to run automatically at a certain time Workflow Last Run Next Run Repeat Sequence Last Modified By Site Workflow 1 Not run Schedule finished Run once Andrew Lew Add Schedule e Click on the Workflow link to modify delete an existing Site Workflow schedule e Click Add
13. 2015 Nintex Global Ltd All rights reserved Nintex Confidential eee XYY Workflow2010 Enabling Disabling LazyApproval There are two LazyApproval methods that can be enabled for Nintex Workflow e LazyApproval via email Workflow task actions can be configured to accept responses from users via an email reply e LazyApproval via instant message Workflow task actions can be configured to accept responses via an automated OCS or Lync conversation This feature is only available for Nintex Workflow Enterprise only To enable LazyApproval for the farm e Navigate to SharePoint Central Administration on your server e Inthe Quick Launch click on Nintex Workflow Management click on LazyApproval settings e Click on Enable Disable LazyApproval Central Administration Nintex Workflow Management a LazyApproval Settings I Like It Tags amp Use this page to manage the LazyApproval settings for this server farm Notes Search this site P Q Enable Disable LazyApproval for the current server farm LazyApproval via email Note If the link Configure server incoming mail settings is shown in the Enable or disable LazyApproval via email option 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 in
14. Email User preference None cc BCC From Importance Subject Input no longer required Attachments Add attachment Rich Text v Insert Reference 7 The following task no longer requires you to respond Click here to view the workflow status See Ribbon Option Task Notification above for field descriptions Ribbon Option Reminders 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 Optional notification Reminders can be configured to be sent to each assignee who has not yet completed the task Configure Action Request data General dada Me agve Be Save Cancel Action Task Not Required Escalation Edit Task Labels Common Variables Help Notification Notification Form Commit Settings Variables Help T A Number of reminders o ga Time between n reminders Deya 3 w Hours 0 ies Mins 0 E td Time calculation During business days only During business hours only cc w BCC gy From ES Importance Normal v Subject Ba Attach file Rich Text y Insert Reference 7 v Number of reminders The number of reminders to be sent Time between 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 ex
15. If the workflow is large and takes a significant 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 e Enable workflow to start from the item menu When this setting is checked the workflow is displayed and can be started from the item s context menu All other menu item related options are dependent on this setting being checked e Menu item label The label for the workflow when displayed in the item s context menu e Menu item image URL The URL of the icon for the workflow when displayed in the item s context menu The URL can be absolute or site relative e Menu item position The order priority of the workflow within the item s context menu relative to the other menu items e 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 e Create workflow status column When this setting is checked a column with the workflow s name will be added to the list or library when this workflow runs e Expected workflow duration The workflow will record this duration in the database for reporting purposes e 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 b
16. Max Duration etc Export workflow Edit workflow View statistics Accounting Approval P declined C i approved Send notification 5 24 Workflow Settings 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Use the Workflow Settings dialog to set the workflow title and description workflow start options workflow variables and start data association columns and select a custom start form Workflow Settings Workflow Settings Commit Settings dew amp O Save Cancel Variables Association Columns Help Help Title Description Workflow options Start manually Require manage list rights Start when items are created Start when items are modified Publish without validation Enable workflow to start from the item menu Menu item label Menu item image URL Menu item position Create workflow status column Expected workflow duration Task list History list Workflow options Enable custom history messages New Workflow T T Click here to configure Workflow Tasks v e 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 e 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 e Start when items ar
17. 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 The password for the username above when authenticating against the web service If left blank the web service must be open to anonymous access Web Method The web methods that are available for the web service Editor mode The Editor mode defines the values to be sent to the web service The message configuration depends on the parameters required by the selected web service method e SOAP Builder Use the SOAP Builder if the web service method only required parameters of simple data types An input form is displayed to allow these values to be provided Note 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 e SOAP Editor Use the SOAP Editor to directly edit the XML message when the selected web service method requires only simple data types Note Editing the SOAP message manually requires some advanced knowledge of web services To pass the byte array of the document under workflow type FileData into any i
18. Reply to address in e mail settings E mail alias LazyApproval mycompany com Enable or disable LazyApproval via instant message Enable LazyApproval via instant message Determines whether workflow task actions can be configured to accept responses via an Yes No automated OCS or Lync conversation 2015 Nintex Global Ltd All rights reserved Nintex Confidential e Click the OK button Managing Phrases NINTEX RVA Workflow2010 A list of allowed words will appear which are those that will be recognized by the LazyApproval process Phrases or terms can be added or removed as required To create a new phrase e Click Create a new LazyApproval term for the current server farm Central Administration Nintex Workflow Management LazyApproval Settings 2 Use this page to manage the LazyApproval settings for this server farm Enable Disable LazyApproval Create a new LazyApproval term for the current server farm Edit the LazyApproval notification footer I Like It Tags amp Notes Search this site Pp o Phrase Outcome approve Approve approved Approve decline Der declined Deny no Deny ok Approve reject Der rejected Den yes App e Phrases to ignore LazyApproval responses that include any of these phrases in the subject will be ignored Create a term to ignore e Enter a phrase that will be recognized by the LazyApproval system as well as an outcome Approve or Deny The maximum string length is 2
19. This option determines if workflow designers can browse the Nintex Live Catalog When this option is set to Yes workflow designers can browse the Catalog and add services into the workflow toolbox When this option is set to No this will disable the Catalog button in the workflow designer The Catalog will only be accessible from the Nintex Workflow Manage allowed actions page Note The Nintex Workflow Nintex Live Catalog site collection feature must be activated on the site collection s for this setting to be effective If the site collection feature is not activated the Catalog button will not be displayed at all Allow comments and ratings to be viewed This option determines the type of ratings and comments for services that can be viewed by users in the organization within the Catalog e From users within my organization only Displays only ratings and comments by users within the organization This is per company and not based on the SharePoint farm For example if a company has more than one SharePoint farm and both use Nintex Live and have enabled rating and commenting the ratings and comments made in both farms are displayed e From all Nintex Live users Displays ratings and comments made by all users of Nintex Live Allow comments and ratings to be posted This option determines if ratings and comments for services can be added by users in the organization Note The option selections are enabled and disabled based o
20. check the boxes of the actions you want to appear in the Workflow Designer then click OK not shown 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XXIV Workflow2o10 This list of workflow actions is the default for this farm Add an action v Category Name Description V Integration Call web service Send or receive data using a web service 7 Integration Create CRM record cord in a Microsoft Dynamics CRM 4 0 instance Int Delete Disable CRM record Delete or cord in a Microsoft Dynamics CRM 4 0 instance V Integration Execute SQL mmand V Integration Query BCS e j from a Bus Connectivity 7 Integration Query CRM from a Mic t Dynamics Integration Query Excel Services Retrieve data from an Excel spreadsheet via Exce Integration Query LDAP V Integration Query XML V Integration Search query V Integration Send receive BizTalk Send ando V Integration Update CRM record Update a new V Integration Update XML W Integration Web request v Librariesand Capture document set Create a version of the document set lists version 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 cannot be saved or published Enforce allowed actions at run time The Enforce allowed actions at run time option is available in the Global Settings from the Nintex Workf
21. e AUDA 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 anew UDA Create a User Defined Action To create a UDA for a site e Navigate to the Manage User Defined Actions page 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e 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 e Configure the User Defined Action Settings Refer to User Defined Action Settings for more information e Save and Publish the UDA To create a UDA for a Site Collection e Create the UDA in a site e Once completed return to the Manage User Defined Actions page at the Site level e Promote the UDA Refer to the Promote User Defined Actions section below for more information To create a UDA for a Web Farm e Create the UDA in a site e Once completed return to the Manage User Defined Actions page at the Site level e Perform an Export and Import process of the UDA Refer to the Import and Export User Defined Actions section below for more information Modify a User Defined Action UDAs for a Site and Site Collection level can be modified However
22. template categories Create Cancel V Show template page when creating a new workflow Show templates for all languages Note Templates shown may differ from those available Also depending on what version of Nintex Workflow installed pre loaded templates may differ e 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 e Select a template by clicking on the Template and then click on the Create button OR e Double click the template selected 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 Show template page when creating a new workflow 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 o Inthe Workflow Designer within the Ribbon click on Open o Check Show template page when creating a new workflow Saving a workflow as a template Once the design of the workflow has been completed In the Nintex Workflow Designer Ribbon expand the available options by clicking below the
23. 22 AM Administrator In Progress Add document 3 15 Updating User Defined Action in Published Workflows Published workflows that use a User Defined Action must be republished whenever a change is made to the instance of the UDA Until the published workflow is republished it will continue to reflect the last published version of the UDA when it was used and published in the workflow When republishing a UDA an option is available to analyze the UDA Analyze UDA function to show all instances of the UDA in published workflows and republish the workflows To update all instances of the UDA in published workflows through the workflow designer e Inthe workflow designer click on Publish e Check the Show option to republish workflows using this UDA checkbox Set Title amp Description Set workflow name H B Q Submit Cancel Help Commit Help Title HR Web Request Description Change comments Show option to republish workflows using this UDA e Click on Submit e The Analyze UDA tab for the UDA will be displayed This will display a list of published workflows that use the UDA 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflew2010 Note This is the same function as clicking on the Analyze UDA through the Manage User Defined Actions function e Click on Republish All Workflows Workflows using HR Web Request Analyze UDA gt ay Open Close Republish All He
24. 7 6 2010 9 49 AM User Assigned Time Completed Time Outcome Administrator 7 6 2010 9 40 AM 7 6 2010 9 49 AM Approved Workflow Messages Event Time Message Task Admini Task Admini 3 20 Viewing workflow status To view the item s workflow status Navigate to the item s location Workflow2010 Duration 5 hours 40 minutes 9 minutes Comments Administrator Comments Administrator Outcome Approved Approved When an item is in a workflow it may be is necessary to know what stage the item has reached in the workflow Click on the item to activate the Item Context menu then click View Workflow History o e May 2010 sinew View Properties Edit Properties Add document Edit in Microsoft Word Check Out Compliance Details Workflows View Workflow History Schedule Workflows Alert Me Send To gt CER Peg Manage Permissions x Delete The Workflow Status page will be loaded It shows workflows that are Running Completed and Cancelled amp Errored For more information on the workflow click on the title of the workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 Note In the Completed Workflows and Cancelled amp 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 U
25. Common Variables Help Notification Notification Form Commit Settings Variables Help Reviewers A Create individual tasks for all group members Allow delegation Task description Insert Reference 7 Review options All must review O First response applies Task name i ud Task content type Nintex Workflow Task vy Priority 2 Normal wd Due Date Value y ial Form type Default y Store action ID in y Store task IDs in y Item permissions v Options for this action 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XA Workflow2o010 Ribbon Option Action 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
26. Create item This workflow action creates a new list item in a list within the current site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX PRL Workflow2o010 Configure action Create item General H Ae Save Cancel Labels Common Variables Help Commit Settings Variables Help Create item in Shared Documents Overwrite an existing item Content type Document Store new item ID in Field Name Options for this action Create item in Used to select a list in which to create an item Content Type Used when creating the item If a folder content type is selected a folder is created Likewise if a docu
27. Getting started with the Nintex Workflow designer Configure action Copy to file share General ka Z Ey H Be Save Cancel Labels Common Variables Help Commit Settings Variables Help Destination Example server share Overwrite an existing item T Username Password Error Handling Options for this action 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workfil X OW2010 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 1 20 Copy to SharePoint This action allows the workflow to copy items from the current list to another list within SharePoint 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category
28. InfoPath forms To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Update XML ax General ld B Aa ie Save Cancel Labels Common Variables Help Commit Settings Variables Help XML source URL URL to XML file g Username a Password Update 1 x XPath query _ XPath Builder Insert Reference 7 a Selected node s action Replace node contents Add child node Set node text Insert Reference 7 a Add XML update Store result in Warning Changes to Infopath forms may be invalid in Infopath Error handling Action Settings XML source Specify the location of the XML to alter A copy
29. InformationStore CN SER VERB CN Servers CN First Administrative Group CN Administrative Groups CN MLG CN Microsoft Exchange CN Services CN Configuration DC mycompany DC com Click on the LDAP Picker button to browse for a Mailbox Container User The sAMAccountName of the account to be created E g jsmith Version Exchange 2007 and 2010 Exchange Database The Exchange Database in which the mailbox will be located This can be provided in the following formats e Database name e GUID of the database e Server name database name e Server name storage group database name Note It is recommended to use Workflow Constants to store information about the Exchange Server Database 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RS Workflow2o10 User The identity of the account to be created This can be provided in the following formats e GUID e Distinguished name DN e Domain Account e User principal name UPN Alias Enter the alias for the email address of the new exchange user The alias is the first section of the email address For Example The alias of bob jones corporation com would be bob jones Note If Alias is left blank Exchange will automatically provide an alias 1 59 Publish Workflow This workflow action can be used to publish a workflow that is going through the workflow change approval process This action is only available within the Workflow Change Approval process To
30. Manage Start Variable Order page 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Note Start Variables Start data will only appear if the workflow is set to start manually if the workflow starts automatically the start variables fields will not appear and if default values are set they will be used for the variables To access the Manage Start Variable Order page e Click on the Workflow Settings drop down and select Manage Start Variable Order Or e From directly inside the Workflow Settings dialog click on the Manage Start Variable Order button in the Ribbon Site Actions amp Browse Nintex Workflow 2010 Tes stad Ch Pas a gt gt a go 2 HRA ka ge a v dias MBEAS a A A A Save Publish New Open Close Print Import Export Workflow Settings znam zoom 100 Help X n u X bd X File Import Export workflow Settings Help Workflow Actions a fe Variables Search 2 Manage Start Variable Order 29666666 In the Manage Start Variable Order page change the order of the start variables with the Change Order arrows Manage Start Variable Order Manage Start Variable Order i B Q Save Cancel Help Commit Help Name Type Change Order vari Single line of text t var 2 Single line of text t var 3 Single line of text t The changes to the start variable order will be reflected e On the Start Workflow page above the Start workflow button e Inthe New Wor
31. Nintex Confidential SX Workflow2010 The Title is the name to be assigned to the site Added either manually or based on a dynamic element provided by Insert Reference 4 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 W For more details please refer to Inserting reference fields Inherit permissions Site owner 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 amp to search for and or add users to the Site owner list by one or more of the following methods e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the ti
32. Notification above for field descriptions Ribbon Option Reminders Optional notification Reminders can be configured to be sent to each assignee who has not yet completed the task 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Assign Flexi task General Hae ws F Save Cancel Action Task Not Required Escalation Labels Common Variables Help Notification Notification Commit Settings Variables Help Number of reminders 0 Ga Time between soe o reminders Hai Hours 0 Mins 0 Time calculation 7 During business days only E During business hours only cc From Importance Subject Attach file Rich Text jw Insert Reference 7 Delivery type Email User preference Number of reminders The number of reminders to be sent Time between 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Specifies whether or not hours outside the work week should be included when counting down to send a reminder During business days only The During business days only option
33. 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 e 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 Overwrite existing item If the Converted document should overwrite an existing item if it already exist in the Output URL specified Select either e Overwrite Overwrites the current document if versioning is enabled a new version will be created e Create new version Document will be overwritten if versioning is not enabled e Do not overwrite Document will not be overwritten However the workflow will error if the item already exists 1 17 Convert Value This workflow action will interpret a provided text value and store it into a workflow variable of a different type For example if a text variable contains a number this action will store the value as a numeric value in a number variable 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 Th
34. Server SMTP server requires authentication Username Password From Address Reply To Address Character Set Specify different encoding for plain text emails Specify different encoding for SMS messages Use css styles in HTML emails Location of stylesheet containing email styles Description Name of outbound SMTP server for sending emails from workflows Passes the specified username and password to the SMTP server Username to pass to the SMTP server Available when the option SMTP server requires authentication is selected Password to pass to the SMTP server Available when the option SMTP server requires authentication is selected Email address to use as From address in emails Email address to use as Reply To address in emails Character encoding to use in emails Example 65001 Unicode UTF 8 Character encoding to use in emails that are plain text format Character encoding to use in SMS messages Uses styles from Cascading Style Sheets CSSs in emails that are HTML format Path after _layouts to Cascading Style Sheet CSS used in HTML emails Default Nintex Workflow htmleditorstyles css When OCS Lync is selected provides the following settings e From sip address e From domain user domain username 2015 Nintex Global Ltd All rights reserved Nintex Confidential Section Selection Conditional Allow System workflow Account to settings trigger
35. Server This workflow action can be used to undeclare the current item as a record within the workflow To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Note There are no Options to configure within this workflow action 1 96 Update AD User This topic applies to Nintex Workflow Enterprise Edition only This workflow action will update the properties of an Active Directory user account 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RVA Workflow2010 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design
36. Store click on amp Using the LDAP Picker 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 To configure the Active Directory details for the LDAP Path e Select an Active Directory object by clicking on it e Then click the Close button The selected object s LDAP path will be inserted into the appropriate section within the workflow action dialog Using the Home Server Picker This topic applies to Nintex Workflow Enterprise Edition only 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 To configure the Active Directory details for the Primary Home Server 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 e Select an LC Services object by clicking on it e Then click the Close bu
37. The first character in the string is at position 0 e New text The additional text that will be added at the start position fn Length Returns the number of characters in a string Example fn Length Workflow Variable Text Arguments e Text The string to count the characters of fn Max Returns the greater of two numbers Example fn Max Workflow Variable Number1 Workflow Variable Number 2 Arguments e Number 1 The first number to compare e Number 2 The second number to compare fn Min Returns the lesser of two numbers Example fn Min WorkflowVariable Number1 Workflow Variable Number 2015 Nintex Global Ltd All rights reserved Nintex Confidential V Workflow2o10 Arguments e Number 1 The first number to compare e Number 2 The second number to compare fn NewGuid Generate a globally unique identifier Example fn NewGuid fn PadLeft Returns the provided string right aligned and padded to the total length with a specific character Example fn PadLeft Workflow Variable Text 6 fn PadLeft Workflow Variable Text 6 Arguments e Text The string to pad e Length The target total length of the padded result e 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 Workflow Variable Text 6 fn PadRight Workf
38. 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 e Navigate to the Manage User Defined Actions page e Inthe Manage User Defined Actions page select the UDA from the list click the Modify button Delete a User Defined Action UDAs can be removed from a site site collection or web farm level To delete a UDA e Navigate to the Manage User Defined Actions page e Inthe Manage User Defined Actions page select the UDA from the list click the Delete button Import and Export User Defined Actions UDAs can be exported and imported 2015 Nintex Global Ltd All rights reserved Nintex Confidential XY Workflow2010 To import a UDA e Inthe Manage User Defined Actions page click the Import button e The Import a User Defined Action dialog will appear Import a User Defined Action B Q Import Cancel Help Commit Help File e Click the Browse button and locate the uda file to import e Click the Import button The settings page will appear click Publish e The User Defined Action dialog with all its settings should now be listed in the User defined actions list To export a UDA e Inthe Manage User Defined Actions page select a UDA from the list and click the Export button e The export file will be created and will trigger the file download process in the web browser e Click the Save button and follow the standard procedure fo
39. URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable 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 This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar e Plain Text is simply the text without any stylized formatting 2015 Nintex Global Ltd All rights reserved Nintex Confidential rwew Ff NINTEX XYW Workflow2010 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 Ribbon Option Not Required Notification Sent when the user no longer needs to respond to the task This can occur when e A task is assigned to multiple users but only one is required to respond e The workflow is terminated prior to the task being processed e An error occurs in the workflow at runtime Configure Action Request data General N a BE Ei A Save Cancel i Task Reminders Escalation Edit Task Labels Common Variables Notification Form Commit Settings Variables Delivery type
40. 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX PRL Workflow2o10 Configure Action For each General D amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Target collection Store result in Index Stop processing When this variable is true the loop will not process any more collection items Options within the action Target Collection The collection variable to loop th
41. activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Set workflow status General H Z amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Status text Add new status Options in this action Status text 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 1 88 Start workflow This workflow action will initiate a site workflow or a different workflow in the current list or library When designing a site workflow you can only nominate another site workflow in the same site to use To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action
42. as well as Active Directory e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 Create individual tasks for all group members In the case that a group is assigned the approval task and Create individual tasks for all group members checkbox is e not selected all users in that group will receive the task notification The first respondent will represent the entire group e selected an individual task will be assigned to every group member 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 Allow Lazy Approval 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 registe
43. availability of this connection to the current user account e Site Does not limit availability of this connection Any user on the site can use the connection Select one of the following options e DocuSign e Dynamics CRM e Salesforce Additional fields are displayed for the selected provider Name of this connection to be displayed for selection when configuring workflow actions associated with the provider Related topics Connection Manager dialog box Managing connections to external providers 5 6 Error Handling The error handling panel is available in some actions It allows the workflow designer to capture errors that occur during the execution of the action and create custom logic to handle it Error Handling Capture errors Store error occurrence in Store error text in el Please select e Please select Error handling options 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 Apart from using the values provided in the drop down a Yes No workflow variable can be used Store error occurrence in 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 Specify a Yes No workflow variable that will store whether or not an error has occurred Th
44. 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e All must respond All assignees must complete the task before the workflow will continue e 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 Due Date Set a date for the tas
45. 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflew2010 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 3 3 Configuring the Chart Viewer Webpart This topic applies to Nintex Workflow Enterprise Edition only Use the Nintex Chart Viewer web part to display a Nintex Workflow report in graph chart view on a page within a site To use the Wo
46. click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Collection operation General ld B A F a O Save Cancel Labels Common Variables Help Commit Settings Variables Help Target collection Add Remove Count Get Exists Sort Pop Join Clear Remove duplicates Remove by value Index Value Value m Options within the action Target collection The Target Collection parameter is required for each operation This specifies the collection variable that the operation applies to Add 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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
47. conditional workflows Enforce safe Enforce safe looping looping Enable Enable maximum maximum loop loop threshold threshold Enable Maximum loop maximum iterations per loop threshold action instance per day Enforce allowed actions at run time LA Workflow2010 Description e Password e OCS Lync server e Transport Configure the server settings to allow Nintex Workflow 2010 to integrate with OCS Lync Enabling OCS Lync integration allows the Get user status action the Get users by status action and LazyApproval via instant messaging to be used Upgrade note If the Nintex Workflow 2010 OCS Integration component is installed and configured for the web farm the Instant messaging settings section will be configured to use LCS by default If Office Communication Server 2007 is used select the option OCS Lync to enable the new functionality If Live Communications Server 2003 2007 is used leave the setting as LCS The Get current status action Get users by status action and LazyApproval via instant messaging is not compatible with Live Communications Server 2003 2007 When enabled allows the SharePoint Runtime account System Account to initiate workflows that have conditional start configurations For more information on conditional start configurations see Workflow Settings Default Enabled Helps prevent excessive looping iterations by automatically adding a hidden delay at the end of each iteration of
48. contains all users or groups that will be assigned the approval task during the running of the published workflow Users can be e Entered directly using their username email address or full name and will be resolved where possible against the SharePoint user list or Active Directory e Search for users click on the address book icon on the right 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX YYW Workflow2o010 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 Select People and Groups To search for users click on the address book icon on the right Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 e 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
49. created task into an integer workflow variable This value can then be used to reference the task list item directly in workflow lookups Item Permissions Set user permissions to Sets the user permission on the item When task is complete set user permissions to Sets the user permission on the item after the task has been completed Note Setting the item permissions could be useful when the task is delegated this will give the delegated user the necessary permissions to view the item Form type Select the Default form or an InfoPath form Ribbon Option Task Notification Sent when the task is assigned to a user also used when the task is delegated by one user to another 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Request data General di Ald E S k BADE amp Save Cancel Action Not Required Reminders Escalation Edit Task Labels Common Variables Notification Form Commit Settings Variables Delivery type Email User preference C None cc BCC From Importance Normal w Subject Input required Attachments 4b Add attachment Rich Text v Insert Reference 7 The following task has been assigned to you Click here to respond to the task Click here to view the workflow status Delivery type Delivery type is the method of delivering the notification to the recipients Available delivery options None Emai
50. document when the workflow has completed A Collect Signatures SharePoint 2010 Financial Reports Gathers signatures needed to complete a Microsoft Office L Financial Report Approval Workflow document Workflows Select a workflow for more details on the current status or history Show my workflows only Name Started Ended Status Running Workflows Financial Reports Previous Version 7 6 2010 9 36 08 AM 7 6 2010 9 40 AM In Progress Completed Workflows Financial Reports Previous Version 7 6 2010 9 19 07 AM 7 6 2010 9 27 AM 7 6 2010 9 33 AM Completed The selected workflow will be displayed Verify if it is the right workflow click the Start button to initiate the workflow To initiate Financial Reports click start Start Cancel Accounting Approval P declined Oy approved Send notification Finance Manager Approval P declined iy approved Send notification Set approval status l S 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 E Type Name Modified Modified By Financial Reports wl June 2010 iNew 7 6 2010 9 22 AM Administrator In Progress El May 2010 new 7 6 2010 9
51. drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Create audience General ka g l Ze amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Audience name Username Password Description Insert Reference 7 a Owner L Include users who Satisfy all of the rules Audience Rules Operand User Property Operator Reports Under Value Add Rule Options within this action Audience name 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 The name of the new audience The value can be added either manually or built up dynamically at run time using Insert Reference 6 Credentials An account with permissions to create an audience In Central Administration this account will need to be explicitly added as the administrator of the User Profile Service with the permission to Manage Audiences Description Additional information to describe the audience The value can be added either manually or built up dynamically at run time using Insert Reference LJ Owner The user who will be listed as the owner of the audience To set the site owner click on to search for and or add users to the Owner list by one or more of
52. 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 e 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 e 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 Task content type 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 Due Date Set a date for the task to be completed by Form type Choose which form ty
53. e Enforce safe looping enabled by default Automatically adds a hidden delay at the end of each iteration of a loop action Loop only if the child actions are not guaranteed to cause the workflow to stop and wait This delay can cause a 2 to 7 minute pause between each run of the loop Delays are added when the workflow is published to see the change in behavior republish existing workflows that use loop actions e Enable maximum loop threshold enabled by default with a threshold of 250 Traps excessive iterations stopping workflow instances containing loop actions Loop or State Machine that iterate beyond the specified threshold If the threshold is exceeded an error is logged to the workflow history 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX AV Workflow2o10 As administrator you can change the above settings from Global Settings in Central Administration Related topics Loop State Machine Global Settings 4 5 Creating support packages You can create download and delete support packages for error containing workflows and for the entire farm For more information about support packages see Support packages To create a workflow support package e Inthe Workflow Errors section in the Actions column click Create Workflow Support Package for the desired workflow Note Workflow support packages can be created for error containing workflows only To create a farm suppor
54. email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option 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 e All pending tasks reassign all tasks that have not already been actioned to the delegate 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e First pending task only reassign the first non actioned task to the delegate and all other pending tasks will be set to not required 1 36 Delete Disable CRM Record This topic applies to Nintex Workflow Enterprise Edition only This workflow action will delete or disable a record of an entity in Microsoft Dynamics CRM v4 0 and Microsoft Dynamics CRM 2011 or later This action does not support connections with Microsoft Dynamics CRM Online A record can be deleted or disabled for any entity including custom entities To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it on
55. follow If Record series is left empty the default routing record for the item content type will be used Record status When a record is submitted a status message is returned to describe the result of the submission process The Record status can be used to select a workflow variable to store the outcome status message 1 92 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 To use the workflow action 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o10 e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Switch X 0e0 Value X Value Z Value Y Other Each time thi
56. history lists for use with Nintex Workflow within a team site A SharePoint workflow history list stores messages generated by a workflow Everything from approval activity approve reject updates to a workflow comments cancellations and even workflow errors By default Nintex Workflow creates a SharePoint workflow history list that is enabled for Nintex Workflow The enablement deploys event receivers into the list for workflow reporting The standard SharePoint workflow history list cannot be used with workflows in Nintex To use a standard SharePoint workflow history list it must first be enabled for Nintex Workflow To manage the history lists for use with Nintex Workflow e Navigate to the site level homepage e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow group click on Manage workflow history lists 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RAV Workflow2010 Title Number of items Enabled for Nintex Workflow LeaveApprovalWFHistory 276 Enabled NintexWorkflowHistory 276 Enabled Workflow History 0 Disabled eT 0 create a new history list for use with Nintex Workflow e Navigate to the Manage workflow history lists settings e Inthe Ribbon click on the New button e Inthe Create a history list dialog o Title The name of the history list o Description Additional notes about the history list o Hidden Check this option to hide the history list f
57. in x Error handling 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XS Workflow2o010 Options with this action Find users The user SharePoint or Active Directory group to search for users with the specified status from Multiple users and groups can be separated with semi colons To search for groups click on the address book icon to the right of the input box The Select People and Groups dialog will appear Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find p Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search Lookup Selections With status The OCS Lync presence status to retrieve users by To specify a dynamic value using the insert reference function select Other value Store users in Select the workflow variable to store users from the group whom have the specified presence status The results can be stored in a text variable only the first user of the total returned users will be stored or a collection 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RSV Workflow2010 1 50 For Each This workflow action is used to loop through each value in a collection variable Other actions can be dragged on to the designer as child
58. 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 Store submit results in 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 1 79 Send document to repository This workflow action can be used to specify by what method and to which repository or records center a document is sent To be able to set rules and send documents the Content Organizer SharePoint site feature has to be enabled in the SharePoint site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down p
59. 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 e Filter name The property of the entity to filter on e Filter value The value that the filter property must match for the entity to be retrieved Entity property to retreive The property of the entity to query More than one entity property may be retrieved To specify entity property 1 Enter desired property in the Entity property to retrieve box 2 Click the Add button and the entity peroperty will appear below the Entity property to retrieve box 3 Specify a workflow variable to store the values of the entity property to be retrieved Note If a variable that is not a collection is selected only the first result will be stored 1 61 Query CRM This topic applies to Nintex Workflow Enterprise Edition only This workflow action will retrieve data from Microsoft Dynamics CRM v4 0 and Microsoft Dynamics CRM 2011 or later This action does not support connections with Microsoft Dynamics CRM Online The action mimics the Advanced Find functionality available in CRM To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pe
60. is assigned the task and Create individual tasks for all group members checkbox is e not selected all users in that group will receive the task notification The first respondent will represent the entire group e selected an individual task will be assigned to every member of the 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 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 or an automated OCS Lync conversation In a Request Review action the users response will be used for the task comments 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 Allows entry of
61. l Save Cancel Filters e Click on the Configure Filter Values link to set filter values for the report e When all settings are configured click the Save button Note Not all reports accept filter values Set Filters Configure filter values Initiator Workflow All C mei 3 4 Configuring the Report Viewer Webpart This topic applies to Nintex Workflow Enterprise Edition only Use the Nintex Report Viewer web part to display a Nintex Workflow report in tabular view on a page within a site 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRR Workflow2010 To use the Workflow Report Viewer web part Navigate to the page of the site to which you want to add the web part Click on the Site Actions menu then click on Edit Page Site Actions amp E Browse Edit Page Edit the contents of this page Sync to SharePoint Workspace Create a synchronized copy of this site on your computer New Page Create a page you can customize 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 Site Actions Browse Page eal en Table Picture Link Upload File Web Existing New Part List List Tables Media Links Web Parts In the Categories section click on Nintex Workflow 2010 In the Web Parts section click on the Workflow Report Viewer Click the Add button Cate
62. 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 Equals List Lookup Lookup details Source Shared Documents Field ID x GJ When Name e Equals Finance Jan 2010 6a Workflow Data List Lookup Workflow Context User Profiles Workflow Constants 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 workflow Context all Approver Comments Ez 2015 Nintex Global Ltd All rights reserved Nintex Confi
63. listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Copy to SharePoint General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Destination Select a location Enter a url Form Library Copy InfoPath form Copy embedded attachments XPath my myFields my Attachment Overwrite options Rename new item If the destination file already exists Create folder structure E Copy item meta data F Store result in Override credentials Credentials a Username Password Credentials must be provided when copying the file to another farm Error Handling Options for this action Destination Select a location enables a site picker Select a document library or folder to navigate throug
64. message 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 1 16 Convert Document This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server This workflow action converts a specified document from its current file type to a specified file type and sends a copy of the document in a specified URL location 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 Note We only support the conversions supported by Word services To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click th
65. of this XML data is processed by the workflow action Select one of the following options e 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 e URL Data located at a nominated URL will be used as the source A username and password can be provided for the request If no username or password is provided the request will be anonymous e XML Specify text or inserted references as the XML source Updates A number of update operations can be performed by a single Update XML action 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 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 Click on the XPath Builder button to use the XML browser to navigate the XML structure and select an element from the XML data Note If the XML source specified for the action is available and all tokens and references are replaced with actual run time values then the XPath Builder will use the XML source to display the XML structure within the XML browser Otherwise sample XML data will need to be provided in order to select the node using the XML browser Selected node s action The operation to perform on the selected node Select one of the following options e Re
66. or Upload ment e Inthe Nintex Workflow group click on Workflows gallery 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 Nintex Workflow A Workflows gallery Message templates Workflow templates Allowed workflow designers Manage allowed actions LazyApproval settings Scheduled workflows Manage workflow constants Manage holidays Workflow change approval Manage User Defined Actions View reports e 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 View statistics Workflows Name Modified By Modified VersionParent Delete Financial Reports Joshua Tan 7 6 2010 3 15 4 0 Shared x PM Documents Financial Report Approval Workflow AutoStartWorkflow Joshua Tan 7 6 2010 5 49 1 0 Drop Off x PM Library e 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 e From this display an administrator can o Export workflow Exports the workflow to nwf which can be reused in another site Edit workflow Displays the workflow in Workflow Designer ready for editing View statistics Displays the statistics of the workflow such as Total Runs In progress Cancelled
67. over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Execute SQL General meal gt ml 2 F e O Save Cancel Labels Common Variables Run Help ow Commit Settings Variables Run Now Help Connection string MS SQL QODBC QO OLEDB Oracle Use Windows authentication Insert Reference 7 4 Escape reference values for use in strings Store default result Specify column names Store result in v Error handling Options for this action Connection String A SQL connection string to use when connecting to the remote database Provider options are e MS SQL e ODBC e OLEDB e Oracle For example Data Source myServerAddress Initial Catalog myDataBase Integrated Security SSPI Use windows authentication 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 Determines that the connection to the database will be made using integrated authentication trusted
68. point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 45 Enable Lync OCS This topic applies to Nintex Workflow Enterprise Edition only The Enable Lync OCS action will enable OCS LCS or Lync 2010 for an existing Active Directory user account To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Enable Lync OCS General lol B Save Cancel 2 Labels Common Variables Help Commit Settings _Variables Help _ Server version Lync 2010 Lync details Lync server Username a Password Registrar pool
69. requesting this information Start data is configured by creating workflow variables and setting the Show on start form option to True for the variable to be shown For more information please refer to the Workflow variables 5 27 Workflow templates 2015 Nintex Global Ltd All rights reserved Nintex Confidential X NINTEX Workflow2010 Workflow templates provides the ability to create a new workflow using the basis of a saved workflow template By using workflow templates workflow designers are able to save a considerable amount of time without the need to build a similar workflow already in existence from scratch 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 Selecting a workflow template To create a new workflow based on a workflow template e Navigate to the site list or library depending on the type of workflow to be created e Click on Create a Workflow e The Select a workflow template dialog is displayed Select a workflow template Blank Business Management Finance Human Resources Operations and IT Project Tracking Product Management Sales Marketing Blank Design a ne from a bl Alternatis
70. 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 Note Any actions within the Run if action will run in the same context that the Run if action is configured to This action is similar to the Set a condition action To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Run if General rary a H Ae amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Condition If current item field equals value Name equals Value Add condition lt Action Settings Condition There are tw
71. the Web Part Lag Media and Content E My Information gt ll my Workfow Tasks My Workflow Tasks ny ri 10 E Navigat Workflow Chart Viewer View the workflow tasks that require the avigation E Workflow Report Viewer attention of the current user E Nintex Workflow 2010 Gi Office Client Applications Gj People Sj Search Ga Social Collaboration B Miscellaneous Upload a Web Part v By Workflows I ve Started Add Web Part to Rich Content 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XYW Workflow201 OC O The page will reload with the web part in place My Workflow Tasks S Item Workflow Status Waiting since Current action June 2010 docx Financial Reports Accounting Approval May 2010 docx Financial Reports 7 6 2010 Finance Manager Approval The default web part settings will display o Item The title of the item o Workflow The name of the workflow 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 amp Close Site Actions pE Browse Page Format Text r 2 Cut j nN A Verdana 32px Copy Save amp Close Check Out Paste B Z U bex x Y A X Undo
72. the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX PRL Workflow2010 Configure action Wait for item update General a Pa e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Wait for Name to equal Value Value Workflow Data List Lookup Workflow Context Options for this action 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 inform
73. the following methods e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option Include users who 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 1 25 Create CRM Record This topic applies to Nintex Workflow Enterprise Edition only 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 This workflow action will create a single record in Microsoft Dynamics CRM v4 0 and Microsoft Dynamics CRM 2011 or later This action does not support connections with Microsoft Dynamics CRM Online A record can be created for any entity including custom entities To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to revea
74. the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Delete item General a pa e gt H A of Save Cancel Labels Common Variables Help Commit Settings Variables Help Delete from Shared Documents Where Name Equals Value x Value Workflow Data List Lookup Workflow Context Options for this action List and Library Workflows Delete from Select the list to delete an item 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 Site Workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 Delete from Select the site to delete an item from Where 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 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more informati
75. the task is delegated 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 During business days only 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 e 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 e The task will delegate on Monday morning weekends are not included in the count down During business hours only The During business hours only option specifies that only business hours are used in the count down Example 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e 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 e 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 e
76. these changes to take effect x J Cancel 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 To edit the Display Name and Description for other languages e Click on the Context Data Display Name link in the Manage Context Data screen e Click on the Edit Display Name and Description for other languages e Inthe Language drop down select the language of the Context Data to be edited e Make the changes required and when complete click the OK button espa ol Display Name Description 4 18 Purge workflow data The Purge workflow data provides the option to delete historic data from the Nintex Workflow database This option is also available as a NWAdmin operation Reasons that data may need to be removed 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e Deleting old data to decrease the size of the Nintex Workflow content database s e Deleting data added during testing of a workflow e Deleting data from lists that have been deleted Workflow data can be purged globally for the web farm a specific site collection or individual sites To purge workflow data for the web farm e Navigate to SharePoint Central Administration e Inthe Quick Launch click on Nintex Workflow Management click on Purge workflow data To purge workflow data for the site coll
77. to dynamically build the values at run time Add Conditions Multiple conditions can be constructed by using the Add condition option Specify And or Or between the condition statements When there are 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 Related Topics Set a condition 1 75 Run parallel actions This workflow action runs at least two workflow actions simultaneously 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX SV Workflow2o10 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 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 requir
78. to the right of the reviewers input box The Select People and Groups dialog will appear Select People and Groups Find Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e 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 Create individual tasks for all group members In the case when a group
79. using Nintex gt for site workflows Workflow 2010 Create other types of pages iments lists libraries and sites Name View All Site Content View all libraries and lists in a this site gt Create Site Workflow lee Create a workflow that can be Z Edit in SharePoint Designer D rien Waihi as kat ian 3 Create or edit lists pages and workflows or adjust settings LN Manage Site Workflows ta Penaenons 3 Manage workflows that can be run without a list item g Give people access to this site PER 5 j View Workflow History Site Settings oF View the details of a running or E Access all settings for this site completed site workflow a Schedule Site Workflows SD Nintex Workflow 2010 Create and manage schedules i Ep Create Reusable Workflow gt To create a site workflow e Inthe 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 To manage a site workflow e Inthe 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 To view the site workflow history e Inthe Site Actions menu hover over Nintex Workflow 2010 and click on View Workflow History Refer to o Viewing Workflow History on how to view the details of completed workflows 2015 Nintex Global Ltd All ri
80. using the Exchange web services 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX YW Workflow2010 e Enter the URL to the Exchange web service e 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 e Appointment use the Nintex Workflow UI to build the appointment e 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 Note Dates specified in the Start Date and End Date fields will be treated as local time according to the time zone specified in the team site regional settings Ribbon Option Attendees This section allows the addition of additional meeting attendees These users will receive meeting requests 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Create appointment General HE A H a F O Save
81. 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential RAV Workflow2010 Clear Removes all the items from the collection 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 i
82. variable in which to store the complete URL of the new site collection 1 31 Create task This topic applies to Nintex Workflow Enterprise Edition only This workflow action creates a task in Microsoft Exchange To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 Configure action Create task General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Microsoft Exchange Connection Details Url https Exchange Server ews exchange asmx Username a Editor Mode ask Advanced Task Details Assign To Start Date 2010 07 10 Due Date 2010 07 11 Subject
83. verbose workflow logging Allow verbose workflow logging When this option is enabled workflow designers will have Yes No the option to enable verbose workflow logging to assist with debugging workflows Verbose workflow logs will be Number of days to keep verbose logs automatically deleted when the workflow completes after 5 the specified 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 on a workflow To enable verbose logging for a workflow e Click on Workflow Settings button in the main Ribbon toolbar e Inthe Workflow Settings dialog check the Enable verbose logging option e Click on the Save button 2015 Nintex Global Ltd All rights reserved Nintex Confidential Workflow Settings Workflow Settings ld B amp v Save Cancel Variables Association Edit Start Help Columns Form _ Commit E Settings Help Workflow options Start manually Require manage list rights Start when items are created Start when items are modified Enable verbose logging Publish without validation Enable custom history messages Expected workflow duration Click here to configure Task list Workflow Tasks w Form type Default Viewing verbose logs Verb
84. weekends are included in the count down e A reminder 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 Public holidays and any other special occasions are set using the Site Settings gt Nintex Workflow gt 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 Wito open the Select People and Groups configuration dialog BCC The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options From The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group is specified the From address configured in Global Settings will be used Subject 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 The subject field of the notification Attach file Allows file attachments to be added to the notification Files will not be received by a user when SMS or IM is selected as t
85. will specify that weekends or holidays are not included in the countdown but after hours on a business day are Example e 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 During business hours only The During business hours only option specifies that only business hours are used in the count down Example e 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 Spm o A reminder will be sent at 1 lam 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 e 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 e 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 8pm on Wednesday after business hours are included in the countdown Public holidays and any other special occasions are set using the Site Settings gt Nintex Workflow gt Manage Holidays page 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow
86. with Nintex Workflow the product needs to be activated in the site where the functionality is required The first step is to activate the product for the Site Collection see Step 1 below and the second step is to activate Nintex Workflow per site see Step 2 below 1 Activating Nintex Workflow for the Site Collection To activate Nintex Workflow in a site collection e Navigate to the Top Site level home page e Inthe Site Actions menu click on Site Settings Site Actions E Browse gt Edit Page Edit the contents of this page Sync to SharePoint Workspace gt Create a synchronized copy of this site on your computer we New Page a Create a page you can e customize a to your site New Document Library D Create a place to store and share documents New Site king the edit button above You can click on Create a site for a team or nts to add files or on the calendar to create project ts Use the links in the getting started section to and customize its look z change this welcome text or add new lists to More Options Create other types of pages lists libraries and sites View All Site Content ments View all libraries and lists in this site Name Modified Modified By Edit in SharePoint Designer ns to show in this view of the Shared Documents Create or edit lists pages and To add a new item dick New or Upload workflows or adjust settings Site Permissions nent Give people
87. with more context around what the action is doing without the need to see the workflow action configuration 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 Editing the Labels There are two ways to edit the labels for a workflow action 1 To edit the label in line on the workflow action itself e Inthe design canvas where the workflow action is located click on the title bar e Enter the text desired in the different label areas on the workflow action e Click away from the workflow action to commit changes to the label Send notification gt Send a detailed report of account activity to the finance team 2 To edit the label within the Configure action dialog e Inthe workflow action click the title bar and select Configure from the drop down menu options e Inthe Configure action dialog within the Ribbon click on Labels e 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 Action Notes The action notes are displayed in the print with notes view Notes to display e System generated The default workflow action notes are used e User defined Custom notes that can be defined by the user in the User defined notes for the workflow action e System generated and user defined The default workflow action notes and custo
88. 1 star must be selected e Comments Comments about the service To comment the service must be rated e Alias The alias will be displayed to external Nintex Live users However the domain username will be displayed to users in your organization Note The alias will only be displayed if the rating and comments settings have been set to all Nintex Live users includes users outside the organization A user can only make a rating and comment once By rating and commenting on the service again the previous rating and comments that was made will be displayed and the user will be able to modify them Adding and removing services For help on adding and removing services please refer to Adding and removing services topic 3 Workflow Interaction with SharePoint 2015 Nintex Global Ltd All rights reserved Nintex Confidential _ NINTEX XY Workflow2010 3 1 About LazyApproval The LazyApproval feature of Nintex Workflow enables approvals or rejections of an item to be registered when the approver replies to the notification email or respond to the automated OCS or Lync conversation with a permitted word or phrase That word or phrase is recognized and interpreted by the system and applied to the item in 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 only availa
89. 10 o Constants page and action dialog Allows entry of manually defined credentials both in the Manage workflow constants page and in the action configuration dialog box o Neither Does not allow entry of manually defined credentials in either the Manage workflow constants page or the action configuration dialog box Managing workflow constants As an administrator you can create edit and delete workflow constants using the Manage workflow constants settings page for the specified level web farm site collection or site Credentials can be defined through either manual entry if enabled on the web farm or the Secure Store Service on SharePoint For more information about Secure Store Service on SharePoint see the Microsoft article Secure Store Service Browse Workflow constants aram New Edit Delete Edit Site collection Help permissions settings Create Manage Navigate to Help Name Description Sensitive Type Libraries es hate Site Pages Finance Web Service URL Finance Web Service UR No String Shared Documents Sentral Database Connection Central Database Connection String No String Site Lists Calendar Tasks To create edit and delete workflow constants 1 Access the Manage workflow constants page for the desired level web farm site collection or site o Web farm level On the Central Administration Home page click Nintex Workflow Management and then click Manage workflow constants o Site col
90. 1AD A340 58D9B820E666 gt lt Lists gt lt Query gt XML encode inserted tokens Ss Output options F Include HTML formatting in rich text columns F Specify item limit Field ta Add XML encode inserted tokens This option ensures that the inserted tokens will be encoded and is able to support special characters Output options Include HTML formatting in rich text columns This option determines how a value queried from a rich text field is returned When this option is selected the HTML mark up from the field 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 Specify item limit Specify a number of items to be returned from the query Field The field to retrieve the data from More than one field can be selected 1 Select the required field to retrieve the data from and click Add 2 Specify a workflow variable to store the values selected from the field query Note If a variable that is not a collection is selected only the first result will be stored 1 65 Query User Profile This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server The Query User Profile action will retrieve information about a user fro
91. 2010 See Ribbon Option Task Notification above for additional field descriptions Ribbon Option Escalation Escalation is optional there are two possible escalation paths e Delegate task will re assign all pending tasks to the nominated user after the specified time e 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 e The specified outcome does not have to be one of the configured possible Outcomes set in the Action Note The user entered outcome must match the case of the specified outcome For example if you specify Information needed as an outcome for your workflow to follow the referenced branch the user entered outcome must use the same case If a user entered the outcome information needed lower case then the user entered outcome would not be considered a match to the example outcome Information needed When a user entered outcome does not match any of the specified outcomes all branches from those outcomes are skipped and the workflow proceeds to the next action Escalation occurs after all reminders have been sent and the specified Time to escalation has elapsed 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Assign Flexi task General Save Cancel Action Task Not Required Reminders Labels Common Variables Help Notification Notification Commit Settings Var
92. 2010 The length of the meeting suggestion Store result in The results of the meeting suggestions will be stored in the workflow variable specified Advanced Maximum results per day The maximum number of meeting suggestions that will be returned for any given day Maximum non business hours results The maximum number of meeting suggestions that will be returned that occur outside of the business hours set on the Exchange server Define Good threshold for attendance 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 Minimum suggestion quality The minimum meeting suggestion quality that is required for a meeting suggestion to be returned Result format The format that the results will be returned as 1 52 Get user status This topic applies to Nintex Workflow Enterprise only This workflow action will retrieve the OCS Lync presence status of a user Note Requires Office Communications Server 2007 or Lync Server 2010 and the Instant messaging settings option in Global Settings must be set and configured To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 o Search for the action using a keyword e Select
93. 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 To remove purge items from a history lists e Navigate to the Manage workflow history lists settings e Select the SharePoint workflow history list to purge items from e Inthe Ribbon click on the Purge items button e In the dialog box o To purge specific items from the history list configure the different filter options and click Delete items by filter Last activity is before removes history list items for workflows that have had no activity since a specific date Workflow item ID is removes history list items for workflows associated with a specific workflow item ID Workflow list has been deleted removes history list items for any workflow that is associated to a list that has been deleted Workflow list is removes history list items for workflow associated with a specific list Workflow name is removes history list items for workflows with a specific name Workflow state is removes history list items for workflow with a specific state Running Completed Cancelled Error or any state Purge history list data for LeaveApprovalWFHistory Purge workflow history list Delete items by Delete all Cancel filter items Commit Last activity is before 1 1 2011 a 12 Am e 00 fe x And Workflow item ID is 076304334744049032190 x And Workflow list is e Shared Documents x x And Wo
94. 23 Workflow gallery The Workflows Gallery displays all workflows that have been created within the site It provides the options to manage the workflows in the site An administrator may view the statistics of a particular workflow or export or edit workflow within the site To access the Workflow Gallery e Navigate to the site in the Site Actions menu click on Site Settings Site Actions gt EB Browse Edit Page gt Edit the contents of this page Sync to SharePoint Workspace gt Create a synchronized copy of this site on your computer ws New Page Create a page you can customize New Document Library D Create a place to store and share documents New Site Create a site for a team or project More Options Create other types of pages lists libraries and sites View All Site Content View all libraries and lists in this site Edit in SharePoint Designer Create or edit lists pages and workflows or adjust settings Site Permissions Give people access to this site Site Settings Access all settings for this site g BL a to your site king the edit button above You can click on nts to add files or on the calendar to create ts Use the links in the getting started section to and customize its look Be change this welcome text or add new lists to jments Name Modified Modified By hs to show in this view of the Shared Documents To add a new item dick New
95. 49 AM 7 hours 4 minutes Accounting Approval May 2010 docx Financial Reports 7 6 2010 3 30 PM 1 hour 22 minutes Accounting Approval The default web part settings will display Item The title of the item Workflow The name of the workflow Initiated When the workflow was initiated Idle for Completed How long it has been idle or completed 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 amp Close ooa 0 a Site Actions gt Browse Page Format Text L Cut nN Verdana 32px Copy Save amp Close Check Out Paste B Z U bex x Y A Undo Edit Clipboard Font 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e To edit the default settings for the web part click the to activate the web part menu then click on Edit Web Part Minimize Close Delete x Edit Web Part ca Help e A series of options will be shown to the right of the page that are specific to this web part 4 Workflows I ve Started x a na Show workflows from Choose the scope from which to display items Current Site w Paging Items per page 10 Display Prefer filenames Shows workflows that are Running F Completed Errored F Cancelled Default sorting Sort column Workflow e Ascending Web Part Set
96. 55 characters e When all settings are configured click the OK button Central Administration Nintex Workflow Management LazyApproval Settings Add LazyApproval Phrase Use this page to create a LazyApproval term Phrase Outcome To edit or delete an existing phrase A I Like It Tags amp Notes Search this site P e Absopositively Approved cancel 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e Click the phrase hyperlink and make the changes required e Click the OK button to commit the changes Central Administration Nintex Workflow Management LazyApproval Settings Add LazyApproval Phrase Ilikelt Tags amp Use this page to create a LazyApproval term Notes Search this site 2 Phrase Absonegatively Outcome Rejected x a ee Managing Phrases to Ignore By creating a phrase to ignore the LazyApproval will discard email messages that contain the phrase in the subject line This is useful for out of office and automated replies that an approver may have If this is not configured when a 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 To create a phrase to ignore e Navigate to Central Administration e Inthe Quick Launch click on Nintex Workflow Mana
97. Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Decommission AD user General EA y ma 2A F Save Cancel Labels Common Variables Help Commit Settings Variables Help Active Directory Details LDAP Path Username Password Decommission User User Action Disable Delete Error Handling Options within this action Active Directory details LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Decommission user User The username SAMAccountName of the Active Directory entry Action Whether to disable or delete a user 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010
98. All rights reserved Nintex Confidential NINTEX YW Workflow2010 Drop down list containing available Lists at the selected site Include subfolders Specify whether to update items within subfolders by checking this option Filter The criteria that items in the list must match in order to be updated Use the Filter to specify the update rules e Select all list items Updates all items in the list e Select items only when the following is true e 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 e 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 X 1 101 Update User Profile This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server This workflow action will update the SharePoint user profile information of a user To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the de
99. Cancel Action Recurrence Labels Common Variables Help Commit Settings Variables Help Required Optional Ribbon Option Recurrence This section specifies the recurrence pattern None Daily Weekly Monthly or Yearly 2015 Nintex Global Ltd All rights reserved Nintex Confidential i J NINTEX RY Workflow201 AA O Configure action Create appointment General BAZ GBR amp O vl a Sf Save Cancel Action Attendees Labels Common Variables Help Commit Settings Variables Help Recurrence pattern None Daily Weekly Monthly Yearly 1 24 Create Audience This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft Office SharePoint Server This workflow action will create a new audience in the environment To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential F NINTEX YW Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a
100. 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 Date and time Default value Choose between None or Today s date Allow blank values Check this option to allow the column to be left empty Display format Choose between date and time or date only 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 List Select the list to lookup values from 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 Allow multiple values Check this option to return a collection of values if more than one item meets the lookup criteria o Yes No Default value Select either Yes or No as the default o Person or Group Show field Select the user account property to display Allow selection of Select either People a
101. Comments field is used to provide instructions or additional information to the user the task is being delegated to This text is appended to the Approval Required notification that is sent to the delegated user o When all settings are configured click the OK button e The task is now reassigned to the selected user Use this page to delegate to another person Learn more about delegation Delegate Select a user to delegate this task to John Smith g Es Comments Use this field to enter comments about I need your assistance in reviewing the why the task was delegated information within this document Coa Se Setting personal delegation preferences A user can delegate their tasks to another user for specified duration or may delegate their tasks due to absence within the organisation To set your personal preferences e Activate the drop down from the logged in user name link at the top of a page e Mouse over Nintex Workflow 2010 then click on Task Delegation 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 l My Site Open your personal homepage My Profile Be View and manage your profile k My Settings Update your user information regional settings and alerts Sign in as Different User Login with a different account Sign Out Logout of this site wv Nintex Workflow 2010 Nintex Workflow 2010 settings lf Manage Notification Preference
102. D The ID of the site in which the workflow is running e Site Name The title of the site in which the workflow item is located e Site Owners A semicolon delimited list of the usernames domain username of users in the site owners group e Start Date The date the item s workflow was started e Start Time The time the item s workflow was started e Tab The tab character e Task Description The text provided in the task description field for the task formatted for plain text e Task Description Html The text provided in the task description field for the task formatted for HTML e Task Name The text provided in the task name field for the task e Web Url The full URL of the site in which the workflow item is located e Workflow Instance ID The unique ID given to the running workflow instance Advanced e Workflow Log URL The URL where the status of the workflow can be viewed in textual form e Workflow Owner The user who published the workflow e Workflow Status URL The URL where the status of the workflow can be viewed e Workflow Title The title of the workflow The following references are available from within request approval notifications e Approval Url The URL in SharePoint where an approval for the item in the workflow can be made e 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
103. Data The Workflow Data source allows a workflow variable to be referenced Workflow Data l WorkflowDataVariable e Click the button to set the return type for the Workflow Data The Select return type dialog will appear Select return type Return type for WorkflowDataVariable As String Default v As String Default C l Choices Comma Delimited Description Text Display Name Display Names Semicolon Delimited Email Address Email Addresses Semicolon Delimited Login Name Login Names Semicolon Delimited Lookup Ids Comma Delimited Lookup Value as Text Lookup Values Comma Delimited Plain Text URL User Id Number User Ids Semicolon Delimited Select the Return type for the workflow data from the drop down provided When all settings have been made click the OK button 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX WY lt lt Workflow2010 List Lookup Lookup details Source Current item A Field Title B m The default source is set to use the current item All available properties that are defined for the Source will be
104. Description is a brief statement about the new list Added either manually or based on a dynamic element provided by Insert Reference W 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 Display on the Quick Launch of the parent site This option displays a link to the created list on the left hand navigation Quick Launch of the parent site 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 1 29 Create Site This action allows the creation of a site anywhere within the SharePoint environment using the workflow To use the workflow action e Locate the action in W
105. Double click the action s icon 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 29666666 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Set a condition General a pa e gt al A of Save Cancel Labels Common Variables Help Commit Settings Variables Help Condition If current item field equals value Name equals Value z Add condition Action Settings Condition There are twelve types of conditions that can be used here These are If current item field equals value This condition type evaluates if an individual field of the current item matches or compares to a certain value column Please note When configuring the workflow action the Where section is case sensitive e If any value equals value 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 This condition allows the use of two fields two workflow variables or two lookups to compare at runtime Please note When configuring the workflow action the Where section is case sensitive Title field contains keywords This condit
106. E Recent Places a Libraries Documents d Music E Pictures amp Videos Filename Template xsn Save as type InfoPath Workflow Form Template xsn Tools v Cancel Hide Folders A Once the publish back to Nintex Workflow has completed the published successfully message will appear F Microsoft InfoPath i Your form template was published successfully Lo Was this information helpful e Close InfoPath The Form type will be automatically changed to InfoPath The changes will take effect once the workflow is published 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 e remain a shared form or a separate instance of the form should be created 2015 Nintex Global Ltd All rights reserved Nintex Confidential 3 NINTEX RAV Workflow2010 x SW This action is using a form shared with other actions Would you like to edit a separate instance of the form a on e 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 e Clicking Cancel will edit the shared form Changes will affect this action and all other actions using this form Important note Nintex Workflow will auto
107. Edit Clipboard Font Edit the settings for the web part click the to activate the web part menu then click on Edit Web Part Minimize Close X Delete ED Edit Web Part Help A series of options will be shown to the right of the page that are specific to this web part 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XAV Workflow2o010 4 My workflow Tasks x Show tasks from Choose the scope from which to display items Current Site w Paging Items per page 10 Display F Prefer filenames F Show tas yr all users Show the Status column F Show the time elapsed since the item was created Display the user who initiated the workflow The time elapsed between changes in the status indicator relative to the Expected duration days hours minutes 0 o ells Item URL Item name URL Task display form Default sorting Sort column Workflow Ascending Web Part Settings My Workflow Tasks e 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 e Paging Set how many items are displayed on the page by the webpart e Display o Prefer filenames By default document titles are displayed in the web part If there is no
108. Gl Attach file Rich Text V Insert Reference v Options within the action Ribbon Option Action Collect data from 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 Note Although the People Picker field will allow multiple users to be added the first person added will be the only person notified and the only person who can approve the task If a group is added all will receive the notification but only one person will be able to respond This is because the workflow action will only create a single task and only one user will be able to respond to the task Also once one person responds to the task the task will be completed and the other user will not be able to provide input 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workflow201 RA O Select People and Groups To search for users click on the address book icon on the right Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup The configuration dialog allows the workflow designer to search for and or
109. Lync conversation 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 wit
110. Microsoft SharePoint Server This workflow action can be used to declare the current item as a record 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Note There are no Options to configure within this workflow action 1 33 Decommission AD User This topic applies to Nintex Workflow Enterprise Edition only This workflow action will disable or remove a user from an Active Directory store To use the workflow action e Locate the action in Workflow
111. N 12am Voo V Use date when action is executed Include time Years Value y 0 Months Value y 0 Days Value y 0 Hours Value y 0 Minutes Value y 0 Time is Local Store date in K k k Store ISO 8601 date string Options within the action Date The date to use as a base for the calculation can be e A specific date e A lookup from a variable or list e The current date The time period change will be applied to this date Timeframe The number of e years 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RSV Workflow2o10 e months e days e hours e minutes to add to the date The value can be e Manually entered e A lookup from a variable or list Note a negative value can be used for a subtraction operation For more information on lookups see Using Lookups 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 date time workflow variable in which to store the result of the calculation Store ISO 8601 Date string A text variable that contains the date in the XML friendly ISO 8601 format 1 7 Call web service The Call web service workflow action allows the workflow to make a call to a SOAP web service method To use the workflow action e Locate the action in Workflow Actions Toolbox located
112. NINTEX 22YV Workflow2o10 Nintex Workflow 2010 Help Last updated Friday May 08 2015 1 Workflow Actions 1 1 Action Set 1 2 Add User To AD Group 1 3 Assign Flexi Task 1 4 Assign To Do Task 1 5 Build String 1 6 Calculate Date 1 7 Call web service 1 8 Capture document set version 1 9 Change State 1 10 Check in item 1 11 Check Out Item 1 12 Collection Operation 1 13 Commit pending changes 1 14 Compile Audience 1 15 Complete Workflow Task 1 16 Convert Document 1 17 Convert Value 1 18 Copy item 1 19 Copy to file share 1 20 Copy to SharePoint 1 21 Create AD Group 1 22 Create AD User 1 23 Create appointment 1 24 Create Audience 1 25 Create CRM Record 1 26 Create item 1 27 Create item in another site 1 28 Create list 1 29 Create Site 1 30 Create Site Collection 1 31 Create task 1 32 Declare as record 1 33 Decommission AD User 1 34 Decommission Site Collection 1 35 Delegate Workflow Task 2015 Nintex Global Ltd All rights reserved Nintex Confidential RRK 1 36 Delete Disable CRM Record 1 37 Delete AD Group 1 38 Delete Audience 1 39 Delete drafts 1 40 Delete Item 1 41 Delete multiple items 1 42 Delete previous versions 1 43 Delete site 1 44 Discard check out 1 45 Enable Lync OCS 1 46 End workflow 1 47 Execute SQL 1 48 Filter 1 49 Find users by status 1 50 For Each 1 51 Get meeting suggestions 1 52 Get us
113. PDF e Document Specifies that the output file is an Open XML docx file e Document MacroEnabled Specifies that the output file is a macro enabled Open XML docm file e Document97 Specifies that the output file is a Word97 doc file e Template Specifies that the output file is an Open XML template dotx file e Template MacroEnabled Specifies that the output file is a macro enabled Open XML template dotm file e Template97 Specifies that the output file is a Word97 template dot file e MUHTML Specifies that the output file is an MHTML file e PDF Specifies that the output file is a PDF file e RTF Specifies that the output file is an RTF file e XML Specifies that the output file is a Word XML file e XPS Specifies that the output file is an XPS 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 e If the File type is Automatic and the extension is not specified in the Output URL the document will have no file type set 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e If the File type is Automatic and the extension specified in the
114. Point rich text tool bar e Plain Text is simply the text without any stylized formatting 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 Ribbon Option Not Required Notification Sent when the user no longer needs to respond to the task This can occur when e A task is assigned to multiple users but only one is required to respond e The workflow is terminated prior to the task being processed e An error occurs in the workflow at runtime 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Assign to do task General Hea wile S Save Cancel Action Task Notification Commit Settings 2 amp Reminders Escalation Labels Common Variables Variables Edit settings for All Assignees Y Delivery type Email User preference cc BCC From Importance Normal v Subject Response no longer required Attachments Rich Text v Add attachment Insert Reference 7 The following task no longer requires you to respond Click here to view the workflow status See above Ribbon Option Task Notification above for field descriptions Ribbon Option Reminders Optional notification Reminde
115. Required Reminders Escalation Labels Common Variables Help Notification Notification Commit Settings Variables Help Assignees Create individual tasks for all group members Allow delegation Vv Task description Insert Reference Task options All must respond First response applies Content type Use existing Create new Due Date Value Iv ie Store task IDs in Iv Item permissions Options within this action Ribbon Option Action 2015 Nintex Global Ltd All rights reserved Nintex Confidential XY Workflow2010 Assignees The Assignees list contains all users or groups that will be assigned the task when the workflow is runs Users can be e Entered directly using their username email address or full name and will be resolved where possible against the SharePoint user list or Active Directory e Search for users click on the address book icon on the right Select People and Groups To search for users click on the address book icon on the right Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup The configuration dialog allows the work
116. Save as Snippet dialog will be displayed e Inthe Name field provide a unique value to save the snippet e When completed in the Ribbon click Submit Save as Snippet Save As Snippet HH B Q Submit Cancel Help Commit Help Name Process Survey Request 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX X Workflow201 RA O To add a snippet to the worfklow e Inthe Workflow Actions Toolbox click on My snippets Workflow Actions gt FA FA my snippet Process Commonly used Integration Libraries and lists Logic and flow Operations Provisioning User defined actions User interaction My snippets e 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 workflow actions the snippet icon will not appear on the workflow canvas To delete a snippet e Locate the snippet in the Workflow Actions Toolbox and right click on the snippet itself e Inthe Context menu select the Delete option 5 26 Workflow start data Start data is data that must be collected when the workflow is started When a user starts the workflow they will be presented with a form
117. Save icon Click on Save as Template Site Actions Browse Nintex Workflow 2010 Eaiataseeasety A aA Save Publish New Open Close Print Import Export Workflow Settings zau Zoom 100 X X n m Out Save Import Export Settings View l H Save changes without publishing S Save As Snippet Save workflow to My snippets a Save As Template Save workflow to site collection template gallery Mananer Annroval In the Save as Template dialog o Name The title of the workflow template 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Save as Template Save As Template i E Q Submit Cancel Help Commit Help A Name Leave Request Language English gt Category New category e Category name Human Resources J Description Complete for all forms of leaving including holiday ili gt Deleting a workflow template Only an Administrator can delete workflow templates To delete a workflow template e Navigate to the Top Site level home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow group click on Wo
118. Schedule button to add a new Site Workflow schedule Create a new workflow schedule for a site workflow Workflow Select a workflow for this schedule Site Workflow 1 X Schedule Start Start time 7 01 2010 alsam eloo f Repeat Settings 1 Hours w Schedule End Date Eo AM 00 Number of repeats Indefinite et j 3 12 Set Title and Description for Reusable Workflow Template When creating a reusable workflow template the reusable workflow template can be associated to a specific content type 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workflow2010 Set Title amp Description Set workflow name H B Q Save Cancel Help Commit Help Title New Workflow Description Content type To associate a reusable workflow template e Save the reusable workflow template the Set Title amp Description dialog will appear e Inthe Set Title amp Description dialog the following options are available o Name The name of the workflow when listed in the SharePoint Workflow Settings page o Description The description 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 reusabl
119. SharePoint manner Ensure that users who require full access to the designer have Full Control set for their permissions Configuring Workflow Action Security Permissions for each workflow action can be configured in the Manage workflow actions page 4 17 Manage Context Data This page is used to manage context data that are available when designing Nintex Workflows Users can edit existing context data or create new custom context data and deploy them using this settings page To configure context data e Navigate to SharePoint Central Administration e Inthe Quick Launch click on Nintex Workflow Management click on Manage context data 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XAV Workflow2010 Display Name Description Type Assembly Field Type Add new Context Data Al tDataltems AllApproverComments Ni Comments Cul All Approver A Comments Html t f Approver Comments Add new Context Data To add a new Context Data item e Click the Add new Context Data link e Fill in the appropriate details for the Context Data and when completed click the OK button Default Display Name Default Description Context Data Type Namespace Classname The fully qualified name of the dass that provides the context data Context Data Assembly AssemblyName Version 1 0 0 0 Culture neutral PublickKeyToken 00000000 The fully qualified name of the assembly that contains a D
120. The Store data and Retrieve data workflow actions can be used to transfer values between workflow instances A workflow that is started by the Start workflow action can store a value with the Store data action and the parent workflow can later retrieve that value with the Retrieve data action and the value stored from the Store Instance ID in option Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 89 State Machine This workflow action provides a construct to define a number of states that the workflow can be in Each state contains actions that will execute when the workflow is in that state The workflow moves between states until it is instructed to end the state machine 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the require
121. The delegate task action starts counting down Friday morning and is configured to wait 1 day o A task delegation will be sent Saturday morning weekends are included in the count down e The delegate task action starts counting down Wednesday at 4pm and is configured to wait 4 hours o A task delegation 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XAV Workflow2o010 Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 e 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 e External email address Enter an external
122. Users Groups specify users and groups to have permissions to the current worklfow constant 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 6 Click OK Fields in the Add Workflow Constant dialog box The Add Workflow Constant dialog box contains the following fields This dialog box is accessed by administrators when adding workflow constants Field Description Name The name of the constant to display for insertion into the workflow action The data type of the workflow constant Select one of the following options e String A value used to replace the constant when the workflow is run e Number A numeric value used to replace the constant when the workflow is run e Date A date value used to replace the constant when the workflow is run e Credential Values for a username and password credential pair Use this constant type to provide workflow designers with access to external systems needed by workflows while keeping the actual values private Select one of the following options o User Supplied Credential Manually enter the following values for secure encrypted storage Note This option is available only when entry of manually defined credentials is enabled for the web farm Username The username value used to replace the Username part of the credential constant when the workflow is run If entering an AD username remember to include the Type domain Passwo
123. VA Workflow2010 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Set item permissions General H B 2A F F Save Cancel Labels Common Variables Help Commit Settings Variables Help Set permission on Current item Inherit permissions from parent No m Remove existing permissions Ea User permissions Users Permission Full Control dh Add user permission Options within the action Set permission on Select either the Current item that the workflow is running on or one of the available lists or libraries If selecting a library list or library location the Where selector will appear Inherit perm
124. W B Aa F amp gt O Save Cancel Labels Common Variables Run Help Now Commit Settings Variables Run Now Help XML source Current item z Output 1 x Process using XPath XPath Builder Insert Reference F Return results as Text Inner XML Outer XML Store result in e Add output Error handling Action Settings XML Source The XML source can be selected from these three options e 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 e URL A URL to the XML source to be processed A username and password can be specified when accessing the URL If no credentials are specified the request will be made anonymously e XML Direct XML entered in the configuration dialog Process using e None The resulting XML will not be processed This allows the reading of the XML file or source without processing 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e XPath Allows querying of XML to retrieve data from a node or node set Click on the XPath Builder button to use the XML browser to navigate the XML structure and select an element from the XML data Note If the XML source specified for the action is available and all tokens and references are replaced with actual run time values then the XPath Builder will use the XML source to display the XML stru
125. X Workflow2010 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 Note The Add button will appear when Other is selected 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 AD Fields to take note of e Country If selected this option correctly sets the 3 Active Directory properties c co and countryCode e 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 o Generate password If checked a random password will be automatically generated by the action If unchecked specify the password for the account in the New password textbox o Store generated password The automatically generated password can be stored in a text type workflow variable This can then be used in other actions e Manager If selected this value must be the sAMAccountName of an existing Active Directory account e 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 som
126. a Standard or Enterprise Edition license is required Note Administrators are able to manage which sites Nintex Workflow has been activated on and deactivate Nintex Workflow on sites that no longer require Nintex Workflow functionality Please contact our sales team if you need advice at sales nintex com Software Assurance Valid Software Assurance is required in order to update to the latest version of Nintex Workflow 4 7 Database settings The Database setup allows an Administrator to configure and manage the Nintex Workflow database settings To configure and manage the Nintex Workflow database settings e Navigate to the SharePoint Central Administration 2015 Nintex Global Ltd All rights reserved Nintex Confidential val 1 NINTEX XY Workflow2o010 e Inthe Quick Launch click on Nintex Workflow Management click on Database setup A Nintex Workflow Management Licensing Database setup Web Application activation Manage allowed actions Global settings LazyApproval settings Message templates Manage workflow constants iee Manage user defined actions Manage context data Manage reports Administration reports e These settings need to be configured second after the licensing but prior to other settings to allow Nintex to store its configuration settings Administrator Central Administration Nintex Workflow Management eF Nintex Workflow Database Setup z I Like It Tags amp Use this page to ma
127. a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Create appointment General Hirra z oy al 8B S A F xe O Save Cancel Attendees Recurrence Labels Common Variables Help Commit Settings Variables Help A Microsoft Exchange Connection Details Url https Exchange Server ews exchange asmx ti Username A Password Editor Mode Appointment Advanced Appointment Details For ES Start Date 2010 07 12T15 00 37 59 End Date 2010 07 12T15 30 37 tu Subject E3 Location Fa Body Insert Reference 7 Importance Normal Category E3 Reminder minutes Gi Private E Error Handling Options for this action Ribbon Option Action Microsoft Exchange connection details This action connects to Microsoft Exchange Server
128. access to this site Site Settings Access all settings for this site gE e Inthe Site Collection Administration group click on Site Collection Features 2015 Nintex Global Ltd All rights reserved Nintex Confidential S Site Collection E Administration Search settings Search scopes Search keywords FAST Search keywords FAST Search site promotion and demotion FAST Search user context Recycle bin Site collection features Site hierarchy Site collection audit settings Audit log reports Portal site connection Site collection policies e Inthe Nintex Workflow 2010 section click the Activate button a Nintex Workflow 2010 we P Activate Allow team sites in this site collection to utilize Nintex Workflow features Nintex Workflow 2010 InfoPath Forms Allows Nintex Workflow to use start forms and task forms designed with Microsoft Activate InfoPath 2010 Nintex Workflow 2010 Reporting Web Parts E ex Workflow Enterprise reporting web parts to be added to sites in this Activate Nintex Workflow 2010 Web Parts RA a Allows the Nintex Workflow web parts to be added to sites in this site collection e After a short delay the page will refresh and the status will become Active f Nintex Workflow 2010 A Allow team sites in this site collection to utilize Nintex Workflow features Nintex Workflow 2010 InfoPath Forms Allows Nintex Workflow to use start forms and task forms designed with Micr
129. 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 During business days only 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 e A reminder starts counting down Friday morning and is configured to wait 1 day the work week is defined as Monday to Friday e A reminder will be sent Monday morning weekends are not included in the count down During business hours only The During business hours only option specifies that only business hours are used in the count down Example 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 e 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 e A reminder will be sent at 1lam 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 e A reminder starts counting down Friday morning and is configured to wait 1 day o A reminder will be sent Saturday morning
130. add users to the Assignees list by one or more of the following methods e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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
131. ails Workflows View Workflow History Schedule Workflows Alert Me Send To gt EER FEE Manage Permissions Delete x i If no schedules have been defined before none will be shown To create a new Scheduled Workflow click the Add Schedule button Use this page to configure workflows to run automatically at a certain time Workflow Last Run Next Run Repeat Sequence Last Modified By Add Schedule Configure the workflow schedule for the item o Workflow Select an existing workflow from the drop down menu 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o10 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 gt Site Administration gt Regional settings section Public holidays and any other special occasions are set using the Site Settings gt Nintex Workflow gt 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
132. ake up to 15 minutes to take effect Restarting IIS will force the changes to take effect immediately Enable or disable LazyApproval via e mail Enable LazyApproval via e mail Determines whether workflow task actions can be configured to accept responses from Yes No users via an e mail reply The e mail alias will be used as the address that replies must be 7 7 sent to This will overwrite the Reply to address in e mail settings E mail alias LazyApproval mycompany com LazyApproval via instant message Note If the Enable or disable LazyApproval via instant message option is not available please ensure that Instant messaging settings have been configured in the Global Settings To configure LazyApproval via instant message e Inthe Enable LazyApproval via instant message option select Yes Central Administration Nintex Workflow Management LazyApproval Settings 3 J Use this page to manage the LazyApproval settings for this server farm I Like It Tags amp Notes Search this site P2 Note These changes can take up to 15 minutes to take effect Restarting IIS will force the changes to take effect immediately Enable or disable LazyApproval via e mail Enable LazyApproval via e mail Determines whether workflow task actions can be configured to accept responses from Yes No users via an e mail reply The e mail alias will be used as the address that replies must be 7 sent to This will overwrite the
133. alue from the drop down menu 2015 Nintex Global Ltd All rights reserved Nintex Confidential Y Workflow2010 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 e Inthe library select Library Settings e Inthe General Settings section click on the Versioning settings e Inthe Content Approval section select Yes e When all settings have been configured click the OK button Content Approval Specify whether new items or changes to existing items should remain in a Require content approval for submitted draft state until they have been approved Learn about requiring approval items Yes No 1 85 Set field value This workflow action updates one of the fields of the current item within the workflow To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the ac
134. ame A Password Query Insert Reference 7 Property to retrieve fes Add Advanced options Authentication type Default Ty Search scope Sub tree m Perform paged query m Error handling Capture errors No o E Store error occurrence in Please select Store error text in Please select Action Settings LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Query Select the LDAP query to run The query can be added manually or use the Inserting reference fields to include runtime values in the query Property to retrieve The property to retrieve for the item found More than one property may be retrieved To specify the property to retrieve 1 Enter the desired property in the Property to retrieve box 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 2 Click the Add button and the property will appear below the Property to retrieve 3 Specify a workflow variable to store the value of the property to be retrieved Advanced Options Authentication type Specify the method used to authenticate to the LDAP server Search scope Determines how the query should behave The default search scope is Sub tree Details of each scope are as follows e Base Limits the search to the base object the result contains the maximum of one object e One level Searches the immediate child objects of the base object excluding the base objec
135. ample 4 days and 4 minutes will be calculated as 96 24x4 hours and 4 minutes Time calculation 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Specifies whether or not hours outside the work week should be included when counting down to send a reminder During business days only 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 o 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 During business hours only The During business hours only option specifies that only business hours are used in the count down Example e 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 e 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 e The task is assigned Friday morning and is configured to wait day before sending a reminder e A reminder will be sent Saturday morning weekends are included in the countdown e The task is assigned Wednesday at 4pm an
136. ancel Labels Common Variables Commit Settings Variables Search scope All Sites Search for All of these words The exact phrase Any of these words None of these words Result type All Results Property restrictions Where the property Select a property 4 Add property restriction Search results Properties to return AboutMe AccountName AssignedTo E Author Options within this action 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 Search scope The search scope to use for the query 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
137. and select the location to be deleted e 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 lt URL name gt Override credentials 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 1 44 Discard check out This action discards the checked out status of a previously checked out document within the current site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double cli
138. 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 1 77 Send Receive Biztalk This topic applies to Nintex Workflow Enterprise Edition only 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to rev
139. ant to add the web part e Click on the Site Actions menu then click on Edit Page Site Actions E Browse gt Edit Page Edit the contents of this page EA pi Sync to SharePoint Workspace gt Create a synchronized copy of this site on your computer Net New Page Create a page you can customize e Click within the Rich Content area where the web part is to be inserted e Inthe Ribbon click on the Insert tab then click on Web Part 2015 Nintex Global Ltd All rights reserved Nintex Confidential Site Actions J Browse Page aae Emm Table Picture Link Upload Existing New X File List List Tables Media Links Web Parts In the Categories section click on Nintex Workflow 2010 In the Web Parts section click on the Workflows I ve Started Click the Add button Categories Web Parts About the Web Part Media and Content a My Workflow Tasks Workflows I ve Started Gai My Information J i Workflow Chart Viewer View the status of workflows initiated E Navigation E Workflow Report Viewer by the current user C Nintex Workflow 2010 B Workflows I ve Started Office Client Applications Sj People Search Ga Social Collaboration Miscellaneous K eed oe Eat x Add Web Part to Rich Content cans The page will reload with the web part in place Workflows I ve Started H Item Workflow Initiated Idle for Completed Current action June 2010 docx Financial Reports 7 6 2010 9
140. are Domain local Global or Universal Group type Specify the type of group to be created Available options are Security or Distribution Group name The name of the group to be created E g Testers 2015 Nintex Global Ltd All rights reserved Nintex Confidential YW Workflow2010 1 22 Create AD User This topic applies to Nintex Workflow Enterprise Edition only This workflow action will create an Active Directory user account in the specified LDAP location To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Create AD user General ld B A2 F a O Save Cancel Labels Common Variables Help Commit Settings Variables Help Where the ac
141. are available e Farm support packages e Workflow support packages Each support package type contains the following information Farm Workflow Information support support package package SharePoint x x farm Nintex b 2 X configuration ULS logs X X Workflow X instance Support package contents The contents of a support package depends on the support package type SharePoint farm information The SharePoint farm information contains the following data e SharePoint database information e Email configuration including incoming and outgoing 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e Alternate access mapping information e Servers within the farm e SharePoint products installed including patch levels e SharePoint services status e Farm feature status e Farm solutions installed and deployment status Nintex configuration information The Nintex configuration information contains the following data e Nintex Workflow global settings information e LazyApproval Settings e Nintex database configuration and mapping information e Nintex Live information e Nintex Form information e Nintex workflow for Project Server information e Nintex license information ULS log information The ULS log information contains a time bound extract of the farm ULS Logs for each server within the farm as logged via SharePoint e For farm support packages the extract covers the last hour
142. arl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list 2015 Nintex Global Ltd All rights reserved Nintex Confidential oe NINTEX S Workflow2o10 To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options for this action Dynamics CRM Version The endpoint version of the Microsoft Dynamics CRM server to connect to Server URL The URL of the CRM server to connect to Organization name The Organisation located within CRM Credentials The credentials used to connect to the CRM server and organization Attributes To Return The results returned can either be in XML or individual attributes can be specified and stored in a workflow variable Entity The type of entity to be queried Return as e XML The returned results are structured as XML and all attributes of the primary entity will be returned for each record retrieved e Variable Each specified attribute will be returned and can be stored in a workflow variable Filters 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX pe XYYV Workflow2010 Where there is Used to speci
143. ask Notification above for additional field descriptions Ribbon Option Escalation Escalation is optional there are two possible escalation paths e Delegate task will re assign all pending tasks to the nominated user after the specified time e 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 e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Assign to do task General He wo amp Save Cancel Action Task Not Required Reminders Labels Common Variables Help Notification Notification Commit Settings Variables Help Escalation type Delegate task Delegate task Complete task Time to escalation Days lo Hours 0 Mins O Time calculation E During business days only E During business hours only Delegate to Comments Insert Reference See Ribbon Option Reminders above for additional field descriptions 1 5 Build String This action allows the workflow to perform basic string concatenations for use within other actions at runtime To use the workflow action e Locate the action in Workflow Actions Toolbox located on the l
144. at content type a Add a workflow a Remove a workflow a View workflow reports e Inthe Remove workflows page select the Remove radio button to the right of the workflow title to remove it Note When removing a workflow it is not removed from the system only from the list of workflows available to users published workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 Workflows Workflow Instances Allow No New Instances Remove Specify workflows to remove from this Financial Reports 1 s B document library You can optionally EN a let currently running workfiows finish Notification Workflow 0 e When all settings have been made click the OK button to commit the changes 5 14 Opening and saving workflows This help topic describes how to open and save workflows For information about making a workflow available to users in libraries and lists please refer to the Publishing a workflow Opening a workflow There are two ways to open an existing workflow 1 Using Workflow Designer e While in the Workflow Designer window click the Open button on the ribbon toolbar Site Actions S Browse Nintex Workflow 2010 P TAN C1 A Tad 7 EA a g A e Ea dz PA 2 hi W ley sa G ae TE i a A Q Rae Save Publish New Open Close Print Import Export Workflow Settings Zoom Zoom 100 In Out aa X X X File Import Export Settings View e The Open Workflow dial
145. ated on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options within the action There are no mandatory fields to complete in this workflow action 2015 Nintex Global Ltd All rights reserved Nintex Confidential _ NINTEX RS Workflow2010 A message can be added to be logged into the history list For details on the SharePoint History List please refer to SharePoint Help Pages 1 47 Execute SQL This action is for advanced users and allows the workflow to run a SQL command To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse
146. ati Optional data made ible th de bj Note You must reset IIS for these changes to take effect OK J Cancel Edit Delete Context Data To edit an existing item e Click on the Context Data Display Name link in the Manage Context Data screen e Make the changes required for the Context Data and when completed click the OK button Note If other languages are available in the SharePoint environment the Display Name and Description for the Context Data can be set for a specific language Click on the Edit Display Name and Description for other languages link to edit the details for other languages To delete an existing item 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e Click on the Context Data Display Name link in the Manage Context Data screen e Click the Delete button Edit Display Name and Description for other languages Default Display Name All Approver Comment ts Default Description All comments made by all approvers in all task actions that have run in the workflow Context Data Type Nintex Workflow ContextDataltems AllApproverComments The fully qualified name of the dass that provides the context data Context Data Assembly Nintex Workflow Version 1 0 0 0 Culture neutral PublicKeyToken 913f6bae0caSae12 The fully qualified name of the assembly that contains the context data type Data Optional data mac context data object Note You must reset IIS for
147. ation Troubleshooting Action not executing 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflew2c10 The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 104 Wait for check out status change This workflow action can be used to pause the current workflow on a document and wait for the check out status to change before proceeding To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Wait for check out status
148. aving all 3 checkboxes unchecked will remove all options The only valid multiple selection is User cannot change password AND Password never expires e Other Allows a property that is not available in the list to be specified 1 97 Update CRM record This topic applies to Nintex Workflow Enterprise Edition only This workflow action will update a record in Microsoft Dynamics CRM v4 0 and Microsoft Dynamics CRM 2011 or later This action does not support connections with Microsoft Dynamics CRM Online A record can be updated for any entity including custom entities To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options for this action Dynamic
149. ay information about the item the task is for 3 7 Managing Workflow Change Approval When the Workflow Change Approval is enabled on a site all workflows will need to be approved before the workflow can be used The workflow status page displays the workflows that are currently awaiting approval have been approved cancelled and errored Approvals in process Name Started by Started Idle time Status Log History Workflow Administrator 4 In progress Simple Approval Workflow Administrator 5 In progress Completed approvals Name Started by Started Completed Status Financial Reports Administrator 11 9 2010 10 16 AM 11 9 2010 10 17 AM Completed Cancelled amp Errored approvals Name Started by Started Ended Status When new and existing workflows are published the workflow must be approved by the assigned Approvers group before it can be used on items If the workflow is started on an item before the latest version is approved the current live version most recently approved of the workflow will still be used To view the changes made to the workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential p NINTEX RA Workflow2010 e Navigate to the View approvals in progress in the Workflow Change Approval page e Click on the Name of the workflow To approve or reject the changes to the workflow e Navigate to the View approvals in progress in the Workflow Change Approval page e I
150. base Name and Authentication Database Server Note Nintex Workflow 2010 cannot connect to a Windows Internal Database that is used by stand alone SharePoint installations WF2010 1 Use of Windows authentication is strongly recommended To use SQL authentication Database Name specify the credentials which will be used to connect to the database Note You must reset IIS for these changes to take effect NW2010DB2 Connect to an existing database Database authentication Windows Authentication recommended SQL Authentication Account Password To change the Configuration Database e On the Nintex Workflow Database Setup page click on the Edit button e Make the changes required e When all settings are configured click the OK button Content Databases At runtime each workflow requires a content database Hence at minimum Nintex Workflow requires at least one content database to be configured Content Databases Content Database Connection String WF2010 1 Data Source WF2010 1 Initial Catalog NW2010DB2 Integrated Security True User ID Password Add content database View database mappings Manage database mappings 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 For either option the properties of the connection string need to be configured These being the
151. behaviour e Select Enabled radio button e Workflow name The name of the change approval workflow that will be created e Approvers group Choose the SharePoint security group that will be requested to Approve Reject the changes when a workflow is modified e Resubmit behaviour Specify the behavior when a workflow is resubmitted before the current change approval process has completed Modify workflow change approval behavior Enable or disable workflow modification approval process pa Enabled Disabled Workflow name Workflow change approval Approvers group Resubmit behavior Continue existing approval X Any existing approval process will now be used to approve the latest version n Cancel 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LAX Workflow2010 Modify workflow change approval behavior 3 View approvals in progress Edit workflow Assign Flexi task da Reject Approve Send a notification Publish Workflow a 3 22 Workflows I have started web part Use the Workflows I ve started web part to display a list of workflows that have been started by the user that is currently logged in on a page within a site To use the Workflows I ve Started web part e Navigate to the page of the site to which you w
152. ble with the Request Approval Request Data Request Review and Assign Flexi Task workflow actions There are two LazyApproval methods that can be enabled for Nintex Workflow e LazyApproval via email Workflow tasks actions can be configured to accept responses from users via an email reply e LazyApproval via OCS Lync Workflow task actions can be configured to accept responses via an automated OCS or Lync conversation Not all workflow actions support both methods LazyApproval via email is supported by the workflow actions that have been mentioned above LazyApproval via OCS Lync is only supported by the Request Approval Request Review and Assign Flexi Task workflow actions At the time of configuring the workflow action the designer needs to check the box Allow LazyApproval Edit settings for All Approvers x Allow delegation Allow LazyApproval V applicable with e mail and IM delivery Delivery type Email IM User preference None Ce wy From ES Importance Normal iz Subject Approval Required B bi Attachments Attach file from workflow 4 Add attachment When LazyApproval via email 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 2015 Nintex Global Ltd All rights reserved Nintex Confide
153. 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 There are two ways to create a snippet 1 To save an entire workflow as a snippet e Inthe Nintex Workflow Designer Ribbon below the Save expand the available options by clicking e Click on Save as Snippet Note This will save the entire workflow as a snippet Site Actions Browse Nintex Workflow 2010 a coh e Ew Toft N E 4 A F ma a amp eR Q X ad Gt a oE le ra QR A A Save Publish New Open Close Print Import Export Workflow Settings Zoom 100 n Out Ea Save Import Export Settings View H Save changes without publishing Save workflow to My snippets Save As Template r a Save workflow to site collection template gallery Accounting Annraval 2 To save an Action Set action as a snippet e Inthe Action Set action click on the title bar e Inthe menu presented click on Save as Snippet 2015 Nintex Global Ltd All rights reserved Nintex Confidential 5 NINTEX WY Note This will save the workflow action including its nested workflow actions as a snippet Process Survey Request X Configure Save as Snippet Copy Delete ox glg Minimize Set variable i Send survey email Le In both ways when a snippet is saved the
154. canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Update AD user General ld B Aa amp O Save Cancel Commit Labels Common Variables Help Variables Help Where the account is located LDAP path Account to update sAMAccountName AD fields to update Fields Country LDAP mycompany demo edu CN Users DC mycom Gd zp Username AD Credentials a Password sAMAccountNameUser Please select x Select a country Manager Department Email Error handling Options within this action Where the account is located LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Account to update sAMAccountName The username SAMAccountName of the Active Directory entry AD Fields to update Fields 2015 Nintex Global Ltd All rights reserved Nintex Confidential S
155. ccurs in the workflow at runtime The notifications inherit default messages which can be edited by an Administrator For more information please refer to the Defining message templates 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Request approval General He tiwteia2abke amp O Save Cancel Action Task Edit Task Labels Common Variables Help ome Commit Settings _ Variables Help Edit settings for All Approvers Y Delivery type Email C User preference C None cc BCC From Importance Normal v Subject Approval No Longer Required Attachments 4b Add attachment Rich Text v Insert Reference The following item no longer requires your approval Context Item Display Name Click here to view the workflow status See above Ribbon Option Task Notification above for field descriptions Custom approval forms 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 1 71 Request Data 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 for the task to be completed before continuing the execution Once t
156. change General al Ae gt Save Cancel Labels Common Variables Help Commit Settings Variables Help Wait for document to be ee Checked in Unlocked by document editor Discarded Options in this action Wait for document to be Select the Check out state that should be monitored for change e Checked out When the document is checked out e Checked in When the document is checked in e Unlocked by document editor When the document is no longer being edited in an editor e Discarded When the document s checked out status is discarded 1 105 Web Request This workflow action performs an HTTP request to a URL It can be used to perform a variety of HTTP operations To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential J NINTEX XYW Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information
157. ciated e 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 e Inline Functions Allows for additional processing to be done on a text or value Refer to Inline functions for more information e 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 Common Lookup References The following are references available in the Common tab e All Approver Comments All comments made by all approvers in all task actions that have run in the workflow e All Approver Comments Html All comments made by all approvers in all task actions that have run in the workflow formatted for HTML e 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 e 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 e Current Date The current date e Current Time The current time e Document Checked Out to User The usernam
158. ck the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential gt NINTEX XY Workflow201 oF O Configure action Discard check out General a p e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Discard check out from Shared Documents Where Name Equals value A Value Workflow Data List Lookup Workflow Context Options within the action Discard check out from Select either the Current item that the workflow is running on or one of the available libraries If selecting a library location the Where selector will appear 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential XYW Workflow2010 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit
159. 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 Escape reference values for use in strings 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 default result Returns the result of a SQL select query 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 a variable that is not a collection is selected only the first record will be stored If multiple columns are returned only the value of the first column will be stored Specify column names Use this option to store the result of specific column name that is returned from a SQL select query To specify the column 1 Inthe Column to retrieve enter the name of the column 2 Click the Add button and the property will appear below the Column to retrieve box 3 Specify a workflow variable to store the values of the column to be retrieved Note If a variable that is not a collection is selected only the first result will be
160. 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 The content type is only updated when the workflow is published Publish task edit form 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 Only show fields with variables assigned 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 o
161. cope The search query only searches against the service title and description Searches do not include the comments made for the services Rating and Commenting 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 In the Catalog ratings and comments of services made by users within the organization or from outside the organization may be displayed The displaying of the rating and comments is set at an administration level Users browsing the Catalog would be able to e View ratings and comments of a service e Post ratings and comments for a service To view the rating and comments of a service Click on the Show most recent ratings and comments link for the service This will display the three most recent rating and comments that have been made for the service The View all ratings and comments displays all the ratings and comments of the service including any ratings and comments made about the previous version s of the service When posting a rating and comment the user s domain username will be displayed with the rating and comments made when it is viewed by users within the organization The option to put an Alias will be available if ratings and comments have been set to all Nintex Live users includes users outside the organization To post a rating and comment for a service Click on the Rate and comment link for the service e Rating The rating for the service A rating of at least
162. count will be created LDAP Path Username Password New Account details sAMAccountName Common Name Display Name Given Name Last Name Email BEEEEEE Manager New account password Generate password New password Options within this action Where the account will be created To configure the LDAP Path refer to the LDAP Picker for more information New Account Details 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 User Principal Name 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 The display name of the principal user If this field is left blank it will default to the value of sAMAAccountName domain com Display Name The display name of the new account Given Name The given name of the new account Last Name The surname or last name of the new account Email The email address of the new account Manager The manager of the new account The value entered must be the sAMAccountName of the manager in the Active Directory New Account Password The password of the new account Use this drop down option to set password information correctly The New Account Password option provides t
163. ct People and Groups To search for users click on the address book icon on the right 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX S Workflow2o010 Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field e Click the title bar to expand or collapse each option Start after The beginning of the time span for the proposed meeting End by The end of the time span for the meeting suggestion Meeting duration minutes 2015 Nintex Global Ltd All rights reserved Nintex Confidential oe NINTEX 3 Workflow
164. ction e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential X Workflow2010 Assign Flexi task z a Reject 7 Approve D9CCCCEE Configure Action Assign Flexi task General Hemlweeaeage zee eG oe a Tea E agf Save Cancel Task Not Required Reminders Escalation Edit Task Labels Common Variables Help Notification Notification Form v Commit Settings Variables Help Assignees w A Create individual tasks for all group members Allow delegation Task description Insert Reference Outcomes GA Approve X EA Reject X Add outcome Behaviour First response applies O Majority decides Majority must choose a specific outcome OAIll must agree All must agree on a specific outcome Store outcome in Iv Store outcome achieved in Iv Task name Workflow task wi Task content type Nintex Workflow Multi Outcome Task iv Priority 2 Normal 55 Due Date Value Lv al af Options within this action Ribbon Option Action Assignees 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 The assignees list contain
165. cture within the XML browser Otherwise sample XML data will need to be provided in order to select the node using the XML browser Note The expression must return a node set If the XML includes an explicit default namespace then defaultNS must be used as the prefix when selecting nodes in that namespace e XSLT Allows the transformation of XML Return results as Return the results of the query as text Inner XML or Outer XML Store Result Use the drop down to specify where the resulting text should be stored More than one output value may be entered To specify additional output select Add output and fill in the required information 1 67 Read Document This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server This workflow action can be used to retrieve a value from a content control within a Word document and store the value in a workflow variable PLEASE NOTE The Word document must be in the docx format either Word 2007 or Word 2010 Files in the format doc cannot save content controls it converts them to static content To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl m
166. cus of the Catalog e Browse Lists all the services that are available e What s new Lists services that have been released in the last 7 days e Search Provides the ability to search for services using advanced options Sorting The services can be sorted in ascending or descending order by the following e Title The title of the service e Release date The date that the service was published If a new version of the service is published the release date will reflect the new published date e Rating The average rating of the service that has been given by a users within the organization or by all Nintex Live users This is dependent on the ratings and comments that have been set in the Catalog settings Filtering The filter option narrows down the list of services that are displayed in the Catalog e Category The category of the service e Price The cost to use the service A service can either be free paid or have a trial available e Service scope The scope of the service in relation to the region it may be useful for i e a service which may only be useful in Australia will be listed as Region specific This however does not restrict the usage of the service from users outside of Australia e Minimum rating The minimum average rating of a service Searching To search for services use the search box located on the top right of the Catalog or use the Search tab which provides advanced options to narrow down the search s
167. d e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Note There are no Options to configure within this workflow action 1 40 Delete Item This workflow action deletes a list item in a list within the current site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on
168. d reports Hide from workflow status 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 To configure the Common settings 1 In the workflow action left click the title bar and select Configure from the drop down menu options 2 Inthe Configure action dialog within the Ribbon click on Common The following options will be presented 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 ia 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 st
169. d action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Note The State machine workflow action cannot be copied 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action State machine General Save Cancel Labels Common Variables Commit Settings Variables Choose the state that this state State 1 machine will start in Enter the possible states for this state machine State 1 State 2 State 3 dP Add state Action Settings 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 i
170. d disallow access to the services available in Nintex Live These settings apply to all the SharePoint farms of the organization using Nintex Live Private services are specific services that are provided from a specific service provider to a company Public services are services that are available to all companies The Always make new services from this service provider available checkbox will automatically select any new private services added by the service provider and make them available in the Catalog New public services are automatically selected by default when they re made available by a service provider When a service is allowed e The service will be displayed in the Nintex Live Catalog via the Catalog workflow designers will be able to add services into the workflow action toolbox for use in workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RSV Workflow2o10 When a service is disallowed e The service will not be displayed in the Catalog e If the service is being used in a workflow when the workflow reaches the step that uses that service workflow action it will not be allowed to access Nintex Live and an error will occur e The serivce workflow action will still be available in the workflow action toolbox and workflow designers will still be able to add them to workflows Note Disallowing a service will only disable the service from making requests to Nintex Live T
171. d is configured to wait 4 hours before sending a reminder e A reminder will be sent at 8pm on Wednesday after business hours are included in the countdown 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Public holidays and any other special occasions are set using the Site Settings gt Nintex Workflow gt Manage Holidays page See Ribbon Option Task Notification above for additional field descriptions Ribbon Option Escalation Escalation is optional there are two possible escalation paths e Delegate task will re assign all pending tasks to the nominated user after the specified time e 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 e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XA Workflow2010 Configure Action Request data General Haa w E wM argv amp O Save Cancel Action Task Not Required Reminders Edit Task Labels Common Variables Help Notification Notification omy Commit Settings Variables Help Escalation type Delegate task Delegate task Complete task Time to escalation paelo Hours 0 Mins O
172. d to select an element in the XML structure If the XML source specified for the action is available and all tokens and references are replaced with actual run time values then the XPath Builder will use the XML source to display the XML structure within the XML Browser If the XML source specified for the action is not available the XML data that is required to generate the Tree View in the XML Browser must be provided manually Use the XML Source button in the Ribbon to provide sample XML data This will provide the XML data required to populate the Tree View Sample XML data can be entered by e Typing the XML data into the text box e Select Import XML and upload a file or URL to populate the text box Note If the workflow is being designed on an InfoPath form library the XML Browser will load the InfoPath form template that has been uploaded to the form library in the Tree View if the action s XML source selected is Current item To select the node to be used within the action 1 Once the sample XML is available select Tree View in the Ribbon 2 Expand the nodes to select the element or attribute 3 Click Apply in the Ribbon 2015 Nintex Global Ltd All rights reserved Nintex Confidential
173. dded 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential lorkflow Print Windows Ini NOTE For optimal printing results please apply the following setting Within Internet Explorer select Internet Options from the Tools menu then choose the Advanced tab Within the settings area scroll down to the Printing section and ensure Print background colors and images is checked Workflow Name Set a condition Workflow Type List workflow Site URL http List Name Shared Documents Version 1 0 Last modified at 11 50 AM by Administrator Status Published 1 Set a variable i 2 Set a condition No Y Yes set variable V Text to equal Hello e Check In Comment field on the current item equals test Click the Print icon on the page to launch the browser s standard print functions 5 16 Publishing a workflow Before a workflow becomes available to users within SharePoint lists and libraries it must be published To publish a workflow e Click the Publish button on the main Ribbon toolbar e The application will then validate the workflow and publish it Note the workflow is automatically saved before it is published so it is not necessary to Save and then Publish a workflow 2015 Nintex Global Ltd All r
174. dential LX Workflow2010 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 User Profiles The User Profiles source allows a reference to be made to a user profile property of the specified Account Name When User Profiles is selected additional options are provided where the Source and Account Name value will need to be set The Source is the value that will be retrieved based on the value of the Account Name All available user profile properties will be listed in the Source field E g John Smith has the Account Name of jsmith The following example will return John Smith s department value specified in his SharePoint user profile property User Profiles User Profile details Source Department When Account Name Equals Value DOMAIN jsmith ga User Profile lookups are only available in enviroments that have Microsoft SharePoint Server 2010 and not available in Microsoft SharePoint Foundation 2010 Workflow Constant The Workfl
175. ditional 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 1 93 Task reminder This workflow action will send notifications to the approvers or reviewers of an outstanding task This allows for reminder scenarios as seen below 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more informat
176. dminWeb a 3f 9eeb NintexWorkflowLiveSite ee E f 4bb5 aaab NintexWorkflow Web sles eae a 9399 NintexWorkflowWebParts sui roan 7 4b91 a369 4 3 Monitoring workflow errors You can monitor error containing workflows on the site using Nintex Workflow Support Console 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Work X OW2010 To access Nintex Workflow Support Console 1 On the Central Administration Home page click Nintex Workflow Management 2 Click Support Console To view a list of workflow errors on another content database e In the Workflow Errors section select the content database from the Content database drop down list To view a workflow containing errors e Inthe Workflow Name column click the linked workflow To access the site for the workflow e Inthe Site URL column click the linked site Related topics Creating support packages Support packages 4 4 Preventing excessive looping iterations Excessive looping iterations can occur when a loop is configured to run for many iterations without a pause or when the environment variables or business logic conditions cause workflows to iterate through actions indefinitely or for a great number of times This occurrence can reduce performance and starve other workflows of resources The following farm wide settings are available to help prevent excessive looping iterations and thus safeguard performance
177. 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 o Display the user who initiated the workflow Displays the user who initiated the workflow e Item name URL Specifies where the user is direct to when they click on the list item name in the web part o Task display form Directs to the view page of the task item Please note The default view form for Request approval Request review and Assign a Flexi task has the same behavior as the edit form o Task edit form Directs to the edit page of the task o Item display URL Directs to the item that the ta
178. docx Add content control values The content controls to update within the document Expand the section and select Add content control value to specify a content control Note Be aware of the following when specifying a content control title to update 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e 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 e 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 e The Current item OR e Output URL o Inthe 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 Inthe Overwrite existing item checkbox select to overwrite if a file already exists in the specified Output URL field 1 99 Update item This workflow action allows multiple fields in an item to be changed To us
179. drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Start workflow General h B Save Cancel A Labels Common Variables Help Commit Settings Variables Help Workflow to start Select a workflow x Start immediately Schedule Wait for the workflow to complete before continuing Do not start the workflow if it is already running Store instance ID in x Options within the action 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 wil
180. e 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RY I SV Workflow2010 e Evaluate any inline functions in the action when the run now is executed Note The replacements and changes made to parameter values used in the Run Now is only temporary these parameter values are not saved to the action once the Run Now dialog is closed Parameters The parameters will reflect the available configuration settings of the action the Run Now dialog is launched from Test connection This will verify that the connection details to an external system are correct This option appears on selected Run Now dialogs depending on the action it is launched from Result Displays the output of the action once the Run Now has been executed Some actions with Run Now interact with data or systems outside of the workflow By default the Run Now feature is allowed on all sites that do not have workflow change approval enabled To change the Run Now preferences 1 Navigate to Central Administration click on Nintex Workflow Management Click on Global settings 3 Locate Allow Run now on actions that interact with external data and make the desired change 4 Click OK Actions that support Run Now and only operate on workflow context data will always have the Run Now feature available 5 18 Set action labels The text displayed around an activity can be configured Adding labels to a workflow action provides a user
181. e If Enable Silverlight is checked ensure that users have Microsoft Silverlight installed in order to view the Workflow Charts Chart Settings Configure chart display settings Select chart type Display Settings Width Height ii 240 px Display style an Enable Silverlight S Show chart animations v Multi series display Uana Group labels by Column v Color settings Line color 0074D5 Legend settings Show chart legend Save Cancel Columns used in the chart display e Click on the Configure Columns used link to select which columns are to be shown in the chart By default all columns are included e Select a column in the Shown section and click on to remove from the Chart display e Select a column in the Hidden section and click on to shown in the Chart display e When all settings are configured click the Save button Note The first column displayed in the list becomes the x axis value The remaining columns become the y axis For example To chart the number of tasks for each approver add the Approver column as the first column and place the numerical value columns below the Approver column 2015 Nintex Global Ltd All rights reserved Nintex Confidential VA Workflow2o10 Select the columns to display Shown Hidden SiteID WebID WorkflowID Workflow Instance Workflow Name Initiator pun Start Time i End Time Duration Expected Duration
182. e domain username of the user who has the item that the workflow is running on checked out Applies to libraries only e Initiator The username domain username who caused the item to be entered into the workflow e Initiator s Display Name The display name of user who caused the item to be entered into the workflow e 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 e Item Display Name The display name of the item on which the workflow is running e Item URL The URL of the item in workflow e Last Task Respondent The username domain username of the user who last registered a response to a task e Last Task Respondent Display Name The display name of the user who last registered a response to a task e List ID The unique ID of the list containing the item in workflow Advanced 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e List Name The name of the list in which the workflow item is located e Manager The username domain username of the workflow initiator s manager if configured in Active Directory e Manager s Display Name The display name of the workflow initiator s manager if configured in Active Directory e New Line The new line character e Site Collection ID The ID of the site collection in which the workflow is running e Site I
183. e variable will be set to Yes if an error occurred and No if the action execution completed Store error text in 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 Note The Store error occurence in and Store error text in workflow variables will not be modified if Capture Errors is set to No 5 7 Importing and exporting workflows Nintex workflows can be imported and exported to the local file system as nwf files This can be used to copy workflows from one server to another or other file transfer scenarios 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 e Click the Export button e 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 G File Download Do you want to save this file or find a program online to open it Name Set_a_condition nwf Type Unknown File Type 17 7KB From wf2010 1 ind see Coe While files from the Intemet can be useful some files can potentially Q ham your computer If you do not trust the source do not find a program to ope
184. e For workflow support packages the extract covers the duration of the workflow up to a maximum of five minutes The level of detail in the ULS logs is determined by the farm logging configuration in SharePoint Workflow instance information The workflow instance information contains the following data e The workflow design as exported from the designer the nwf file e The workflow history for the specific workflow instance e The compiled workflow code as used by the workflow engine e Verbose logging information if that feature is enabled within Nintex Workflow Related topics 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 Monitoring workflow errors Creating support packages 4 2 SharePoint IDs for Nintex Features Error messages displayed in SharePoint may reference identifiers for Nintex features Following is the list of Nintex SharePoint feature IDs for Nintex Workflow 2010 Note Some features are hidden Contact Support if you have further questions Nintex SharePoint Feature ID NintexLiveAdminLinks pate o NintexWorkflow en Picea NintexWorkflowAdmin 4 ae oa a549 NintexWorkflowClaimsMigration ee 4b 1b 9f6a NintexWorkflowContentTypeUpgrade era eine d 41b4 bfdd NintexWorkflowEnterpriseAdmin a ae Ga 99 11 NintexWorkflowEnterpriseWeb zine 403d b155 NintexWorkflowEnterpriseWebParts r A se a 82 NintexWorkflowInfoPath eae ee 3 11df af9f NintexWorkflowLiveA
185. e assignees to use LazyApproval Lazy Approval means that a task response can be registered when the assignee replies to a notification email or an automated OCS Lync conversation In a Request Review action the users response will be used for the task comments Delivery type CC BCC From Delivery type is the method of delivering the notification to the recipients 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 If Allow LazyApproval is checked and Delivery type selected is IM The option Send a conversation request to confirm if the user is available to respond will be available Checking this option will ask the assignee if they are available to respond if the assignee responds with No the Delivery type will be switched to Email and the assignee will receive a notification email instead If at anytime the assignee does not respond within 5 minutes to the automated OCS or Lync conversation the conversation will end and a notification email to complete the tasks will be sent instead 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 Wto open the Select People and Groups configuration dialog The BCC field sets read only users who will receive the email BCC recipitants are not able to re
186. e changed from the default e History list As the workflow progresses each step within the workflow is recorded in the SharePoint workflow history list This option allows a history list that has been enabled for Nintex Workflow to be selected Please refer to Managing workflow history lists e Form type Specify if the start form to be used is the default custom or InfoPath form Ribbon menu buttons e Variables Create workflow variables and start data Please refer to Workflow variables e Association Columns Specify site columns that will be associated with this workflow Please refer to Association columns 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 e 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 5 25 Workflow Snippets 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
187. e created available for list and library workflows only When a library or list item is created or uploaded all workflows in the library or list with this option enabled will start o Conditional available for list workflows only Displays the Conditions button to define conditions for starting the workflow conditional start configuration This button displays the Conditional Startup Options dialog box which contains 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 settings for defining one or more conditions based on field operator and value or field e Start when items are modified available for list and library workflows only 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 o Conditional Displays the Conditions button to define conditions for starting the workflow conditional start configuration This button displays the Conditional Startup Options dialog box which contains settings for defining one or more conditions based on field operator and value or field e Enable verbose logging When this setting is checked verbose information is available for the workflow Please refer to Verbose logging e Publish without validation Advanced option Specifies that a validation step is skipped when the workflow is published Not validating the workflow is not recommended
188. e deletion of a site anywhere within the SharePoint environment To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XA Workflow2010 Configure action Delete site General al Z Save Cancel Labels Common Variables Help Commit _ Settings _ Variables Help Parent site Select a parent site p Enter a URL Select team site URL name Override credentials Credentials Username Password Error Handling Options for this action Parent site The Parent site is the site that will contain the site to be deleted e Select a parent site enables a site picker Select a team site to navigate through the portal structure
189. e 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Convert value General ld B Aa i O Save Cancel Labels Common Variables Help Commit Settings Variables Help Input Fn SubString CompleteOrder1D 0 4 a Store result in OrderNumber E l Advanced Error handling Options within the action Input The value that is to be interpreted Store result in T
190. e for the entire site collection Manage User Defined Actions sb Create and manage User Defined Actions To manage UDAs for a Site 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX WY V Workflow2010 e Navigate to the Site home page e Activate the Site Actions menu hover over Nintex Workflow 2010 click on Manage User Defined Actions To manage UDAs for the Site Collection e Navigate to the Top level site home page e Inthe Site Actions menu hover over Nintex Workflow 2010 click on Manage User Defined Actions e Click on Switch to site collection level settings To manage User Defined Actions for the Web Farm e Navigate to SharePoint Central Administration e Inthe Quick Launch pane click on Nintex Workflow Management then Manage user defined actions Site Actions f Browse Manage User Defined Actions FRESE EO Create Modify Delete Import Export Promote Analyze Help Manage Help Libraries Switch to the site collection level settings Site Pages Name Shared Documents User defined actions ta HR Web Request Things to note when using UDAs e 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 e AUDA 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
191. e in the workflow toolbox 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 Note Removing the service does not delete the service from the list of available workflow actions that are displayed in the Manage allowed action settings page If Nintex Live is unavailable and there is a service action on the design canvas a warning will be displayed below the Ribbon Site Actions Nintex Workflow 2010 Toy kod O a ma amp x T E A FF Ea Q N v RESOR E E hw RAs Save Publish New Open Close Print Import Export Workflow Settings zoom Zoom 100 Catalog Help X X n u File Import Export Settings View Nintex Live Help Ses p ea a cb ax bing Bing translation Bing translation X d a8 Facebook BING status update Da Ami m Facebook status Commonly used update Integration Fi Libraries and lists Logic and flow Nintex Live When a service is used in a workflow a warning will be displayed on the action when a more recent version of the service is available To update open and save the action configuration Facebook status update Warning upda o e the action configuration 296CCCEE 2 3 Nintex Live Catalog Settings The Catalog Settings page is used to manage the options for the Nintex Live Catalog Allow Catalog browsing in the workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010
192. e 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 CAML Query The CAML query editor appears when CAML Editor is selected in the Editor Mode Displays the CAML query being constructed 1 42 Delete previous versions This workflow action can be used to delete all previous versions major and minor of the current item that the workflow is running on To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Note There are no Options to configure within this workflow action 1 43 Delete site This workflow action allows th
193. e reference and double click on an item from the list e The reference will be inserted into the Address textbox e Inthe Hyperlink text to display textbox o Enter the text that will be displayed which will be clickable by the user OR o Select a reference and double click on an item from the list 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 e When all settings have been configured click the OK button Add lookup data items to the Address or Hyperlink text to build a dynamic URL Address Common ItemUrl Hyperlink text to display Click to view the Item 0K Cancel Other uses for inserting a hyperlink using the reference 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e Specify a URL for a reference In the Address type in a URL and then insert the reference e 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 5 10 LDAP Picker LDAP Picker Home Server Picker and Mailbox Picker within Workflow Actions Some workflow actions require connection information to lookup Active Directory To configure the settings for the LDAP Path Primary home server or Mailbox
194. e required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Convert document General aflue e gt rl iA of Save Cancel Labels Common Variables Help Commit Settings Variables Help Source Current item File type Automatic Output URL Fa Overwrite existing item Overwrite x If versioning is enabled a new version will be added Error Handling 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RAV Workflow2o10 d Options for this action Source The document which is to be converted Select either e The Current item OR e 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 e 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
195. e the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 2015 Nintex Global Ltd All rights reserved Nintex Confidential 5 NINTEX XYW Workflow2o1 RAS O For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Update item General ka Z Ey H ae O Save Cancel Labels Common Variables Help Commit Settings Variables Help Update Shared Documents Where Internal Revenue Equals Value z 10000000 Field Title X Content Type Equals IR Large XName Equals Value o E XTitle Equals Value Options within the action Update Select either the Current item that the workflow is running on or one of the available libraries If selecting a library location the Where selector will appear Where If not selec
196. e to publish the workflow Because this security check is performed when the workflow is published no currently published workflow using workflow constants can be re published by someone without permissions to the referenced workflow constants Therefore if the permissions for a workflow constant are changed a workflow that is already using the constant will continue to use the value successfully To edit permissions for a workflow constant 1 Access the Manage workflow constants page for the desired level web farm site collection or site o Web farm level On the Central Administration Home page click Nintex Workflow Management and then click Manage workflow constants o Site collection level Do the following a From the top site level home page click Site Actions and then click Site Settings b Under Nintex Workflow click Manage workflow constants c Inthe Workflow constants ribbon click Site collection settings o Site level Do the following a From the top site level home page click Site Actions and then click Site Settings b Under Nintex Workflow click Manage workflow constants 2 Select the constant for which you want to edit permissions 3 Inthe Workflow constants ribbon click Edit permissions 4 Inthe Edit Workflow Constant Permissions dialog box under Permissions select an option o Everyone default value o Server Farm administrators o Specific users 5 If you selected the option Specific users then under
197. e will be overwritten If this option is not selected a time stamp will be added to the end of the filename Overwriting a file does not increase its file version Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 19 Copy to file share This workflow action downloads a copy of the current item to a specified location This action is only available when designing the workflow on a library To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RA Workflow2010 e Double click the action s icon For more information on the other options in the drop down please refer to the
198. e 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 Best practice To prevent lengthy content type evaluation when saving or publishing reusable workflow templates avoid selecting All or Item for the content type Instead create a content type based on Item and then select the created content type when defining the reusable workflow template 3 13 Site Workflows A Site Workflow is a workflow that is not attached to a list or library but rather to a site itself 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 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 Edit Page Edit the contents of this page Sync to SharePoint Workspace 5 Create a synchronized copy of this site on your computer et New Page Create a page you can P customize a to your site New Document Library D Create a place to store and share documents be change this welcome text or add new lists New Site ate new team events Use the links in the get Create a site for a team or project More Options Manage workflows
199. eOU 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 e 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 e Account Activation Use this property for the following operations o To unlock a locked out account 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 o To re enable a disabled account o To disable an account o Any combination of the above 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 e Account Options Use this property to set the following account options o User must change password at next logon o User cannot change password o Password never expires o User cannot change password AND Password never expires Note Le
200. eal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Send receive BizTalk General ma Save Cancel Commit Action Message ID Url Method Namespace Credentials XML namespace Send workflow file Data to send 2e amp Labels Common Variables Settings Variables Send Receive F2B11E4D4F61B Username Password Mycompany BiztalkMessage P Common All Approver Comments All Approver Comments Html Approver Comments Context Item Display Name Fl Context Item Url Export to XSD Data to receive No workflow variables created Options within the action 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 settin
201. ection Navigate to the top level site home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Purge workflow data e Click on Switch to site collection settings To purge workflow data for a site e Navigate to the top level site home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Purge workflow data Central Administration Nintex Workflow Management Purge workflow data 3 Use this page to purge workfiow data for this server farm Ilikelt Tags amp Notes Search this site P e s performed in two stages When Query is pressed the matching workflow instances will be displayed for review data Once data has been purged it cannot be recovered without restoring a previous version of the database Select workflow instances to purge J Where the list or library has been deleted Use custom filter Use filters to select the workflow instances for which data will be purged from the p workflow database Initiator is 7 ga xX And Instance ID is X x And Last activity is before 12 AM f 00 x x And List ID is x x And State is m Cancelled x And Workflow name is x E A purge workflow data 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RAV Workflow2o10 Navigate to the Purge workflow data settings In the Select wor
202. ed 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 1 76 Search Query This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server This workflow action will retrieve property values by performing a SharePoint search query To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl 2015 Nintex Global Ltd All rights reserved Nintex Confidential a J NINTEX XY Workflow2o010 Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Search query General ld Beis amp eH Save C
203. ed in the count down but after hours on a business day are Example e The task is assigned Friday morning and is configured to wait day before sending a reminder the work week is defined as Monday to Friday e A reminder will be sent Monday morning weekends are not included in the count down During business hours only The During business hours only option specifies that only business hours are used in the count down Example e 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 e A reminder will be sent at 11am on Thursday after business hours are not included in the count down 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Neither option If neither option is selected all hours will be included in the count down Examples e 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 e 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 8pm 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 Send response not required
204. ed property in the drop down menu 2 Click the Add button and the property will appear below the Properties to retrieve box 3 Specify a workflow variable to store the value of the property to be retrieved 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 Note If a variable that is not a collection is selected only the first result will be stored Advanced Credentials An account with permissions to query the user profiles 1 66 Query XML The Query XML action allows the reading transforming or querying of XML Data To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Query XML General
205. eft hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential J NINTEX RSA Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Build string General EA Z gt ml Ae amp Save Cancel Labels Common Variables Run Help Now Commit Settings Variables Run Now Help Text Insert Reference 7 Parse for tokens twice Store result in Options within the action Build string 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 Allows the combination of straight text with Insert reference fields from within the workflow and site at runtime Parse for tokens twice When this option is selected tokens will be searched for twice For example if a token called Workflow Variable EmailTemplate is inse
206. elegation 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 3 6 InfoPath Forms The Nintex Workflow InfoPath Forms feature allows workflow designers to edit start and task forms using Microsoft InfoPath 2010 InfoPath forms can be defined for the following e Start form e Request data e Assign Flexi task e Request approval e Request review Server requirements e The server must have Microsoft SharePoint Server 2010 installed not just SharePoint Foundation 2010 e Clients must have Microsoft InfoPath 2010 installed Assigning Form type 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 To assign the form type 2015 Nintex Global Ltd All rights reserved Nintex Confidential veg ay ay NINTEX RLY Workflow2010 e Open the action dialog for start forms open from the Workflow Settings dialog e Select the Form type Expected workriow duration Click nere to configure Task list Workflow Tasks v History list NintexWorkflowHistory x Form type Default Ly Default InfoPath Custom e Click Save Workf
207. elp Now Commit Settings Variables Run Now Help Editor mode Query builder CAML editor List Announcements E Recursive P Filter Sort XML encode inserted tokens y Output options Include HTML formatting in rich text columns F Specify item limit Field Please select E l Add Action Settings Editor Mode Choose whether to use the UI to build the query or edit the CAML manually e 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 e Query builder can build queries for a single list in the same team site as the workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 Editor Mode Query Builder 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 Recursive Check this option to query for items within folders and subfolders Filter The criteria that nominated list items must match in order to be selected Sort The order in which selected values should be returned XML encode inserted tokens This option ensures that the inserted tokens will be encoded and is able to support special characters Output options Include HTML formatting in rich text columns This option determines how a value queried from a rick text field is re
208. elve types of conditions that can be used here These are e If current item field equals value This condition type evaluates if an individual field of the current item matches or compares to a certain value column e If any value equals value 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 This condition allows the use of two fields two workflow variables or two lookups to compare at runtime Title field contains keywords This condition allows a comparison to be performed that determines if the item s title contains certain specific words Modified in a specific date span This condition evaluates to true if the current item is modified between two specified dates Modified by a specific person 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 Person is a valid SharePoint user This condition checks if the specified user is a member of the SharePoint site Created in a specifc date span 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 Created by a specific person This condition checks if an item was created by a specific user Once the name has been entered click the Check name button to validate user The
209. emplates Refer to Managing Workflows on how to manage workflows created using Nintex Workflow Workflow Settings To use a reusable workflow template for a content type e Navigate to the settings page of the Content Type click on Workflow Settings e Inthe Workflow Settings page click on Add a workflow In the Add a workflow page select the reusable workflow template from the list of Workflows e Configure the other settings of the page when done click the OK button To use a reusable workflow template for a list or library e Navigate to the settings page of the list or library click on Workflow Settings e Inthe Workflow Settings page click on Add a workflow e Inthe Add a workflow page select the reusable workflow template from the list of Workflows e Configure the other settings of the page when done click the OK button 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RSV Workflow2o010 3 11 Scheduling a workflow Workflows can be configured automatically to run at a certain time A library or list item can be regularly subjected to a workflow This might be useful for running recurring checks on items To schedule a workflow for an item Navigate to the item s location Click on the item to activate the Item Context menu then click Schedule Workflows wl May 2010 sinew vO View Properties Add document Edit Properties Edit in Microsoft Word Check Out Compliance Det
210. ents a Home Docs Lists After hours notification preference Eag il Calendar Ca Cancel J e The values for Email and OCS are automatically determined by the user account currently signed in as e If selecting SMS enter the SMS address in the textbox provided WF2010 1 Site Settings Man Use this page to manage notification preferences e Notification Preferences 2 Ilikelt Tags amp Notes Home Sales Marketing Team Site HR Search this site 2 Documents Site Pages Business hours notification preference Email Shared Documents Home Docs Lists After hours notification preference sms e Calendar Tasks list SMS Address SMS Address cannot be blank OK Cancel e 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 e When all settings are configured click the OK button 4 16 Security Settings According to how a user is required to interact with Nintex Workflow there are different security considerations to be made The table below outlines the minimum permissions required to perform the actions described In general the runtime permissions can be inherited from the site or the parent site but must be the effective permission
211. ents 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XAV Workflow2o010 The workflow has been saved OK Save As options A workflow can be saved for different usages To save the workflow with a different name e Click the drop down menu arrow under the Save button e Inthe Set Title amp Description dialog uncheck the Overwrite existing version option e Change the workflow Title and Description e Click the Submit button to save the workflow Save As Snippet see Workflow Snippets Save As Template see Workflow templates 5 15 Printing 9966 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 The Print button contains two menu options e Print Print the workflow design only e Print with Notes Print the workflow design plus the default or custom comments a
212. er click on ito 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 amp 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 email is sent it will appear as the header or title of the email If an Instant Message is being sent it will be pre appended to the body of the notification 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XW Workflow2010 Attachments Allows file attachments to be added to the notification You can specify multiple URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable Please note Files will not be received by a user when SMS or IM is selected as the delivery method Format This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar e Plain Text is simply the text without any stylized formatting Notification body The body of the notification will adapt depending on whether the Rich Text or Plain Text format is selected Within the space pro
213. er status 1 53 Log in the History List 1 54 Loop 1 55 Math operation 1 56 Pause for 1 57 Pause Until 1 58 Provision User In Exchange 1 59 Publish Workflow 1 60 Query BCS 1 61 Query CRM 1 62 Query Excel Services 1 63 Query LDAP 1 64 Query List 1 65 Query User Profile 1 66 Query XML 1 67 Read Document 1 68 Regular Expression 1 69 Remove User From AD Group 1 70 Request Approval 1 71 Request Data 1 72 Request Review 1 73 Retrieve data 1 74 Run If 1 75 Run parallel actions 1 76 Search Query 1 77 Send Receive Biztalk 1 78 Send document set to repository 1 79 Send document to repository 1 80 Send notification 1 81 Set a condition NINTEX Workflow2010 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflew2c10 1 82 Set a variable 1 83 Set approval status 1 84 Set document set approval status 1 85 Set field value 1 86 Set item permissions 1 87 Set workflow status 1 88 Start workflow 1 89 State Machine 1 90 Store data 1 91 Submit Record 1 92 Switch 1 93 Task reminder 1 94 Terminate workflow 1 95 Undeclare as record 1 96 Update AD User 1 97 Update CRM record 1 98 Update document 1 99 Update item 1 100 Update multiple items 1 101 Update User Profile 1 102 Update XML 1 103 Wait for an item update 1 104 Wait for check out status change 1 105 Web Request 2 Using Nintex Live Connecto
214. er to round fn SubString Extracts a portion of text from a string Example fn SubString Workflow Variable Text 5 10 Arguments e Text The text to extract a value from e Start index The position in the text of the first character to retrieve The first character in the string is at position 0 e Number of characters The number of characters to retrieve from the start index fn ToLower Formats text in a string to all lower case Example fn ToLower Workflow Variable Text Arguments e Text The string to convert to all lower case fn ToTitleCase Formats text in a string to title case Example 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 fn ToTitleCase Workflow Variable Text Arguments e Text The string to convert to title case fn ToUpper Formats text in a string to all upper case Example fn ToUpper WorkflowVariable Text Arguments e Text The string to convert to all upper case fn Trim Removes leading and trailing whitespace from a string Example fn Trim Workflow Variable Text Arguments e Text The text to remove leading and trailing whitespace characters from fn XmlEncode Encodes a string to make it safe for viewing in html Example fn XmlEncode Workflow Variable Text Arguments e Text The text to encode fn XmIDecode Decodes a html safe string to regular text 2015 Nintex Global Ltd All rights reserved Nintex Confidential ryxx 77 vat RLY Workfl
215. erations 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 Send workflow file 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 Allow auto redirect Allows for the Auto redirect option to be specified for the request Store result in 2015 Nintex Global Ltd All rights reserved Nintex Confidential VX Workflow2010 The workflow variable of text type in which to store the contents of the response Store http status in The workflow variable text or number type in which to store the numeric http response code Store response headers in 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 Store response cookies in 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 2 Using Nintex Live Connector for Nintex Workflow 2010 2 1 Access Management The Access management page is used to allow an
216. ername and password to use when decommissioning the site collection URL The URL to the site collection being decommissioned Action The decommission action to apply e Read only users can access the site but cannot make changes This option provides an input to specify the reason this action was taken 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e 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 e Delete the site collection is removed 1 35 Delegate Workflow Task This action will delegate outstanding workflow tasks to a specific user 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a d
217. ersioning is enabled in the destination the version of the file will be incremented Create folder structure 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 Copy item meta data 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 1 21 Create AD Group 2015 Nintex Global Ltd All rights reserved Nintex Confidential X NINTEX YW Workflow2010 This topic applies to Nintex Workflow Enterprise Edition only This workflow action will create an Active Directory group in the specified LDAP locatio
218. ersions of the items in the set to include in the document set e Latest major versions only Includes the latest major versions of items within the document set e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Y Workflow2010 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 1 9 Change State This action instructs a parent State Machine action which state it should run when the current state has finished Change state actions can only be dragged on to the designer when used in a State Machine action To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Config
219. et to not required the outcome achieved 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 Store outcome achieved in 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 Task content type 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 Due Date Set a date for the task to be completed by Form type 2015 Nintex G
220. ettings 1 In Central Administration click on Nintex Workflow Management 2 Click on Live Settings 3 Inthe Enable Nintex Live for Nintex Workflow section click on Enable Note When Nintex Live Workflow is disabled the workflows already published to Nintex Live will remain active Use the following as required Update Services Forces an update of all service definitions Update request tracking Updates Live request tracking if a pending service request has become orphaned after a database migration 2 5 Using the Nintex Live Catalog The Nintex Live Catalog displays the list of available services that can be added to the workflow toolbox The list of services include a mix of free and paid for services For example StrikelIron are a subscription based provider Most StrikeIron services offer a free trial of a limited number of calls per service Any further usage will require paid subscriptions to be arranged directly with StrikeIron The Service Information located at the right of the Catalog will state if the service is free or paid and if registration is required to use the service Browsing the Catalog 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 When browsing the Catalog a number of options are available to help narrow down the services that you may be interested in Tabs Tabs that are located on the top right of the Catalog provide a quick way to change the fo
221. eve People Data for Search Crawlers Lidaese0 Cacial Nata Compile type Specifies whether to perform a complete or incremental compilation 1 15 Complete Workflow Task This workflow action will complete any outstanding workflow tasks It will process enough individual tasks to achieve the selected outcome the workflow engine will then process the remaining individual tasks in accordance with the task settings To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential F NINTEX YW Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Complete workflow task General Ea Z B H Ze Save Cancel Labels Common Variables Help Commit Settings Variables Hel
222. eveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX PRL Workflow2o010 Configure action Create item in another site General ld B A e amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Item Location Site Select Site Enter a url WF2010 3 7 List Shared Documents Folder Item Details Content type Document Field Name Store new item ID in Error Handling Options for this action Item Location Site The target site for the new item e Select site Enables a site picker Select a team site to navigate through the portal structure and select the target location e Enter a URL Allows manual entry of the URL or selection using Inserting reference fields List Drop down list containing available L
223. 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Show graphical view Action History Action Start Finance Manager Approva 7 6 2010 9 49 AM 7 6 2010 9 40 AM Accounting Approval Task History Task Finance Manager Approval Started at 7 6 2010 9 49 AM ended at 7 6 2010 3 30 PM User Assigned Time Completed Time Outcome Administrator 7 6 2010 9 49AM 7 6 2010 3 30 Approved Task Accounting Approval Started at 7 6 2010 9 40 AM ended at
224. ex Global Ltd All rights reserved Nintex Confidential _ NINTEX YW Workflow2010 e Plain Text is simply the text without any stylized formatting 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 Ribbon Option Not Required Notification Sent when the user no longer needs to respond to the task This can occur when e A task is assigned to multiple users but only one is required to respond e The workflow is terminated prior to the task being processed e Anerror occurs in the workflow at runtime 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Assign Flexi task General jel oes Vv dB A gJ ElSe ww Save Cancel Action Task Notification Commit Settings Reminders Escalation Edit Tas ge amp k Labels Common Variables Variables Edit settings for All Assignees Y Delivery type Email User preference None cc BCC From Importance Normal v Subject Response no longer required Attachments Rich Text v Add attachment Insert Reference 7 The following task no longer requires you to respond Click here to view the workflow status See Ribbon Option Task
225. fields wo For more information about these fields see Create Connection dialog box The connection is now available for selection when configuring actions associated with the selected provider For example if you added a Salesforce connection then the new connection is available when configuring the action Salesforce change user status To test an existing connection e Inthe Connection Manager dialog box under the Status column click Test for the desired connection The message Testing connection appears briefly and then an image representing the test results is displayed to the right of the Test button for the selected connection v Connection is working Error encountered during test hover over image for more details To select a connection for use during action configuration e Inthe action configuration dialog box select the desired connection from the drop down list for Connection All connections that exist for the associated provider are listed To delete a connection e Inthe Connection Manager dialog box select the desired connection and then click Delete Related topics About connections Connection Manager dialog box Create Connection dialog box 5 12 Managing Start Variable Order The Manage Start Variable Order page allows you to change the display order of variables on the Start Workflow page Any variables which have been enabled to show on the start form will appear on the
226. figure action Retrieve data General al Ae gt Save Cancel Labels Common Variables Help Commit Settings Variables Help Workflow instance to retrieve WorkflowInstanceID from Item to retrieve KeyValue Retrieve to WorkflowVariable Options within this action Workflow instance to retrieve from The instance ID of the workflow to retrieve data from Select either e Current Workflow This will retrieve the information from the current workflow e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 1 74 Run If This workflow action sets a condition to dictate the logic
227. file type is a specific type This condition checks if the file type extension of the current item is of the specified type The file type in a specific range kilobytes 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 This condition checks if the file size of a document is between the specified sizes in kilobytes The following two conditions are available when running the workflow action as the workflow owner impersonation e Check list item permissions This condition checks if the permissions of a specified user matches or is higher than the specified permission level provided for an item in a list It does not check that the users have specific permission levels A user can be a single user multiple users or a group For the condition to evaluate as true the user s must have at least the permissions that the permission levels provide e Check list item permissions levels This condition checks if permission levels of a specified user matches or is higher than the permission levels for an item within this list A user can be a single user or multiple users but cannot be a group for this condition For the condition to evaluate as true the users must have the permission levels specified in the condition 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 lookups
228. flow designer to search for and or add users to the Assignees list by one or more of the following methods 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option Create individual tasks for all group members In the case when a group is assigned the task and Create individual tasks for all group members checkbox is e not selected all users in that group will receive the task notification The first respondent will represent the entire group e selected an individual task will be assigned to every member of the 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
229. fter the first comma as the second argument instead of the number 2 provided and the function would error Function reference fn Abs Returns the absolute value of a number Example fn Abs Workflow Variable Number Arguments 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 e Number The number to return the absolute value of fn Currency Represents a numeric value as a currency formatted text Example fn Currency Workflow Variable Cost Arguments e Number A variable containing a numeric value fn DateDiffDays Determines the number of days between two dates The result can be a decimal value including partial days Example fn DateDiffDays Workflow Variable StartDate Workflow Variable EndDate Arguments e Start date The starting date and time to calculate the difference between e 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 Workflow Variable StartDate Workflow Variable EndDate Arguments e Start date The starting date and time to calculate the difference between e End date The end and time date to calculate the difference between fn DateDiffMinutes 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Determines the number of minutes bet
230. fy Help Commit New Actions Help Name Type Show on start form Firstname Single line of text Yes TotalRevenue Number No _ TempDate Date and Time No e 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 To create a new workflow variable e Inthe Workflow Variables Ribbon click on New e The Create Workflow Variable dialog will be displayed o Name The name of the workflow variable o Type The data type of the workflow variable 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 Note Start Variables Start data will only appear if the workflow is set to start manually if the workflow starts automatically the start variables fields will not appear and if default values are set they will be used for the variables 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 w
231. fy narrow down the records returned for the Primary entity selected 1 62 Query Excel Services This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server This workflow action will retrieve data from a Microsoft Excel workbook via Excel Services To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Query Excel Services General a pa e gt A sfx Save Cancel Labels Common Variables Help Commit Settings Variables Help Url http wf2010 2 _vti_bin ExcelService asmx Credentials A a Username Password Workbook path f Sheet name L Update cell val
232. g LazyApproval settings Delivery type CC Delivery type is the method of delivering the notification to the recipients 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 Lync systems If Allow LazyApproval is checked and Delivery type selected is IM The option Send a conversation request to confirm if the user is available to respond will be available Checking this option will ask the assignee if they are available to respond if the assignee responds with No the Delivery type will be switched to Email and the assignee will receive a notification email instead If at anytime the assignee does not respond within 5 minutes to the automated OCS Lync conversation the conversation will end and a notification email to complete the tasks will be sent instead 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 Wto open the Select People and Groups configuration dialog 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 BCC The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in
233. g reference fields 1 18 Copy item This workflow action copies an item from one list or library to another within the current site not parent sites and not sub sites It only allows copying from the root level of a location e g a folder within a document library is not valid to the root level of another location in the same site The content type of the source must match the content type of the destination the workflow will error if the source and destination are incompatible To copy the library item in the workflow to another location in SharePoint including folders and sub folders of the same site please use the Copy to SharePoint action To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd A
234. ge Permissions x 8 Delete e The Workflow Status page will be loaded It shows workflows that are Running Completed and Cancelled amp Errored For more information on the workflow click on the title of the workflow Note In the Completed Workflows and Cancelled amp 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential RR Nintex workflows that are running for this list item Running Workflows Name Financial Reports Completed Workflows Name Financial Reports Financial Reports Started by Started Administrator 7 6 2010 3 30 PM Started by Administr Administrator NINTEX Workflow2010 Idle time 5 minutes Completed Cancelled amp Errored Workflows Name Started by Started Ended 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 Workflow Information May 2010 docx N Financial Reports Administrator 7 6 2010 9 27 AM Completed 7 6 2 Click here to show detail view To access the Workflow History click the link Click here to show detail view The Workflow History has three sections o Action History Shows
235. ge for Flexi tasks Workflow statistics permissions MasterPage for workflow designer Related topics Selection workflow schedules View name for the task page to use Default start workflow page URL Default task edit page URL Default task view page URL Default task edit page URL Default task view page URL Who can see workflow statistics MasterPage for workflow designer NINTEX XAV Workflow2o10 Description Name of view for the approval and review task pages to use when displaying item properties URL of page to use for starting workflows URL of page to use for editing workflow approval and reviewing tasks URL of page to use for viewing workflow approval and reviewing tasks URL of page to use for editing workflow Flexi tasks URL of page to use for viewing workflow Flexi tasks Allows the selected type of user to view workflow statistics e Noone e Site readers e Site administrators Sets the MasterPage for the workflow designer Preventing excessive looping iterations Workflow Constants 4 12 Managing LazyApproval settings This page is used to manage the LazyApproval feature of Nintex Workflow It provides the options to edit the current list of recognized terms or add others edit the LazyApproval notification footer and set phrases to ignore LazyApproval must first be enabled for the system Please refer to the About LazyApproval for more information
236. gement click on LazyApproval Settings e Inthe Phrases to ignore section click on Create a term to ignore e Enter a term phrase click OK Phrases to i LazyApprov es that include any of these phrases in the subject will be ignored Please note changes to this list can take up to 30 Out of office x Create a term to ignore To delete an existing phrase to ignore e Inthe Phrases to ignore section for the term which needs to be deleted click the Delete hyperlink 4 13 Defining message templates 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 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 To change the Message Template for the Web Farm e Navigate to SharePoint Central Administration e Inthe Quick Launch click on Nintex Workflow Management click on Message Templates To change the Message Template for the Site Collection e Navigate to the top level site home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Message Templates e Click on Switch to site collection level settings Site Actions gt Browse WF2010 1 Site Settings Message Templates Use this page to set the default message templates for this team site Home Sales Marketing Team Site HR Documen
237. ghts reserved Nintex Confidential LX Workflow2010 o Viewing Workflow Status on how to view the details of a running workflow To schedule site workflows e Inthe 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 3 14 Starting a workflow There are three options to start a workflow How the workflow starts is dependent on how the workflow is configured Following are the various ways to start a workflow e 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 e 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 e 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 au
238. gories Web Parts About the Web Part i Media and Content on My Workflow Tasks Workflow Report Viewer RE My Information 7 Workflow Chart Viewer View Workflow reports in a grid format D Navigation E Nintex Workflow 2010 Office Client Applications People Sj Search Ga Social Collaboration Workflow Report Viewer By Workflows I ve Started Gj Miscellaneous v Upload a Web Pan y Add Web Part to Rich Content w canes Edit the settings for the web part click the to activate the web part menu then click on Edit Web Part 2015 Nintex Global Ltd All rights reserved Nintex Confidential PK Workflow2010 X Minimize Close X Delete E2 Edit Web Part Help e A series of options will be shown in the tool pane to the right of the page that are specific to this web part 4 Workflow Report Viewer x Repor Settings Report to display Select a report Filter F Show Filter Configure filter values Records displayed per page Appearance Title Workflow Report Viewer Height Should the Web Part have a fixed height Yes Pixels e No Adjust height to fit zone Width Should the Web Part have a fixed width Yes Pixels No Adjust width to fit zone Chrome State Minimized Normal Chrome Type None e i Layout Advanced Web Part Settings Report Settings 2015 Nintex Global Ltd All righ
239. gs 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 URL The URL of the published BizTalk web service Method The web method of the web service to invoke Namespace The namespace of the web service Credentials Username and password if required to access the web service 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 Send Workflow file Document and Form Libraries only 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 E
240. gure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Math operation General Z E H B AA F amp Q Save Cancel Labels Common Variables Help Commit Settings Variables Help Calculation Value v Value x Store result in i E Options within this action Calculation To configure this action two values need to be specified as well as the operation The mathematical operations available to be selected are e Plus e Minus e Divided by e Multiplied by e Modulus Enter the value manually or use Lookups to reference variables and reference fields 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XW Workflow2010 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 1 56 Pause for This workflow action will pause the workflow at this step and delay it for a defined period of time To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canva
241. h 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 Copy InfoPath form Copy embedded attachments 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 e 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 e 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 e Update existing item the file that already exists will be overwritten If v
242. h multiple assignees These are e First response applies The first response received will be used for the overall outcome All other pending tasks will be set to not required e 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 e 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 e 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 e 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 s
243. h portion of the split text e Extract searches the input text for sub strings that match the pattern Each matching substring is stored in the collection output value Input text The input text to which the regular expression will be applied Store result in The workflow variable in which to store the output from the operation The drop down will list e Yes No variables in Check match mode e Text variables in Replace text mode e Collection variables in the Split and Extract modes 1 69 Remove User From AD Group This topic applies to Nintex Workflow Enterprise Edition only This workflow action will remove a User from an Active Directory security group To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global L
244. han 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 Task content type 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 Due Date Set a date for the task to be completed by Form type Choose which form type is presented to Approvers 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 Store task IDs in When the workflow runs the ID given to each task that is created will be stored into an Integer List Item ID or Collection workflow variable 2015 Nintex Global Ltd All rights reserved Nintex Confidential a NINTEX XYY Work WL low2010 Item Permissions Set user permissions to Sets the user permission on the item When task is complete set user permissions to Sets the user permission on the item after the
245. he Actions toolbox To resize the toolbox Click and drag on the expander bar on the inside edge of the toolbox To hide the toolbox Click the drawing pin icon Ellocated on the top right corner of the toolbox header The toolbox will collapse leaving a visible Workflow Actions tab To access the toolbox Hover over the Workflow Actions tab The toolbox will remain visible until the mouse is clicked elsewhere in the design canvas To make the toolbox remain visible 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 to pin the panel open Adding actions to the design canvas To design a workflow add the desired actions onto the design canvas and configure each action An action can be placed onto the design canvas by one of two methods 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e Left click and drag an action from the Actions toolbox and drop it onto a drop zone lt on the design canvas OR e Right click on a drop zone on the design canvas click Insert Action and select the required action from the list Configuring actions To configure an action select the drop down menu in the title bar of the workflow action once it is on the design canvas Configure Open the action settings dialog to configure the settings of an action Copy Select to cop
246. he Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential lt NINTEX S Workflow201 AA O Configure action Loop General a pa e gt A sfx Save Cancel Labels Common Variables Help Commit Settings Variables Help Condition If current item field equals value Name equals Value z Add condition Tel Options within this action For more details on using this action please refer to the Set a condition For information on safeguarding performance by preventing excessive looping iterations see Preventing excessive looping iterations 1 55 Math operation This action allows the workflow to perform basic calculations at runtime for use within other actions in the workflow To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX 3 Workflow2010 e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Confi
247. he actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Update document General I B Be Save Cancel Labels Common Variables Commit Settings Variables Source Source URL Source URL Add content control values Content control title TextControl 0 Value Content control title TextControl 1 Value Content control title TitleControl EEEEE E Value 4 Add content control value utpat Output URL Output URL Overwrite existing item Options within this action Source The document to be updated Select either e The Current item OR e 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
248. he delivery method Format This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar e Plain Text is simply the text without any stylized formatting 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 Delivery type is the method of delivering the notification to the recipients 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 1 94 Terminate workflow This workflow action can be used to terminate any running or errored workflow on the current item To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XW Workflow2010 Alternat
249. he following additional settings e Generate password If checked a random password will be automatically generated by the action If unchecked specify the password for the account in the New password textbox e 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 AD Fields to take note of e Account Options Use this property to set the following account options o User must change password at next logon o User cannot change password 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX i XYY Workflow2010 o Password never expires o User cannot change password AND Password never expires 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 1 23 Create appointment This topic applies to Nintex Workflow Enterprise Edition only This workflow action creates a calendar appointment or meeting request in Microsoft Exchange To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using
250. he maximum length of text up to 255 characters o Multiple lines of text 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 Number of lines Set the maximum number of lines of text 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 Number of decimal places Set the number of decimal places from 0 to 5 or Automatic Show as percentage Format the display as percentage 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 Number of decimal places Set the number of decimal places from 0 to 5 or Automatic Minimum value allowed
251. he pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Query BCS General ld B A F se gt O Save Cancel Labels Common Variables Run Help Now Commit Settings Variables Run Now Help p Credentials Denam 4 Password Application name Instance name e Entity name l 3 Add filter Entity property to retrieve ga Add Error handling Action Settings Credentials A valid username and password are required 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 The BCS application to query Instance name The instance of the application to query Entity name 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 The name of the external content type to query Filters the filter used to determine which
252. he same user in the second panel Add user permission 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 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 87 Set workflow status This workflow action is used by the workflow to update the built in SharePoint workflow status e g In Progress Cancelled Completed Errored of the current item To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to
253. he task is completed the data that the user entered is available within the workflow To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XA Workflow2010 Configure Action Request data He Ww P4 e Ase amp O Save Cancel Action Task Not Required Escalation Edit Task Labels Common Variables Help Notification Notification Form v Commit Settings Variables Help Number of reminders lo 53 A Time between reminders Easa i w Hours 0 td Mins 0 tu Time calculation During business days only During business hours only cc w BCC w From E3 Importance Normal Y Subject
254. his 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 ms9 12047 WinEmbedded 10 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 Insertin
255. iables Help Escalation type Delegate task Delegate task Complete task Time to escalation Days lo bd Hours 0 w ta Mins O Time calculation F During business days only F During business hours only Delegate to Es Comments Insert Reference 7 See Ribbon Option Reminders above for additional field descriptions 1 4 Assign To Do Task This workflow action will assign a SharePoint task to one or more users To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Assign to do task General opu amp 2 Ae amp H o E we Ze a Save Cancel Task Not
256. ights reserved Nintex Confidential XX Workflow2010 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 The workflow has been published If there are errors in the workflow including actions that are not configured the workflow will not publish and the following message is displayed F Message from webpage The workflow is not valid and cannot be published The following A actions need to be configured Send notification Once the workflow is published it can be managed from the Managing Workflows page 5 17 Run Now Use the Run Now button to test an action without republishing the whole workflow design Click on the Run Now button in the action Ribbon to open the Run Now dialog Run Now dialog Note Run Now is not a simulation any executions such as create query update and delete that are made will be committed when executing the Run Now Use this page to temporarily change parameter values and test the configuration settings of the action The Run Now dialog shows the current configurations for the action and allows reference tokens to be replaced before the Run Now dialog is executed By default the Run Now dialog will e Automatically replace any tokens with a value if possibl
257. ill be displayed in the workflow history and logged in the database 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 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 Note The Run as workflow owner option will only appear when the action is in the root level of the workflow If it is embedded in a Run If action a branch of a State Machine a Parallel action Flexi Task action or Loop action this option is not available This is due to a limitation in SharePoint all actions inside a parent action must run using the same user 5 22 Workflow Constants Workflow Constants are globally set values available to all workflows at the specified level web farm site collection or site Use workflow constants to store credentials URLs LDAP paths SQL connection strings and any other values that need to be used in multiple workflows Inserting workflow constants into workflow actions You can insert credentials and other defined workflow constants into workflow actions During workflow design the values contained within a workflow constant are not visible only the name of the workflow constant is shown To insert a credential into a workflow action e Click Select credentials amp and then select the credential constant from the loo
258. ill be greyed out if the type is not supported 2015 Nintex Global Ltd All rights reserved Nintex Confidential Create Workflow Variable Workflow variables H B Q Save Cancel Help Commit Help Name Type Single line of text Person or Group Multiple lines of text Integer Choice List Item ID Number Action ID Date and Time Collection Yes No Default value Show on start form To modify an existing workflow variable e Inthe Workflow Variables dialog select the workflow variable in the list e Inthe Ribbon click on Modify e Inthe Modify Workflow Variable dialog make the changes Changes to the type cannot be made e When all changes have been made click Save To delete an existing workflow variable e Inthe Workflow Variables dialog select the workflow variable in the list e Inthe Ribbon click on Delete Note Workflow actions that use workflow variables are restricted to specific variable data types For example e For Math operation you will only be able use number variables e When creating a new item only a List Item ID variable can be used to store the ID of the new item 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e A Seta condition action that is comparing the created date can only use a DateTime variable 5 29 XPath Query Builder The XML Browser is found within the XPath Query Builder The XML Browser is use
259. in a single batch are executed before actions in another batch The batch that is executed first depends on the first activity If the 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 Microsoft SharePoint action was encountered first then all the Microsoft actions would run before the Nintex actions The Commit pending changes workflow action The Commit pending changes action is another point where a workflow will execute all its batch operations So modifying the above example e Set item permissions action Nintex e Update list item action Microsoft SharePoint e Commit pending changes e Set item permissions action Nintex Tn this case everything will run in order The Nintex batch will run first because the Nintex action is first encountered but in this scenario there is only one action in this batch The Update item action will run Then the workflow will commit and the final Set item permissions action is in a new batch To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To cha
260. ings 4 10 Managing workflow actions 4 11 Global Settings 4 12 Managing LazyApproval settings 4 13 Defining message templates 4 14 Activating Nintex Workflow 4 15 Configuring user preferences 4 16 Security Settings 4 17 Manage Context Data 4 18 Purge workflow data 4 19 Managing workflow error notification settings 5 Using the Workflow Designer 5 1 Getting started with the Nintex Workflow designer 5 2 About connections 5 3 Association columns 5 4 Connection Manager dialog box 5 5 Create Connection dialog box 5 6 Error Handling 5 7 Importing and exporting workflows 5 8 Inline functions 5 9 Inserting reference fields 5 10 LDAP Picker 5 11 Managing connections to external providers 5 12 Managing Start Variable Order 5 13 Managing Workflows 5 14 Opening and saving workflows 5 15 Printing 5 16 Publishing a workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 5 17 Run Now 5 18 Set action labels 5 19 Using lookups 5 20 Verbose logging 5 21 Workflow Action Common Settings 5 22 Workflow Constants 5 23 Workflow gallery 5 24 Workflow Settings 5 25 Workflow Snippets 5 26 Workflow start data 5 27 Workflow templates 5 28 Workflow variables 5 29 XPath Query Builder 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX SV Workflow2o10 1 Workflow Actions 1 1 Action Set
261. int environment is configured Each user can then set their preferred method of notification for both business hours and after hours To set your personal preferences Activate the drop down from the logged in user name link at the top of a page Mouse over Nintex Workflow 2010 then click on Manage Notification Preferences My Site Open your personal homepage My Profile Bi View and manage your profile 3 My Settings Update your user information regional settings and alerts Sign in as Different User Login with a different account site Sign Out Logout of this site Nintex Workflow 2010 Manage Notification l Nintex Workflow 2010 settings ma s a r ca SS Preferences Manage your notification preferences Task Delegation Ya Setup automatic delegation of amp your tasks to other users 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e There are sections for Business hours notification preference and After hours notification preference The default settings are set to Email e Inthe drop down select an option that is available within the current network setup WF2010 1 Site Settings Manage Notification Preferences Y A Use this page to manage notification preferences Ilikelt Tags amp Note Home Sales Marketing Team Site HR Search this site 2 Documents Site Pages Business hours notification preference Email Shared Docum
262. intex Global Ltd All rights reserved Nintex Confidential Configure action Compile audience General a pa e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help User Profile Service Applications User Profile Service Application Audience name Credentials Username Compile type Options within this action Audience name The name of the audience to compile For details on using Insert Reference please refer to Inserting reference fields Credentials An account with permissions to compile an audience This account will need to be explicitly added as the administrator of the User Profile Service with the permission to Manage Audiences 2015 Nintex Global Ltd All rights reserved Nintex Confidential Administrators for User Profile Specify the users who have rights to manage this service application These users will be given access to the Central Administration site and will be able to manage settings related to this service application Members of the Farm Administrators group always have rights to manage all service applications To add an account or group type or select it below and click Add administrator To remove an account or group select it above and click Remove Permissions for administrator Full Control Manage Profiles Manage Audiences Manage Permissions Retri
263. ion allows a comparison to be performed that determines if the item s title contains certain specific words Modified in a specific date span This condition evaluates to true if the current item is modified between two specified dates Modified by a specific person 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 Person is a valid SharePoint user This condition checks if the specified user is a member of the SharePoint site Created in a specific date span 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 Created by a specific person This condition checks if an item was created by a specific user Once the name has been entered click the Check name button to validate user The file type is a specific type This condition checks if the file type extension of the current item is of the specified type The file size is in a specific range kilobytes 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 This condition checks if the file size of a document is between the specified sizes in kilobytes The following two conditions are available when running the workflow action as the workflow owner impersonation e Check l
264. ion on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Run parallel actions a Branch Branch Task reminder Request approval declined que approved P Configure Action Task reminder General al Po P Save Cancel Labels Common Variables Help Commit Settings Variables Help Action ID Number of reminders Time to reminder Days Hours 0 Mins 0 Time calculation During business days only During business hours only cc BCC From Subject Attach file Rich Text v Insert Reference 7 Options within the action Action ID 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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
265. issions from parent 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 Remove Existing Permissions 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 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 Select a user or group to assign access permissions for the item 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 t
266. ist item permissions This condition checks if the permissions of a specified user matches or is higher than the specified permission level provided for an item in a list It does not check that the users have specific permission levels A user can be a single user multiple users or a group For the condition to evaluate as true the user s must have at least the permissions that the permission levels provide e Check list item permission levels This condition checks if permission levels of a specified user matches or is higher than the permission levels for an item within this list A user can be a single user or multiple users but cannot be a group for this condition For the condition to evaluate as true the users must have the permission levels specified in the condition 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 lookups to dynamically build the values at run time Add Condition Multiple conditions can be constructed by using the Add condition option Specify And or Or between the condition statements 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 Related Topics Run If 2015 Nintex Global L
267. ists at the target location Additional Fields are displayed depending on the option List selected Folder 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 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 Store new item ID in 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 1 28 Create list This workflow action permits the creation of a new list anywhere in the web application To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the actio
268. ively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Terminate workflow General alive amp O ral iA of Save Cancel Labels Common Variables Help Commit Settings Variables Help Stop workflow All except current workflow Options within this action 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 Note Only workflow instances on the current item will be terminated Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 95 Undeclare as record This action requires Microsoft SharePoint
269. k to be completed by Store task Ids in When the workflow runs the ID given to each task that is created will be stored into the selected collection variable Ribbon Option Task Notification Sent when the task is assigned to a user also used when the task is delegated by one user to another 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 Configure Action Assign to do task General ld B A i Save Cancel Action Not Required Reminders Escalation Labels Common Variables Notification Commit Settings Variables Edit settings for All Assignees _V Delegate task when v Assigned To changes Delivery type Email Q User preference None cc BCC From Importance Normal v Subject Response required Attachments Add attachment Rich Text v Insert Reference 7 The following task has been assigned to you Click here to respond to the task Click here to view the workflow status Edit settings for 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 Edit setti
270. kflow Schedule SharePoint page in the Start Data section e Inthe Start Workflow action in the Start Data section 5 13 Managing Workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 The Manage Workflows option allows both published and unpublished workflows to be viewed Workflows can also be managed create edit and delete for the list or library Each list or library in a site enabled with Nintex Workflow will have two additional options in its workflow settings menu Administrator Library Modify View Current View 3 E mail a Link SJ Form Web Parts Create Column AllDocuments Alert Mey E x Edit Library g H Sync to SharePoint Conner Navigate Up Current Page RSS Feed Workspace Offic Workflow Settings Manage Views Share amp Track Connect amp Export Add a Workflow Name Modified Modified By Y Create a Workflow in SharePoint Designer Create a Reusable Workflow in SharePoint Designer July 2010 amp new Administrator Create a Workflow in Nintex Workflow Administrator Manage Workflows with Nintex Workflow Maw 201M Cinew 7 6 2N1IN Q77 AM Administrator June 2010 new To get to the Manage workflows page e Select the Library tab on the Ribbon toolbar e Click the Workflow Settings button then select Manage Workflows with Nintex Workflow from the menu options In the Manage Workflows page a list of all the workflows that belong to the curren
271. kflow instances to purge specify filters to select the workflow instances for which data will be purged o Where the list or library has been deleted removes historic data for any workflows that are associated to a list that has been deleted o Use custom filter set the filter parameters Initiator is removes historic data for workflows that were started by a specific user Instance ID is removes historic data for a specified workflow instance where the instance ID matches the GUID Last activity before local is removes historic data for workflow where the last action was before a specific time specified in server local time List ID is removes historic data for workflows associated with a specific internal GUID of a list List name is removes historic data for workflows associated with a specific list name Please note that this option is only available when purging workflow data on a site level State is removes historic data for workflows with a specific state Completed Cancelled Error Workflow name is removes historic data for workflows with a specific name Click on Query This will provide a preview of the database entries matching all entered criteria Click on Purge This will delete historic data as specified from the content database s Note Once data has been purged it cannot be recovered without restoring a backed up version of the Nintex Workflow content database 4 19 Managing workflow error notificatio
272. kup dialog box Note Credential constants can be used only when workflow actions display the above icon Credential constants cannot be inserted by either the Insert Reference Username a ceee Password dialog box or lookups To insert a defined workflow constant into a workflow action any type other than credential 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 9966 e Use the Insert Reference dialog box or lookups Common Item Properties Workflow Constants Inline Functions Central Database Connection String Finance Web Service URL SAP Web Service URL Dynamic text to insert OK Cancel Enabling and disabling entry of manually defined credentials As an administrator you can enable or disable entry of manually defined credentials when defining constants or when configuring workflow actions This setting affects the entire web farm To enable or disable entry of manually defined credentials 1 On the Central Administration Home page click Nintex Workflow Management and then click Global Settings 2 On the Global Settings page under Allow entry of user credentials select the desired option and then click OK o Constants page only Allows entry of manually defined credentials in the Manage workflow constants page but not during configuration of workflow actions 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o
273. l 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 lito open the Select People and Groups configuration dialog 2015 Nintex Global Ltd All rights reserved Nintex Confidential BCC From NINTEX RAV Workflow2010 The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group 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 Wbutton to use Insert reference fields to build the string dynamically at run time Attachments Allows file attachments to be added to the notification You can specify multiple
274. l 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 Set the Start mode with one of the following e Start immediately Specifies that the target workflow will start when this executes 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 Do not start this workflow if it is already running When this option is checked the current workflow will not run the specified workflow if it is in progress 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 e 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 Schedule Editor mode When using the Schedule start mode select one of the following schedule editor modes e Schedule Builder Set the schedule settings for the workflow e Schedule XML This is the format in which the schedule is stored and can be edited directly Note When a date is typed in it must be in the ISO8601 format Sharing data between workflows
275. l rights reserved Nintex Confidential Configure action Store data General al Ae gt Save Cancel Labels Common Variables Help Commit Settings Variables Help Workflow instance to store to Current workflow Store as KeyValue Variable to store PassThisValue Options within this action Workflow instance to store to The instance ID of the workflow to store data to Select either e Current Workflow This will store the information to the current workflow e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX pe XYV Workflow2010 Variable to store Select the workflow variable containing the data to be stored 1 91 Submit Record This topic applies to Nintex Workflow Enterprise Edition only This workflow action applies to Microsoft SharePoint Server onl
276. l the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options for this action Dynamics CRM Version The endpoint version of the Microsoft Dynamics CRM server to connect to Server URL The URL of the CRM server to connect to Organization name The Organization located within CRM Credentials The credentials used to connect to the CRM server and organization 2015 Nintex Global Ltd All rights reserved Nintex Confidential oe NINTEX XW Workflow2010 Entity The type of CRM record to be created Store record ID in Specify a workflow variable in which to store the newly created CRM record ID This could be used as a reference to the CRM record ID in other steps of the current workflow Attributes Selecting an Entity will load any Required and Business Required attributes This will then allow the entry of data for the attributes that relate to the entity selected 1 26
277. le user can be selected Store status in The workflow variable to store the retrieved presence status of the user 1 53 Log in the History List This workflow action will log a user defined entry into the workflow history list To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential F NINTEX RY Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Log in history list General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Insert Reference 7 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workflow2010 Options for this action Add the required message into the text box either manually
278. lease refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Send document to repository General a A2 amp O ml if Save Cancel Labels Common Variables Help Commit Settings Variables Help Action Destination router Comments Value z Store submit result in Options in this action Action Select how the document will be sent Select one of the following values e Copy Select this option to create a copy of the document and send the copy to the destination repository e 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 e 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
279. lecting 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 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 12 Collection Operation This action provides direct access to the values in a collection variable To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double
280. lection level Do the following a From the top site level home page click Site Actions and then click Site Settings b Under Nintex Workflow click Manage workflow constants c Inthe Workflow constants ribbon click Site collection settings o Site level Do the following a From the top site level home page click Site Actions and then click Site Settings b Under Nintex Workflow click Manage workflow constants 2 To create a new workflow constant click New in the Workflow constants ribbon define properties and save changes 3 To edit an existing workflow constant select the constant and then click Edit in the Workflow constants ribbon 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 4 To delete a workflow constant select the constant and then click Delete in the Workflow constants ribbon Editing permissions for workflow constants You can edit permissions for workflow constants to allow only specified users and groups to see and use the workflow constant when designing a workflow Permissions are checked when the workflow is published Note If an existing workflow is modified by another workflow designer who does not have permissions to see and use a workflow constant being used in that workflow then the workflow will save however republishing of the workflow will not be allowed Only workflow designers who have been granted permission to see and use the workflow constant will be abl
281. lick the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Get meeting suggestions General al 2 e amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Microsoft Exchange Connection Details Url https Exchange Server ews exchange asmx 5 Username a Password Meeting Suggestion Properties Attendees Start after 2010 07 12 End by 2010 07 14 Meeting duration minutes 30 Store result in Advanced Maximum results per day Maximum non business hours results Define Good threshold for attendance Options for this action Microsoft Exchange connection details URL This action connects to Microsoft Exchange using the Exchange web services e The URL of the Exchange web service e The credentials of an Exchange account that has the rights to create appointments in the mailbox of the users specified in the Attendees field Meeting Suggestion Properties Attendees The users that are to be invited to the proposed meeting Sele
282. ll only appear for Output Parameters o Required Specify if the workflow parameter is required Go 0 0 oo 2015 Nintex Global Ltd All rights reserved Nintex Confidential Create workflow parameter Name Direction Data type Description To modify an existing workflow parameter e Inthe User Defined Action Parameters dialog select the workflow parameter in the list e Inthe Ribbon click on Modify e Inthe Modify workflow parameter dialog make the changes Changes to the type cannot be made e When all changes have been made click Save To delete an existing workflow parameter e Inthe User Defined Action Parameters dialog select the workflow parameter in the list e Inthe Ribbon click on Delete 3 17 User Defined Action Settings Use the User Defined Action Settings dialog to set the User Defined Action UDA title and description workflow variables parameters and options 2015 Nintex Global Ltd All rights reserved Nintex Confidential User Defined Action Settings User Defined Action Settings og 2 al Safe Save Cancel Variables Parameters Help Commit Settings Parameters Help Title and description Title HR Web Request Description User Defined Action options Category User defined actions Icon _layouts NintexWorkflow Images Activities UserDefinedAction png Toolbox Icon _layouts NintexWorkflow Images Activities Small UserDefinedActic Warning Icon Configu
283. ll open the latest version which may not be the current published version 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 version selected 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 Saving a workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX YW Workflow2010 A workflow can be saved at any point in the design process and edited again at a later time To save a workflow e Inthe Ribbon toolbar click the Save button The Set Title amp Description dialog will open Set Title amp Description Set workflow name ll B L Submit Cancel Commit Title New Workflow Overwrite existing version The workflow name is already in use on this list Description Change comments 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 comm
284. ll rights reserved Nintex Confidential Configure action Copy item General a AZ e amp ml A if Save Cancel Labels Common Variables Help Commit Settings Variables Help Copy from Shared Documents Where Name Equals Value z Copy to Please select a destination list Overwrite an existing item T Options for this action 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential V Workflow2o10 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 Overwrite an existing item 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 fil
285. lobal Ltd All rights reserved Nintex Confidential QV Workflow2010 Choose which form type is presented to Assignees Store task IDs in When the workflow runs the ID given to each task that is created will be stored into an Integer List Item ID or Collection workflow variable Item Permissions Set user permissions to Sets the user permission on the item When task is complete set user permissions to Sets the user permission on the item after the task has been completed Note Setting the item permissions could be useful when the task is delegated this will give the delegated user the necessary permissions to view the item Ribbon Option Task Notification Sent when the task is assigned to a user also used when the task is delegated by one user to another 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Assign Flexi task General ca ee g PN A OV 3 amp es ml e ea S s B B fe Save Cancel Action Not Required Reminders Escalation Edit Task Labels Common Variables Notification Form Commit Settings Variables Edit settings for All Assignees Allow delegation Allow LazyApproval only applicable with email delivery Delivery type Email User preference C None cc BCC From Importance Normal v Subject Response required Attachments 4 Add attachment Rich Text v Insert Reference 7 The f
286. logging Number of days to keep verbose logs Enforce message header and footer Default task list name Edit the default task list name for other languages Allow long term task delegation Allow site administrators to set long term delegation for other users Allow user notification preferences Require designer permissions to work with NINTEX XAV Workflow2o10 Description Allows Run now on sites that use workflow change approval Provides option to enable verbose workflow logging to assist with debugging workflows Number of days to keep verbose logs Includes the configured header and footer in all email notifications Name for the default task list used with Nintex Workflow Default value Workflow Tasks Displays the Manage the default task list name page for editing names by language Allows users to set tasks to be delegated for a time period Allows site administrators to set tasks to be delegated for a time period for other site users Allows users to set their message notification preferences Requires Web Designer permissions to modify or create a workflow schedule If disabled only contribute permissions are required 2015 Nintex Global Ltd All rights reserved Nintex Confidential Section Task form properties view Default workflow start page Default task edit page Default task view page Default task edit page for Flexi tasks Default task view pa
287. low 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 4 11 Global Settings The Global Settings page is used to set Nintex Workflow settings including email verbose logging allowed actions and other application options for the web farm Configuring Global Settings Prerequisites Import Nintex Workflow licensing configure database settings and configure web application activation To configure the Global Settings Navigate to SharePoint Central Administration 2 Inthe Quick Launch click Nintex Workflow Management and then click Global settings 3 Fill in the appropriate details for your environment and then click OK 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RAV Workflow2010 It is now possible to Activate Nintex Workflow Field descriptions The Global Settings page has fields in the form of the following section labels and selections Section Email settings Email settings Email settings Email settings Email settings Email settings Email settings Email settings Email settings Email settings Email settings Instant messaging settings Selection Outbound SMTP
288. low Settings Workflow Settings v Er vE YV ie Te 4 Cancel Variables Association Edit Start Help Columns orm Help Commit Settings Edit a Microsoft InfoPath 2010 form e Open the action dialog for start forms open from the Workflow Settings dialog e Click Edit Task Form or Edit Start Form button then select Edit with Microsoft InfoPath 2010 Workflow Settings Workflow Settings do Save Cancel Variables Association Columns v Help E Enna Ja G Edit with Microsoft InfoPath 2010 Title and description Title New Workflow Description e Microsoft InfoPath 2010 will open e Edit the form as required e To save the changes click Quick Publish Ctrl Shift Q e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 instance in InfoPath is created r T Save As SJONE Microsoft InfoPath 2010 4 Search Microsoft InfoPat p Organize v J No items match your search gt I Microsoft InfoPath a a Ft Favorites m Desktop F B Downloads
289. low Variable Text 6 Arguments e Text The string to pad e Length The target total length of the padded result 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e Character Optional The character to pad the original string with A space character is used by default fn Power Raises a number to the specified power Example fn Power Workflow Variable Number Workflow Variable Power Arguments e Number The number to raise to the power e Number The power to raise number to fn Remove Removes a section of text in a larger string Example fn Remove Workflow Variable Text 0 3 Arguments e Text The text to modify e Start position The character position from which to remove the following characters The first character in the string is at position 0 e Length Optional The number of characters from the start position to remove All remaining characters will be removed by default fn Replace Replaces a section of text in a larger string Example fn Replace Workflow Variable Text abc ItemProperty Title Arguments e Text The text to modify e Old value The text to search for and replace e New value The text to replace Old value with 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 fn Round Rounds a decimal value to the nearest integer Example fn Round Workflow Variable Number Arguments e Number The decimal numb
290. lp Workflows Action Republish Help Latest User Defined Action Version 3 0 Workflow name Workflow Version Expense Approval Workflow Leave Approval Workflow Workflow Published Posee TF the current published workflow has a minor version the workflow will not be republished In the Republish results of the Analyze UDA the Republish Status will be Not republished Minor version exists If required manually republish the workflow to ensure that the workflow has no minor version Click on the Workflow name and republish The current opened Analyze UDA dialog will need to be closed and reopened to reflect the latest changes 2015 Nintex Global Ltd All rights reserved Nintex Confidential XA Workflow2010 Republish results Analyze UDA E Open Close Republish All Help Workflows Action Republish Help Latest User Defined Action Version 3 0 Workflow name Workflow Version Workflow Published UDA Version Republish Status Expense Approval Workflow 4 11 12 20 03 PM 3 0 Republished Leave Approval Workflow 2 11 12 2010 3 11 PM 2 0 Not republished Minor version 3 16 User Defined Action Parameters User Defined Action Parameters can be defined to obtain and supply information when using the User Defined Action within a workflow Site Actions B Browse Nit wortiow 2010 OOOO O a Ja x Pm gt a Aoa E A Fe Ea d amp amp gt Q 41 eaaaebhbetisn A aA Save Publish New Open Close Print Impo
291. ly single cells can be updated you cannot specify a range with multiple cells e Cell value the value to update the cell with 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 If a cell or cell range is named the defined name can also be specified Store result in The workflow variable to store the resulting value 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 Al A2 A3 B1 B2 B3 Retrieve as formatted text 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e 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
292. m notes can be defined and used for the workflow action User defined notes 2015 Nintex Global Ltd All rights reserved Nintex Confidential vel J NINTEX 3 Workflow2010 The textbox is only enabled when the Notes to display selected is User defined or System generated and user defined Entering a value will display the custom notes in the print with notes view and when a user hovers over the workflow action Configure Action Send notification General a la Save Cancel Action Common Variables Help Commit Settings Variables Help Action title Send notification Left text Right text Bottom text Send a detailed report of account activity to the finance team Notes to display System generated System generated User defined notes User defined System generated and user defined 5 19 Using lookups In many workflow actions within Nintex Workflow values can be set at run time with lookups A lookup provides the ability to reference and use a value within the workflow action When the option to select a lookup is available four options will be presented in a drop down menu Workflow Data List Lookup Workflow Context User Profiles Workflow Constants 2015 Nintex Global Ltd All rights reserved Nintex Confidential LW Workflow2010 Value The Value option allows a literal value to be entered or use Insert Reference to build the value dynamically at run time Value ga Workflow
293. m their SharePoint user profile To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential RW Configure Action Query user profile General h B Save Cancel Ae amp Labels Common Variables Help Commit Settings Variables Help User u Please select Add Properties to retrieve Advanced Error handling Action Settings User The login name of the user whose profile should be queried Multiple users can be specified Properties to retrieve A list of available profile properties that the action can read More than one property may be retrieved To specify the property to retrieve 1 Select the desir
294. mage 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 State machine Xe y State 1 State 2 State 3 Request review SA Update item X 3 4 Request approva ball P declined y approved Change state X Change state X O 8 amp State 3 End State Machine 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 will exit the State Machine construct when the current state has finished running Essentially it always will occur at the end of all the actions in the step Nintex Workflow state machine construct is very different from a Visual Studio created State Machine Nintex workflows are Windows Workflow Foundation sequential workflows Nintex made the state machine by wrapping up loops parallel branches if statements and variables to control it It s not a real sta
295. matically 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 Data context Advanced 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 To access the data source o Click Show advanced view Show advanced view Actions Add Field Manage Data Connections o Change the Fields dropdown to NWContext Fields Yx Drag a field to add it to the form Fields Context Secondary Choices Data Connection Secondar o A list of available context fields will be displayed 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 Fields x Drag a field to add it to the form Fields NWContext Secondary F 69 Context E AllowedToCompleteForm E DelegationAllowed E DelegationUr A siteurl 8 TaskItemId 8 TaskListid E UserIsSiteAdmin E WorkflowltemId E workflowItemUrl E WorkflowListId These fields can be used to extend the functionality of the form Some examples are o Call a Nintex Workflow web service to delegate a task o Show additional information to a site administrator o Displ
296. ment content type is selected the appropriate blank template will be used Overwrite an existing item 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 Store new item ID in 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 LJ Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 27 Create item in another site This workflow action creates a new item in a list within another site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to r
297. n To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX LA Workflow2010 Configure action Create AD group General al Z amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Active Directory Details LDAP Path Username Password Group Details Group scope Domain local Global Universal Group Type Security Distribution Group name Error Handling Options within this action Active Directory Details 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
298. n drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential lt NINTEX SV Workflow201 AA O Configure action Check in item General a pa e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Check in from Currentitem di Comments Insert Reference Check in type Major Version Options within the action Check in from List and Site Workflows Check in an item from somewhere else in the current site Document Library There are two options when checking in a document e Check in for the item currently in the workflow e Check in an item from somewhere else in the current site 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 e
299. n please refer to Set a condition 1 49 Find users by status This topic applies to Nintex Workflow Enterprise only This workflow action will find and return user s with a specified OCS Lync presence status Note Requires Office Communications Server 2007 or Lync Server 2010 and the Instant messaging settings option in Global Settings must be set and configured To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRK Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Find users by status 5 General a 2 ml Ae p Save Cancel Labels Common Variables Help Commit Settings Variables Help Find users 0 J With status Please select x Store users
300. n notifies the user who started the workflow if the workflow errors or is cancelled For additional users to be notified when a workflow errors or is cancelled specify the email address of the user in the Specify other email addresses that will receive the notifications text field Notifications can be turned off by selecting No for Send notifications to the workflow initiator and leaving the Specify other email addresses that will receive the notifications text field empty 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 Central Administration Nintex Workflow Management Workflow Error amp Cancellation Notification Settings Z I Like It Tags amp This page is used to change the workflow error notification settings for this server farm Notes Search this site Pp 8 Send notifications to the workflow initiator Specify other email addresses that will receive the notifications OK Cancel 5 Using the Workflow Designer 5 1 Getting started with the Nintex Workflow designer Getting started with the Nintex Workflow designer Creating a workflow A workflow can be created in one of two ways To create a new workflow from within a Document Library 1 Select the Library tab on the Ribbon 2 Click the Workflow Settings button and select Create a Workflow in Nintex Workflow from the menu options To create a new workflow from the Workflow Gallery 1 Click the Workflow Setting
301. n settings The Workflow error notification settings provides the options to specify to whom workflow error and cancellation notifications are sent Workflow error and cancellation notification can be set globally for the web farm a specific site collection or individual sites To set the workflow notification settings for the web farm Navigate to SharePoint Central Administration 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e Inthe Quick Launch click on Nintex Workflow Management then Workflow error notifications Note By default the settings will inherit from the parent settings A site will inherit its settings from the site collection and a site collection from the farm If the setting is changed at a specific level it will no longer inherit the settings from the parent To set the workflow notification settings for the site collection e Navigate to the top level site home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Workflow error notifications e Click on Switch to site collection level settings To set the workflow notification settings for a site e Navigate to the site level home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Workflow error notifications Workflow Error and Cancellation Notification Settings The Send notifications to the workflow initiator optio
302. n the Allow comments and ratings to be viewed selection e Allow posting to my organization only Ratings and comments made by the users will only be visible to other users within the organization The user s domain name will be displayed with the rating and comment made e Allow posting to all Nintex Live users Ratings and comments made by the user will be visible to all users with access to the Nintex Live Catalog The user will be asked for an alias when posting a rating and comment Users within the organization viewing the rating and comment will see the domain name if the rating and comment was made from someone within the organization If the rating and comment was made from someone outside the organization the alias will be displayed 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XII Workflow2010 2 4 Nintex Live Workflow Settings Use the Nintex Live Workflow settings page to enable or disable the ability to connect to Nintex Live and allow workflow designers to add web services from the Nintex Live Catalog to the Nintex Workflow actions toolbox which can then be used in workflows Note Ensure that the Nintex Live Framework and the certificates required to enable connectivity to Nintex Live have been installed If the Install Nintex Live option was not selected during Nintex Workflow 2010 installation manually install and deploy the nintexlivecore wsp To enable Nintex Live Workflow s
303. n 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 Nintex Workflows workflowname folder and will be named the same as the content type Note that the form is only published when the workflow is published 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 Display link to workflow item on the task form 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 Display the item properties panel on the task form When this option is selected the default SharePoint task form will display a panel with the field names and values of the item that the workflow is running on This option does not affect the task form published by Nintex 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 Store attachment URLs in 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 ta
304. n this file or save this file What s the risk e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflew2010 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 Note Not all workflow types such as list workflows or site workflows can be exported to Visual Studio Only Reusable Workflows created in Nintex Workflow can be exported to Visual Studio Importing a workflow To import a workflow e Click the Import button e The Import Workflow dialog will appear Import Workflow HB Q Import Cancel Help Commit Help File Browse Locate a Nintex Workflow file nwf to upload Note Importing a workflow will cause unsaved changes to be lost e 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 Note Only workflows created by Nintex Workflow 2010 can be imported 5 8 Inline functions In any text input that supports Inserting reference fields an inline function can be entered that will be resolved at workflow run time A number of function
305. n using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Create list General vl RA F Q Save Cancel Labels Common Variables Help Commit Settings Variables Help Title Description List template Please select a template Team site Select a parent site Enter a URL Select team site 7 Display on the Quick Launch of T the parent site Override credentials Credentials Username Password Error handling Options for this action 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 W For more details on using Insert Reference please refer to Inserting reference fields Description 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 The
306. nage the Nintex Workflow database settings Notes Database Version 2 0 0 3 Configuration Database WF2010 1 Data Source WF2010 1 Initial Catalog NW2010DB2 Integrated Security True Content Databases Content Database Connection String WF2010 1 Data Source WF2010 1 Initial Catalog NW2010DB2 Integrated Security True User ID Password C666 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 For either option 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Central Administration Nintex Workflow Management Nintex Workflow Database Setup sF Change configuration database 5 Ilikelt Tags amp Use this page to change the Nintex Workflow configuration database Notes Warning this page is not encrypted for secure communication User names passwords and any other information will be sent in clear text For more information contact your administrator Data
307. name of the SQL Server database server the name of the database and the authentication settings Note 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX AV Workflow2010 In small farm scenarios it is reasonable to use the same database for the content and configuration databases KNOWN ISSUE Title Problem Resolution Error establishing connection to SQL Server An error has occurred while establishing a connection to the server When connecting to SQL Server this failure may be caused by the fact that under the default settings SQL Server does not allow remote connections provider Named Pipes Provider error 40 Could not open a connection to SQL server If you receive the abovementioned error or something very similar and the default Server name in the Add Configuration Database page is LOCALSERVERNAME Microsoft SSEE then here is some information When the user has installed SharePoint as standalone and not connected to any existing install of SQL Server an embedded instance is used called Microsoft SSEE This instance is locked down to other applications To install Nintex Workflow 2010 an additional database instance must be installed This can be SQL Server Express 2005 or 2008 which is f
308. nd Groups or People only Choose from Select either All users or SharePoint Groups 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 Allow multiple values Check this option to return a collection of values if more than one item meets the filter criteria o Hyperlink or Picture Display format Select from Hyperlink or Picture Allow blank values Check this option to allow the column to be left empty Once the workflow is published the new site column will be created Associate the workflow with a site column that already exists 1 Select Existing Site Column to associate the workflow with a site column that already exists in the SharePoint site 2 Inthe Add existing site column dialog select the desired site column from the list 3 Click the OK button Other Options Delete To delete an association with a site column 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 1 Select the site column from the list 2 Click the Delete button in the Ribbon 3 And then OK Please note 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
309. nge the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options within the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 This action has no settings to configure 1 14 Compile Audience This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft Office SharePoint Server This workflow action will compile an existing audience in the environment To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 N
310. ngs for All Assignees All Assignees j smith mycompany com k brown mycompany com Allow LazyApproval F applicable with e mail and IM delivery Allow delegation Delegate task when Assigned To changes 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 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 Delivery type is the method of delivering the notification to the recipients 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 Wto open the Select People and Groups configuration dialog BCC The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in the email via the To CC and BCC fields
311. nput field At runtime Nintex Workflow will base64 encode the file and pass that as the value For more information on the SOAP standard please refer to http www w3 org TR soap12 part0 Web service input Encode inserted tokens Specifies whether inserted tokens workflow variables list item properties etc should be encoded to ensure they are valid for sending to the web service 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 Web service output Default value The default value can be used for a single return value from a web service method e Store result in This list contains the workflow variables that can be used to store the simple type result of the call e Result processing Force top level XML node Determines whether the result should be wrapped in a top level XML element called lt xml gt This is useful if the result from the web service is not XML or is an XML fragment with no root node XML 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 Specify elements Allow the workflow to store specific values from a web service response To specify an element 1 Click on Select element to browse the response format and select a value Click Apply 2 Specify a workflow variable to store the value of the element selected 1 8 Capture document set version This action requires Micr
312. nterprise Edition only This workflow action will delete an Active Directory security group To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRL Workflow2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Delete AD group General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Active Directory Details LDAP Path Username Password Group Details Group name Error Handling Options within this action Active Directory details LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Group details 2015 Nintex Global Ltd All rights reserved Nintex Confidential XYW Wo
313. ntex Workflow designer Configure action Create site collection General a pa e gt l A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Credentials Username Password New Site Collection details Title Description Primary administrator Secondary administrator L Web application URL name Template Quota template No quota Store URL in Error Handling 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 Options within the action Credentials The username and password to use when creating the site collection New Site Collection details Title The name of the new site collection Description The description of the new site collection Primary administrator The administrator of the new site collection Secondary administrator The secondary administrator of the new site collection 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 The site template to use to create the site collection Quota template The quota template to limit the resources used by the new site collection Store URL in 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 The
314. nthe Approvals in process section click on the Status In progress e Inthe Workflow Information page click on Respond to task Terminate this workflow Respond to task G Workflow Information Workflow in Log History Workflow approval Workflow Workflow change approval Initiator Administrator Started 11 9 2010 9 29 AM Status Running Click here to show Approve detailed view Send a notification Publish Workflow cy A D e Select either Approve or Reject e Click OK Outcome Select an outcome for this task Approve 5 Reject Or you can delegate this task to another person Comment 9966 In the Workflow details section 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2o10 e Workflow status Displays the workflow status of the workflow change approval workflow e Workflow The workflow that is being published e Previous version Displays the current published version of the workflow Workflow details The details of the workflow that was published Workflow status View Workflow Log History Workflow Previous version Current live version Workflow type List workflow Modified by Administrator Modified at 11 8 2010 4 54 PM Change notes Added a description 32966666G 3 8 Managing workflow history lists The Manage workflow history lists provides the ability to create new SharePoint workflow history lists and enable existing SharePoint workflow
315. ntial LX Workflow2010 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 Tv OF case sensitive The default set of terms is approve approved decline declined no
316. 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 1 63 Query LDAP The Query LDAP action allows the workflow to query a LDAP compliant data source such as Microsoft Active Directory This action is for advanced users To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Query LDAP o General EA oy l Ze p O Save Cancel Labels Common Variables Run Help ow Commit Settings Variables Run Now Help LDAP path we Usern
317. o remove the service workflow action from the workflow action toolbox navigate to the Manage allowed actions settings page and uncheck the particular service 2 2 Adding and removing services In the Nintex Live Catalog the administrator workflow designer can select the services to be made available as workflow actions in the workflow toolbox To add a service into the workflow action toolbox 1 In the workflow designer click on the Catalog button in the Ribbon 2 In the Catalog select the service to add to the toolbox by clicking the Add button You can select and deselect services before clicking OK 3 Click OK to add the selected pending service s to the toolbox The service will now be available in the workflow toolbox e Anew Category is created in the workflow toolbox By default all services are added to the Nintex Live category e The service is available and presented as a workflow action which can be used when designing workflows e Drag and drop the workflow action onto the designer canvas and configure as per normal Nintex Workflow actions To remove a service from the workflow action toolbox 1 Inthe workflow designer click on the Catalog button in the Ribbon In the Catalog select the service to remove from the toolbox by clicking the Remove button You can select and deselect services before clicking OK 3 Click OK to remove the selected service s from the toolbox The service will no longer be availabl
318. obile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 e 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 e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX XY Workflow2010 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 1 102 Update XML The Update XML action is used to alter XML data It can be used to alter an XML file that the workflow is running on including
319. ocated on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential A NINTEX XAV Workflow2o01 oF O Configure action Pause until General ld B Aa F amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Pause until Value 7 10 2010 Workflow Data List Lookup Workflow Context Options within the action Set the date and time at which the workflow will recommence by e Manually entering the date in the regional date format e g mm dd yyyy then selecting the hour and minutes e Using Calendar Picker to select a date then selecting the hour and minutes e 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 Lis
320. ody of the notification Added manually or by clicking on tJ to use Insert reference fields from within the runtime instance of the workflow Attachments Allows file attachments to be added to the notification You can specify multiple URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar e Plain Text is simply the text without any stylized formatting 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 Ribbon Option Not Required Notification Sent when the user no longer needs to respond to the task This can occur when e A task is assigned to multiple users but only one is required to respond e The workflow is terminated prior to the task being processed e An error o
321. og will open 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 Open Workflow Open Workflow o 2B Select Cancel Actions Select 4 Modified By Modified Published Open the selected Nintex N a ERA a rare Workflow Administrator 715 2010 11 49 7 3 2010 11 49 AM AM Create a new item in another Administrator 7 1 2010 5 39 PM 7 1 2010 5 39 PM e a site Administrator 7 1 2010 4 38 PM 7 1 2010 4 44 PM another site error Administrator 7 1 g e Site and Add users nw owner 7 5 2 E Delete multiple items Administrator 7 1 Lazy Approval Test nw owner 7 5 201 7 5 2010 6 New Workflow Administrator 7 5 2010 11 49 7 5 2010 11 49 AM AM Search query Administrator 7 1 2010 3 04 PM i Seta condition Administrator 7 5 20 AM UDA Administrator 7 1 2010 11 17 AM Show published versions only e Click on the desired workflow and then click the Select button to open the selected workflow 2 Existing workflows can also be opened from the Manage Workflows page For more information please refer to the Managing Workflows 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 wi
322. ollowing task has been assigned to you Click here to respond to the task Click here to view the workflow status Edit settings for 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 Edit settings for All Assignees NESS hia j smith mycompany com k brown mycompany com Allow LazyApproval E applicable with e mail and IM delivery Allow delegation 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX AV Workflow2o10 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 or an automated OCS Lync conversation with a recognized word or phrase An administrator can edit or add to the list of acceptable terms For more information please refer to Managin
323. on see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 41 Delete multiple items This workflow action can be used to delete multiple items within a library or list in a specified site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Delete multiple items General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Delete from Site Select site Enter a URL Sales 4 Editor mode Query builder CAML editor List Shared Documents e Include subfolders T Filter F Select all list i
324. on a dynamic element provided by Insert Reference i Credentials An account with permissions to delete an audience This account will need to be explicitly added as the administrator of the User Profile Service with the permission to Manage Audiences 2015 Nintex Global Ltd All rights reserved Nintex Confidential Administrators for User Profile Specify the users who have rights to manage this service application These users will be given access to the Central Administration site and will be able to manage settings related to this service application Members of the Farm Administrators group always have rights to manage all service applications To add an account or group type or select it below and click Add ada administrator Remove Permissions for administrator Full Control Manage Profiles Manage Audiences Manage Permissions To remove an account or group select it above and click Remove A v v Retrieve People Data for Search Crawlers Lidaese0 Cacial Nata 1 39 Delete drafts This workflow action can be used delete all drafts on the current item It deletes the draft or minor versions of the current item To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keywor
325. on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential LAX Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer ccce Configure Action Call web service o General ka Z Ep ml Ae lk O Save Cancel Labels Common Variables Run Help Now Commit Settings Variables Run Now Help URL res Username Password Web method No web service i Refresh Editor mode SOAP builder SOAP editor Web service input F Encode inserted tokens Web service output Default value Specify elements Store result in C Result processing Error handling Action Settings URL 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 A mandatory field that represents the full URL to the WSDL definition of the SOAP web service to call
326. 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 Configure action Web request General aAa e A Sfi Save Cancel Labels Common Variables Help Commit Settings Variables Help Url Username Password GET POST SOAP1 1 SOAP1 2 Other Content type application x www form urlencoded ba Add Headers Text Send workflow file Insert Reference 7 Keep alive Allow auto redirect Store result in 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Options within the action Url The URL to which the HTTP request will be made 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 op
327. onds with No the Delivery type will be switched to Email and the assignee will receive a notification email instead If at anytime the assignee does not respond within 5 minutes to the automated OCS Lync conversation the conversation will end and a notification email to complete the tasks will be sent instead 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 ito open the Select People and Groups configuration dialog BCC The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options From The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group 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 b
328. ons 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 Managing 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 e Site Collection Level by Promoting the UDA OR e Web Farm level by Exporting and Importing the UDA Nintex Workflow 2010 WEA Create a reusable workflow Manage workflows using Nintex gt template that is available for Workflow 2010 the entire site collection x Manage Site Collection Ea Reusable Workflow Templates Manage reusable workflow templates that are availabl
329. or disabled for internal and external communications e Location policy The location policy automatically locates clients within a network The Lync Server uses a Location Policy to enable Lync 2010 clients for E9 1 1 during client registration A location Policy contains the settings that define how E9 1 1 will be implemented You can edit the global location policy and create new tagged location policies A client obtains a global policy when not locations within a subnet with an associated location policy or when the client has not been directly assigned a location policy e Client policy The client policy determines the features of Microsoft Lync 2010 which are made available to users Advanced Domain controller Connect to the specified domain controller in order to enable a user account SIP address type Instructs Lync Server to auto generate a SIP address for the new user SIP domain The SIP domain for the user account being enabled 2015 Nintex Global Ltd All rights reserved Nintex Confidential oe NINTEX 3 Workflow2010 Authentication mode Select from with default basic digest or negotiate For more information on the above parameters refer to http technet microsoft com en us library gg398711 aspx 1 46 End workflow This action will terminate the workflow and if specified will log a user defined message in the history list To use the workflow action e Locate the action in Workflow Actions Toolbox loc
330. 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 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 54 Loop This workflow action runs a set of child actions while a condition evaluates to true Configuring this action is similar to the Set a condition action To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with t
331. orkflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively 2015 Nintex Global Ltd All rights reserved Nintex Confidential LAX Workflow2010 e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Create site General ld B A2 F a Q Save Cancel Labels Common Variables Help Commit Settings Variables Help Title Description Inherit permissions a Parent site Select a parent site Enter a URL Select team site URL name Template Display on the Quick Launch of the parent site Display on the top link bar of the parent site Use top link bar from the parent site Store URL in Override credentials Credentials Username Password Error handling Options for this action Title 2015 Nintex Global Ltd All rights reserved
332. orkflow 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 Site Actions i Browse Nintex Workflow 2010 Baas Ra A aaa oO Save Publish New Open Close Print Import Export Workflow Settings apom Zoom 100 Catalog Help X n u 2 File Import Export amp Workflow Settings Nintex Live Help s orkflow Actions q fe Variables Searct 2 i Manage Start Variable Order NMfanaging Workflow Variables To create or delete a variable attached to a workflow e Inthe Nintex Workflow Designer Ribbon click on Workflow Settings e Inthe Workflow Settings dialog within the Ribbon click on Variables Alternatively e Inthe Nintex Workflow Designer below the Workflow Settings in the Ribbon expand the available options by clicking e Click on Variables 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 Workflow Variables Workflow variables DE B a X2 Q Close New Delete Modi
333. orkflow2010 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 1 2 Add User To AD Group This topic applies to Nintex Workflow Enterprise Edition only This workflow action will add a user to an Active Directory security group To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Add user to AD group General I amp Be Save Cancel Labels Common Variables Commit Settings Variables Active Directory details LDAP path Username Password Add user to AD group User ES Group E3
334. ose 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 Considerations when using verbose logging 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 5 21 Workflow Action Common Settings Common settings can be configured for each workflow action 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Check out item General ld BZ Save Cancel Action Labels Variables Help Commit Settings Variables Help Message to log on completion Expected duration Click here to configure Set the expected length of time for this action to complete Used for Workflow statistics an
335. osoft Activate InfoPath 2010 Nintex Workflow 2010 Reporting Web Parts E Allo s the Nintex Workflow Enterprise reporting web parts to be added to sites in this Activate llection Nintex Workflow 2010 Web Parts ey HE Allows the Nintex Workflow web parts to be added to sites in this site collection It is now possible to activate Nintex Workflow 2010 features in the sites within this site collection 2 Activating Nintex Workflow in a site Nintex Workflow must be activated at the site collection level before it can be activated on the site level To activate Nintex Workflow in a site e From the Site level home page in the Site Actions menu click on Site Settings e Inthe Site Actions group click on Manage site features 2015 Nintex Global Ltd All rights reserved Nintex Confidential 5 Site Actions Manage site features Save site as template Reset to site definition Delete this site Site Web Analytics reports Site Collection Web Analytics reports Reporting Services Manage Shared Schedules Reporting Services Site Settings In the Nintex Workflow 2010 section click the Activate button After a short delay the page will refresh and the status will become Active It is now possible to start using Nintex Workflow within this site 4 15 Configuring user preferences Nintex Workflow notifications can be sent via email Office Communication Server OCS or SMS depending on how the SharePo
336. osoft SharePoint Server This workflow action saves a version of the current properties and documents in a document set To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list 2015 Nintex Global Ltd All rights reserved Nintex Confidential i lt NINTEX 3 Workflow2010 To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Capture document set version General a R2 e Hl A fe Save Cancel Labels Common Variables Help Commit Settings Variables Help File versions to include Last major versions only Last major versions onl Comments Latest major or minor versions Sal Options for this action File versions to include Specify whether the Document Set should include only major versions of the items in the set or the minor versions Select the v
337. ot included in the count down but after hours on a business day are Example e The task is assigned Friday morning and is configured to wait 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 During business hours only The During business hours only option specifies that only business hours are used in the count down Example e 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 1lam 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 e 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 e 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 8pm on Wednesday after business hours are included in the count down Public holidays and any other special occasions are set using the Site Settings gt Nintex Workflow gt Manage Holidays page 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX f a A RS Workflow2010 See Ribbon Option T
338. ouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflew2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Read document General a 2 e Hl A oft Save Cancel Labels Common Variables Help Commit Settings Variables Help Source Current item Content control title CustomerName Store in WorkflowVariable Options within this action Source The document where the content control is to be read from Select either e The Current item OR e 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 W ordDocument docx Content control title The title of the content control within the document 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX AV Workflow2o10 Note Be aware of the following when specifying a content control title e If there are content controls with the same title within the document the first content control title
339. ow Constant option alows a value that has been set globally either at the Farm Site Collection or Site level to be used within the workflow action Workflow Constants WorkflowConstantExample The values contained within the workflow constant are not made visible to a user when designing the workflow Users are only shown the name of the workflow constant 5 20 Verbose logging 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o10 Verbose logging adds increased context data when viewing the history of a workflow instance The value of all workflow variables and item properties are stored before and after each workflow action along with additional diagnostics information such as the process the workflow was running in and the server which was executing the workflow Enabling verbose logging Verbose logging must first be enabled in the farm before it can be enabled in a workflow To enable verbose logging e Navigate to Global Settings page e Inthe Allow verbose workflow logging section set to Yes e Inthe 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 more data to the workflow database than one without therefore there is an automatic purge process to remove verbose information after a number of days Allow
340. ow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential veil F NINTEX S Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Check out item General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Check out from Shared Documents Where Name Equals Value Value Workflow Data List Lookup Workflow Context 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XII Workflow2010 Options within the action Check out from Select either the Current item that the workflow is running on or one of the available libraries If selecting a library location the Where selector will appear Where If not se
341. ow2o10 Example fn XmlDecode Workflow Variable Text Arguments e Text The text to decode 5 9 Inserting reference fields By using references content containing context specific information pertaining to the list item and this instance of the workflow can be constructed for use within workflow actions To insert a reference e Inthe Insert Reference dialog select the reference and double click on an item from the list OR e Select the item and click on the OK button Insert Reference a X Common Item Properties Workflow Constants Inline Functions Workflow Variables All Approver Comments a All Approver Comments Html Context Item Display Name Context Item Url Current Date Current Time Document Checked Out User Initiator Initiator s Display Name Is Document Writable Item Display Name Item Url Last Task Respondent Last Task Respondent Display Name List ID List Name Manager m The comments of the approvers who responded to the most recent task Dynamic text to insert Common LastApproverComments OK J Cancel_ peesReference information is divided into different categories 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 e Common These are lookup values specific to the workflow the context of the item and the current task within the workflow e Item Properties These are metadata columns for the item for which the workflow is asso
342. ows that run when the item is modified At the start of each workflow use the filter action to check if the input conditions are met If it is not the workflow will end In this scenario each workflow essentially becomes a state For information on safeguarding performance by preventing excessive looping iterations see Preventing excessive looping iterations 1 90 Store data This workflow action can be used to store data which can then be retrieved using the Retrieve data workflow action Using both the Store data and Retrieve data workflow actions it provides the ability to pass workflow variables values between workflow instances running workflows To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd Al
343. p Action ID Complete after Days 0 Hours 0 Mins 1 Time calculation F During business days only F During business hours only Task outcome Approved Send response not required Y message Comments Insert Reference 7 Options within this action Action ID Specify this workflow variable to nominate which task action to complete 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 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 During business days only The During business days only option will specify that weekends or holidays are not includ
344. p Comments Rejected Insert Reference 7 Pending eis Draft Scheduled Options in this action Set the status to 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2o10 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 dynamically 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 e Inthe library or list select Library Settings or List Settings e Inthe General Settings section click on the Versioning settings e Inthe Content Approval section select Yes e When all settings have been configured click the OK button Content Approval Specify whether new items or changes to existing items should remain in a Require content approval for submitted draft state until they have been approved Learn about requiring approval items Yes No Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commi
345. page Can be appended with querystring hsl truelfalse to determine whether to show the workflow status link on the default confirmation form e Approver Comments The comments of the approvers who responded to the most recent task e Approver Name The display name of the user currently required to approve the document e Approver s Manager The display name of the manager of the user assigned to the current task e Approver s Manager s Display Name The display name of the user assigned to the current task e Delegate Url The URL in SharePoint where an approver can delegate a task if allowed 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o10 e 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 truelfalse to determine whether to show the workflow status link on the default confirmation form Create a hyperlink using a reference When inserting a reference into a Rich Text box the reference can be inserted as a hyperlink To insert a reference as a hyperlink e Inthe workflow action dialog box within the Ribbon click on the Insert tab e Then click on Link General Format Text Insert EE b Table Picture Lin Reference Help X X B taz Tables Media Links Reference Help e Inthe Insert Reference dialog select th
346. pe is presented to Reviewers Choices are Default InfoPath or Custom 2015 Nintex Global Ltd All rights reserved Nintex Confidential f NINTEX XWYV Workflow2010 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 Store task IDs in When the workflow runs the ID given to each task that is created will be stored into an Integer List Item ID or Collection workflow variable Item Permissions Set user permissions to Sets the user permission on the item When task is complete set user permissions to Sets the user permission on the item after the task has been completed Note Setting the item permissions could be useful when the task is delegated this will give the delegated user the necessary permissions to view the item Ribbon Option Task Notification 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Request review General Save Cancel Commit Not Required Edit Task Labels Common Variables Notification Form Settings Variables
347. place node contents Replace all content within the XML node with the supplied value e Add child node Adds a new node from the supplied XML fragment e Set node text Sets the value of the XML node to the supplied text Add XML update Select to define another update operation Store result in Specifies where the resulting XML should be stored Select Workflow variables type or choose from the following options e 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 e URL The XML will be stored at a location specified by a URL The URL does not have to point to a SharePoint location Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XY Workflow2010 1 103 Wait for an item update This workflow action delays the workflow until a property list or library column of the current item meets a specified condition To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal
348. providers are subject to change between releases of this product If a connection is deleted then any currently running workflows that reference the connection are stopped and the workflows cannot be republished until a valid connection is selected for the affected actions Related topics Managing connections to external providers Connection dialog box C666 Connection Manager dialog box Create 5 3 Association columns The Association Columns feature is used to associate site columns with the workflow definition Association columns are useful where you may need to reference columns for the current item from within a reusable workflow Association columns are automatically added to a list or library when a reusable workflow is associated to that list or library 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 The Association Columns dialog allows associations to site columns to be created added deleted or modified Each Association Column is defined within the workflow definition If these columns exist in the target library or list they will be used If they do not exist they will be added to the target library or modified and deleted Whilst Association Columns are predominantly used in reusable workflows associated with content types they do not associate with the content type itself instead any defined columns are added to the relevant list or library where the content t
349. quired action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 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 Request approval eo decine 9 approved 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Request approval General Save Cancel a Notification Notification Form Commit Settings Task Not Required Edit Task Labels Common Variables Help Variables Help Approvers Allow delegation Task description Create individual tasks for all group members Insert Reference Approval options All must approve First response applies Only one approval is required Q Vote Task name rea Task content type Nintex Workflow Task Priority 2 Normal 6a Due Date Value Iv a Form type Default iy Store action ID in Iv Store task IDs in v Item permissions Options for this action Ribbon Option Action Approvers The Approvers list
350. r changes take effect immediately perform an IISRESET and restart the Windows SharePoint Services timer service Allows the workflow action Execute SQL to connect to the database as the application pool identity Allows workflow schedules to execute using a system account identity Allows entry of manually defined credentials in the indicated areas e Constants page only Manage workflow constants page e Constants page and action dialog Manage workflow constants page and action configuration dialog box e Neither No entry of manually defined credentials is allowed For more information see Workflow Constants Allows configuration of From field in actions that send emails Makes Run now feature available in actions that interact now on actions with data or systems outside of the workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential Section actions that interact with external data Allow Run now on actions that interact with external data Allow verbose workflow logging Allow verbose workflow logging Enforce message header and footer Specify a default task list name Specify a default task list name Long term delegation Site administrators long term delegation Notification preferences Workflow schedule permissions Selection that interact with external data Allow on sites that use workflow change approval Allow verbose workflow
351. r downloading and saving files from the web browser Consult the web browser documentation for more information on downlading and saving files Promote User Defined Actions This will move the UDA to be managed from the parent scope To promote a UDA e Inthe Manage User Defined Actions page select the UDA from the list and click the Promote button e Inthe Confirmation dialog click the OK button Note Once a site level UDA has been promoted to the site collection level it cannot be undone Analyze User Defined Actions 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2o10 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 3 19 Viewing workflow history 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 To view the item s workflow history e Navigate to the item s location e Click on the item to activate the Item Context menu then click View Workflow History El May 2010 new X View Properties Add document Edit Properties Edit in Microsoft Word Check Out Compliance Details Workflows View Workflow History Schedule Workflows Alert Me Send To gt See Pe Mana
352. r for Nintex Workflow 2010 2 1 Access Management 2 2 Adding and removing services 2 3 Nintex Live Catalog Settings 2 4 Nintex Live Workflow Settings 2 5 Using the Nintex Live Catalog 3 Workflow Interaction with SharePoint 3 1 About LazyApproval 3 2 Approving Rejecting and Reviewing Items 3 3 Configuring the Chart Viewer Webpart 3 4 Configuring the Report Viewer Webpart 3 5 Delegating Approval Tasks 3 6 InfoPath Forms 3 7 Managing Workflow Change Approval 3 8 Managing workflow history lists 3 9 My Workflow Tasks web part 3 10 Reusable Workflows 3 11 Scheduling a workflow 3 12 Set Title and Description for Reusable Workflow Template 3 13 Site Workflows 3 14 Starting a workflow 2015 Nintex Global Ltd All rights reserved Nintex Confidential XXI Workflow2010 3 15 Updating User Defined Action in Published Workflows 3 16 User Defined Action Parameters 3 17 User Defined Action Settings 3 18 User Defined Actions 3 19 Viewing workflow history 3 20 Viewing workflow status 3 21 Workflow Change Approval 3 22 Workflows I have started web part 4 Administration and Configuration 4 1 Support packages 4 2 SharePoint IDs for Nintex Features 4 3 Monitoring workflow errors 4 4 Preventing excessive looping iterations 4 5 Creating support packages 4 6 Licensing settings 4 7 Database settings 4 8 Manage content databases 4 9 Web Application activation sett
353. ration Dialog Url UserDefinedAction aspx Pes User Defined Action options e Category Specify the category under which to list the UDA in the Workflow Actions Toolbox e 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 e 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 e 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 e Configuration Dialog URL To use a custom form specify the URL of the custom form For more information on using custom forms with UDAs see the Nintex Workflow 2010 SDK Ribbon menu buttons 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e Variables Create workflow variables and start data Please refer to Workflow variables e Parameters Create input and output parameters for the UDA Please refer to User Defined Action Parameters 3 18 User Defined Actions User Defined Actions UDA provides the ability to string together a predefined set of multiple workflow acti
354. rd The password value used to replace the Password part of the credential constant when the workflow is run Enter the password corresponding to the above username o Secure Store Credential Reference username and password values associated with a target application defined in the Secure Store Service on SharePoint For more information about Secure Store Service on SharePoint see the Microsoft article Secure Store Service Target Application ID The unique identifier of the target application Target Application ID property in the target application settings e Secure string A text value for use in workflow action input fields that do not show the value to the workflow designer The value is also masked in the constant management page Use this constant data type for security tokens needed to connect to Nintex Live enabled workflow actions Description Additional notes about this constant Available for the workflow constant types String Number and Date When this Sonsifiye check box is selected the value of this constant is encrypted the value is masked to 2015 Nintex Global Ltd All rights reserved Nintex Confidential ORY WorkFlow20 0 the workflow designer and the constant is available only in workflow actions that use sensitive values For example sensitive constants are supported in the connection string field of the action Execute SQL but not the body and subject fields of the action Send a notification 5
355. re 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 To change a database mapping e Inthe Content Databases section click Manage database mappings e To map a SharePoint Content Database select the desired database in the Map to Workflow Content Database drop down e Click OK 4 9 Web Application activation settings The Web Application Activation page provides the option to activate the Nintex Workflow solution to the web farm These settings must to be configured after importing the Nintex Workflow license and configuring the database settings To activate Nintex Workflow on web farm e Navigate to SharePoint Central Administration e Inthe Quick Launch click on Nintex Workflow Management click on Web Application activation 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX WY SV Workflow2010 SLD Nintex Workflow Management Licensing Database setup Web Application activation Manage allowed actions Global settings LazyApproval settings Message templates Manage workflow constants Manage user defined actions Manage context data Manage reports Administration reports e The default web application name should be chosen a
356. red when the approver replies to a notification email or an automated OCS Lync conversation 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 e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 e First response applies The first response received will be used for the overall outcome All other pending tasks will be set to not required e 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 e 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 t
357. ree and available from http www microsoft com It can coexist on the same server as SharePoint The Nintex Workflow configuration pages must then be changed to point to this new database 4 8 Manage content databases Add content database The add content database page is used to configure and setup additional content databases for Nintex Workflow Nintex Workflow supports the use of multiple content databases All data generated from a particular site collection is stored within a single content database By default 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 To add a new content database e Inthe Content Databases section click Add content database e Inthe Database Server text box enter the name of your database server Note it defaults to the default SharePoint database server e Inthe Database Name text box enter a name for the database e Click OK View database mappings 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 Manage database mappings The manage database mappings page allows selection of which workflow content database to use when the site collection Featu
358. rkflow Chart Viewer web part e Navigate to the page of the site to which you want to add the web part e Click on the Site Actions menu then click on Edit Page Nea SM AM Browse Page gt Edit Page Edit the contents of this page Sync to SharePoint Workspace gt Create a synchronized copy of this site on your computer He New Page A Create a page you can customize e Click within the Rich Content area where the web part is to be inserted e Inthe Ribbon click on the Insert tab then click on Web Part Site Ations W Browse E uge Emi Excl So Table Picture Link Upload Web Existing New a File Part List List Tables Media Links Web Parts In the Categories section click on Nintex Workflow 2010 In the Web Parts section click on the Workflow Chart Viewer Click the Add button 2015 Nintex Global Ltd All rights reserved Nintex Confidential Categories Web Parts About the Web Part iy Media and Content E 2 My Workflow Tasks Workflow Chart Viewer B My Information U Workflow Chart Viewer View Workflow reports in a chart format Gi Navigation E Nintex Workflow 2010 Gi Office Client Applications B People Sy Search Social Collaboration Workflow Report Viewer A Workflows I ve Started Sj Miscellaneous X j Web Upload a Web Part z Add Web Part to Rich Content w Edit the settings for the web part click the to activate the web part menu then click on Edit Web Part
359. rkflow Settings page To un publish a workflow e Navigate to the list or library that the workflow is to be unpublished from e Select the Library tab on the Ribbon toolbar e Click the Workflow Settings button then select Workflow Settings from the menu options Administrator Modify View Current View E E mail a Link E Form Web Parts B r t Li Create Column All Documents Alert Me L x Edit Library g gl Sync to SharePoint Conner a Navigate Up Current Page RSS Feed Workspace Offic Workflow Settings Manage Views Share amp Track Connect amp Export Add a Workflow Name Modified Modified By Y Create a Workflow in SharePoint Designer 7 Create a Reusable Workflow in SharePoint Designer July 2010 new 7 6 2010 9 22 AM Administrator Create a Workflow in Nintex Workflow June 2010 Sinew 7 6 2010 9 22 AM Administrator Manage Workflows with Nintex Workflow Mav 27010 new 7 6 2010 9 22 AM Administrator e A list of all published versions of the active workflows within the list or library with the number of currently running workflows are displayed e To remove one or more workflows from the Published list click on Remove a workflow Workflows Workflow Name click to change settings Workflows in Progress Financial Reports 1 Notification Workflow 0 These workflows are configured to run on items of this type All X Selecting a different type will navigate you to the Workflow Settings page for th
360. rkflow Templates e The full list of workflow templates for the site collection will be displayed e Click on the workflow template to be deleted e Inthe Edit workflow template page click Delete Item e Inthe Confirmation dialog click OK 5 28 Workflow variables Workflows retrieve data from a data source at run time workflow variables provides the ability to store data somewhere in order to use it in the conditions and actions within the workflow Different types of data can be stored in a workflow variable A workflow variable can also be used to get data from users on workflow start Some examples of when workflow variables are useful 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 e 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 e Workflows developed in a development environment for deployment to testing and then subsequently deployed to production environments To avoid using hard coded values in the workflow that must be manually updated during deployment workflow variables can be used to load values from other lists via Using lookups e g a URL to be used in an email may be different for each environment this can be sourced at runtime from a configuration list within each environment using the Set a variable action e A w
361. rkflow name is Leave Approval x And Workflow state is x Error x x o To purge all items from the history list click on Delete all items 3 9 My Workflow Tasks web part 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 The My Workflow Tasks web part is used to display a list of workflow related tasks that have been assigned to the user currently logged on The web part is used on a page within a site Note Tasks that are no longer valid due to missing information will display a link to remove the entry from the web part To use the My Workflow Tasks web part Navigate to the page of the site to which you want to add the web part Click on the Site Actions menu then click on Edit Page Site Actions p gt EE Browse Page Edit Page Edit the contents of this page Sync to SharePoint Workspace gt Create a synchronized copy of this site on your computer Ic New Page Create a page you can customize 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 Site Actions LA Browse s ee en Table Picture Link Upload File X Web Existing New Part List List Tables Media Links Web Parts In the Categories section click on Nintex Workflow 2010 In the Web Parts section click on the My Workflow Tasks Click the Add button Categories Web Parts About
362. rkflow2010 Group name The name of the group to be deleted 1 38 Delete Audience This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server 2010 This workflow action will delete an existing audience in the environment To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Delete audience General a pa e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help NINTEX PRL Workflow2o010 Audience name Username Password Options within this action Audience name The name of the audience to delete Added either manually or based
363. rom being displayed on the All Site Content page Note To edit the Title and Description of the history list navigate to the Lists Settings and under the General Settings click on the Title description and navigation link and make the required changes To delete the list navigate to the Lists Settings and under the Permissions and Management click on the Delete this list link To enable an existing history list to be used with Nintex workflows e Navigate to the Manage history lists settings e Select the SharePoint workflow history list to be enabled e Inthe Ribbon click on the Enable button Note All history lists that are enabled for Nintex Workflow can be selected in the Workflow Settings when designing a workflow within the site e To disable an existing history list that is enabled for Nintex Workflow e Navigate to the Manage history lists settings e Select the SharePoint workflow history list to be disabled e Inthe Ribbon click on the Disable button Purge items from the workflow history lists The Manage workflow history lists also provides the option to delete workflow history messages from the workflow history list on a site This option is also available as an NWAdmin operation This option can be used for maintenance on the history list to prevent the number of history items exceeding 2000 which can have performance implications Deleting history messages does not affect the operation of a running workflow
364. rop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential lt lt NINTEX 22 Workflow2010 Run parallel actions a Branch Branch Delegate workflow Request approval task P declined oak approved N Configure action Delegate workflow task General EA al Zn F Save Cancel Labels Common Variables Help Commit Settings Variables Help Action ID Delegate after Days Hours 0 Mins 0 Time calculation F During business days only F During business hours only Delegate to Es Comments Insert Reference Apply to All pending tasks First pending task other pending tasks will be not required Options within this action Action ID 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 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 e Request Approval e Request Data e Request Review Delegate after Specifies how long to wait before
365. rop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Send document set to repository General al 2 8 Save Cancel Labels Common Variables Help Commit Settings Variables Help Action a Destination router Move i Move and Leave a Link Comments Value z Store submit result in Options in this action Action Select how the document set will be sent Select one of the following values e Copy Select this option to create a copy of the document set and send the copy to the destination repository e 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 e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX YW Workflow2010 Enter the URL to the Content Organizer for the destination site The URL can be found
366. rough 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 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 Stop processing A Yes No variable type can be selected to break the loop When the variable is true the loop will not process any more collection items and the workflow will continue to the next action after the For each loop 1 51 Get meeting suggestions This topic applies to Nintex Workflow Enterprise Edition only This workflow action will retrieve a series of meeting time suggestions based on a specified criteria To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions c
367. rs can be configured to be sent to each assignee who has not yet completed the task 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Assign to do task General li B Save Cancel Action 2 2 F 3 Escalation Labels Common Variables CE a eu g Task Not Required Notification Notification Commit Settings Variables Number of reminders 0 Time between o reminders Days L Hours O Mins 0 Time calculation E During business days only E During business hours only cc From Importance Normal lt Subject Attach file E Rich Text v Help Help Insert Reference 7 Delivery type Email User preference Number of reminders The number of reminders to be sent Time between 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 During business days only 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 The During business days only option will specify that weekends or holidays are n
368. rt Export UDA Settings Zoom 100 x n Out File Import Export amp UDA Settings View Workflow Actions q amp f Variables Search Pp a Parameters a Z vece Managing User Defined Parameters To manage a workflow parameter e Inthe Nintex Workflow Designer Ribbon click on UDA Settings e Inthe User Defined Action settings dialog within the Ribbon click on Parameters Alternatively e Inthe Nintex Workflow Designer below the UDA Settings in the Ribbon expand the available options by clicking e Click on Parameters 2015 Nintex Global Ltd All rights reserved Nintex Confidential User Defined Action Parameters Parameters a a x2 O Close New Delete Modify Help Commit New Actions Help Name Type Direction Username Text Input TotalCost Number Output e 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 To create a new workflow parameter e Inthe User Defined Action Parameters Ribbon click on New e The Create Workflow Parameter dialog will be displayed Name The name of the workflow parameter Direction Select either an input or an output workflow parameter Data Type The data type of the workflow parameter Description The description of the field that will be shown on the User Defined Action form when configuring the UDA the description wi
369. rted 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 1 6 Calculate Date This workflow action allows a time period to be added or subtracted from a date to create a new date To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NX Workflow2o10 Configure Action Calculate date General Wd B Aa F amp zs 3 Sof Save Cancel Labels Common Variables Help Commit Settings Variables Help Date Valie
370. s Username A Password Provision details Version Exchange 2003 Mailbox container oo g g User m J Error handling Action Settings Exchange connector service Web Service URL The path to the Nintex Workflow Exchange Connector Service E g http www mycompany com siteECS EmailProvisioning asmx 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Note Click on the padlock icon to select from a list of Credential Workflow Constants maintained in Site Settings by the system administrator Password The password of the IIS account created in the prerequisite section of the Nintex Workflow Exchange Connector Service installation manual Provision details Version Select the version of Microsoft Exchange Server Supported versions are Microsoft Exchange Server 2003 2007 and 2010 Version Exchange 2003 Mailbox Container 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
371. s Manage your notification preferences Task Delegation Setup automatic delegation of your tasks to other users e If you have not set up delegation before the summary area will be empty Click on Delegate tasks to a user between specific dates WF2010 1 Site Settings Task Delegation se this page to view when you have automatic task delegations defined Home Sales Marketing Team Site HR Documents E Delegate tasks to a user between specific dates Site Pages Shared Documents e The following 4 sections that need to be set la 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 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 Delegate To click the Lookup button and search for the appropriate user to delegate your tasks to within the specified dates Scope check the box for delegation to apply only to the current site otherwise delegation will be applied throughout the entire SharePoint farm 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 From the beginning of Until the end of Delegate to amp Scope For this teamsite only Cx ca Note Task delegations done through Task D
372. s CRM Version The endpoint version of the Microsoft Dynamics CRM server to connect to Server URL The URL of the CRM server to connect to Organization name The Organization located within CRM Credentials The credentials used to connect to the CRM server and organization Entity The type of CRM record to be updated Record to update Specify the GUID of the CRM record to be updated Note It is recommended that the Query CRM action be used to obtain the GUID of the record and stored in a workflow variable which can then be specified in the Record to update field Attributes Selecting an Entity will load any Required and Business Required attributes Select the attributes of the record to be updated and specify the updated value in the fields provided 1 98 Update document This topic applies to Nintex Workflow Enterprise Edition only 2015 Nintex Global Ltd All rights reserved Nintex Confidential _ NINTEX XY Workflow2010 This action requires Microsoft SharePoint Server This workflow action can be used to update values in multiple content controls within a Word document PLEASE NOTE The Word document must be in the docx format either Word 2007 or Word 2010 Files in the format doc cannot save content controls it converts them to static content To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal t
373. s 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Switch General Save Cancel Labels Common Variables Commit Settings Variables Select the value to evaluate Enter the possible values Value 1 Value 2 P Add switch value Include an other value branch E Options within the action Select the value to evaluate This is the value that the action will evaluate to determine which child branch to run Either an item property or a workflow variable that is a number or text value can be chosen Enter the 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 Include an other value branch Choose this option to add an ad
374. s all users or groups that will be assigned the task when the workflow is run 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 Searched for click on the address book icon on the right 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 Select People and Groups To search for users click on the address book icon on the right Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search External email address Lookup 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 e 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 Director
375. s and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential PRK Workflow2010 Configure action Pause for General a pa e gt A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Years Months Days Hours Minutes Business hours only Options within this action By default the delay period will be set to 5 minutes Set the delay period e Years e Months e Days e Hours e Minutes defaulted to 5 Manually enter values or use Insert reference for dynamic values Set the Business hours only option to ignore non business hours when counting down 1 57 Pause Until 2015 Nintex Global Ltd All rights reserved Nintex Confidential _ NINTEX RA Workflow2010 This action will pause the workflow at this step and delay it until a set date and time defined To use the workflow action e Locate the action in Workflow Actions Toolbox l
376. s are provided out of the box and additional functions can be added with the NW Admin exe tool Functions can also be used as arguments for other functions 2015 Nintex Global Ltd All rights reserved Nintex Confidential XYW Workflow2010 Example Build string Insert Reference You have fn DateDiffDays WorkflowVariable Start WorkflowVariable End days to complete this task The product ID is fn Substring TextStart ItemProperty Title TextEnd 2 5 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 a
377. s button in the Ribbon and select Manage Workflows with Nintex Workflow 2 Click the Create link above the Published Workflows list Note If the Show template page when creating a new workflow box ix checked the default setting the template selector will appear To design a new workflow on a blank canvas select Blank or alternatively select a template from one of the categories The Nintex Workflow designer will open in the current window 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XII Workflow2010 The Nintex Workflow Designer The Nintex Workflow designer page has three main areas the Workflow Actions toolbox on the left the Ribbon at the top and the design canvas in the center The Workflow Actions toolbox The Workflow Actions toolbox lists 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 e Commonly used e Integration e Libraries and lists e Logic and flow e Operations e Provisioning e User Defined Actions shown only if the User Defined Actions have been created e User interaction e My snippets shown only if snippets have been created The names of workflow actions and the groupings can be edited by the Administrator For more information please refer to the Managing workflow actions Resizing and hiding t
378. s case sensitive Remove by value Removes all items from the collection that equal the specified value For details on using Insert Reference please refer to Inserting reference fields 1 13 Commit pending changes This workflow action forces all existing batched operations to be committed Batched operations are operations performed by workflow actions that do not commit immediately For example the Update list item action doesn t actually update an item immediately it waits until the workflow commits The workflow commits at a delay action a task action or the end of the workflow So when the update list item action runs it just registers that it needs to update the item the item actually updates on commit The SharePoint workflow engine doesn t necessarily commit batched operations in the order they are displayed on the designer For example if the following actions are in this order Set item permissions action Nintex Update list item action Microsoft SharePoint Set permissions action Nintex These would actually execute in this order e Set item permissions action Nintex e Set item permissions action Nintex e Update list item action Microsoft SharePoint Tt executes it in this order because there are actually two batches the Microsoft batch and the Nintex batch any other third party has their own batch This is because third parties cannot add operations to the Microsoft batch In addition all items
379. s for the given user at the list level Nintex Role Required SharePoint Permission Level 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 Approver Reviewer Contribute at the item level at This role includes all users who will be able 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 be able to use LazyApproval to respond to their assigned task The user however will need at least Read permissions if they wish to visit the site 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 Administrator administration site installation and the server level configuration of Nintex Workflow Workflow user Contribute Can start workflows add schedules view history and progress reports Configuring Allowed Workflow Designers There is a known permis
380. s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 2015 Nintex Global Ltd All rights reserved Nintex Confidential 5 NINTEX WY OV Workflow2010 For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Regular expression General ka Z A fal Ae Save Cancel Labels Common Variables Help Commit Settings Variables Help Pattern Insert Reference 7 a E Ignore case Operation Replace Text Check Match Split Extract Replacement text Insert Reference Input text Insert Reference Store result in Options within the action 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e Replace text replaces the text matching the pattern with the replacement text e Check match outputs a yes no value to indicate if the input text matches the pattern e Split divides the input text into sections using the pattern as a delimiter The output value is a collection containing eac
381. se the Started date to help differentiate workflows Nintex workflows that are running for this list item Running Workflows Name Started by Started Idle time Financial Reports Administrator 6 2010 3 30 PM 5 minutes Completed Workflows Name Started by Started Completed Financial Reports Administrator Financial Reports Administr Cancelled amp Errored Workflows Name Started by Started Ended 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 G Workflow Information May 2010 docx N Financial Reports Administrator 7 6 2010 9 27 Completed 7 6 20 Click here to show detail view 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2010 View statistics Terminate this workflow Respond to task Workflow Information Item May 2010 docx Workflow Financial Reports Initiator Administrator Started 7 6 2010 3 30 PM Stat
382. semicolons Make this action available to all users the settings for a site collection or site e Navigate to the Site Collection or Site e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow Management group click on Managed allowed actions e To set permissions for a workflow action o Select the workflow action s row in the Ribbon click on Stop inherting actions S amp Site collection Stop inheriting settings actions Manage Documents ss 5 This list of workflow actions are the default for this team site inherited Site Pages Stated Daio Switch to admin view Show all actions Home Docs Testing Docs v Category Name Description New doc library Integration Call web service Send or receive data using a web service Integration Create CRM record Create a new record in a Micr ft Dynamics CRM 4 0 instance Lists Integration Delete Disable CRM record Delete or disable a record in a Microsoft Dynamics CRM 4 0 instance ti tio cute SQ ecute S co Calandar Integration Execute SQL Execute an SQL command Tasks Integration Query BCS Retrieve data from a Busin nnectivity Services data source list Integration Query CRM Retrieve records from a Mi Dynamics CRM 4 0 instance Integration Query Excel Services Retrieve data from an Excel spreadsheet via Excel Services o Edit permissions button will be enabled when a action row is selected e To allow specific workflow actions to be used
383. sign canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list 2015 Nintex Global Ltd All rights reserved Nintex Confidential lt NINTEX RY Workflow2010 To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Update user profile General ld B A2 F a Q Save Cancel Labels Common Variables Help Commit Settings Variables Help User Credentials 3 Username Password Profile properties Select a profile property to update First name Home phone Options within this action User The login name of the user whose profile should be updated Multiple users can be specified 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 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 Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find Display Name Title Department E Mail M
384. sions 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflow2o10 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 To add a user or group to the Workflow designers group e Navigate to the site e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow group click the link Allowed workflow designers Nintex Workflow 4 Workflows gallery Message templates Workflow templates Allowed workflow designers Manage allowed actions LazyApproval settings Scheduled workflows Manage workflow constants Manage holidays Workflow change approval Manage User Defined Actions View reports From the permissions page the members can be maintained by adding them in the standard
385. sk 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 Enable responses by email using LazyApproval 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 For more information see the About LazyApproval help topic Task name The title that will be assigned to the task Priority Specifies the value that should be assigned to the priority flag for the task Due Date Set a date for the task to be completed by 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
386. sk is associated to o Custom Specify a custom page to direct to The following placeholders can be added to the query string TaskListID The GUID of the task list TaskID The ID of the task item in the task list ListID The GUID of the list that the workflow associated to the task is running in ItemID The ID of the item that the workflow associated to the task is running on e Default sorting Specifies the order that records are displayed in 3 10 Reusable Workflows A resusable workflow template allows the workflow to be used on a content type list or library through the default SharePoint Workflow settings option Reusable workflow templates can be created for use within a single site or an entire site collection View All Site Content View all libraries and lists in this site Create Reusable Workflow Template Create a reusable workflow template that is available for the current site Bs Edit in SharePoint Designer Create or edit lists pages and workflows or adjust settings Manage Reusable Workflow Templates Manage reusable workflow templates that are available for the current site amp Site Permissions Give people access to this site Site Settings Access all settings for this site ses Create Site Collection Reusable Workflow Template Nintex Workflow 2010 Create a reusable workflow Manage workflows using Nintex gt template that is available for Workflow 2010 the entire si
387. specified by adding CN or OU E g 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 e LDAP MyCompany com CN Configuration DC MyCompany DC com OR e LDAP MyCompany com OU Servers DC MyCompany DC com Note To access Exchange MailStore objects it must be connected to a Configuration Container E g e LDAP MyCompany com CN Configuration DC MyCompany DC com Username A username with the required permissions to access the LDAP Path entered Password A password for the above username Click on the padlock to select from a list of Credential Workflow Constants Stored Credentials LDAP CREDENTIALS ECS_CREDENTIALS ExchangeServerCredentials FileServerCredentials ABC_Domain_Administrator Test_Account_Credentials Insert 5 11 Managing connections to external providers You can add test select and delete connections to external providers such as DocuSign Microsoft Dynamics CRM and Salesforce To access the Connection Manager dialog box e Inthe Nintex Workflow designer in the Nintex Workflow 2010 ribbon click Connection Manager To add a connection 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 In the Connection Manager dialog box click New In the Create Connection dialog box specify the following properties fields and then click Save o Scope User or Site o Provider o Connection name o Provider specific
388. spond to the tasks Other users addressed in the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group 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 8 Attachments Allows file attachments to be added to the notification You can specify multiple URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable 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 This sets the format of the email Selecting e Rich Text enables italics bold underline and inden
389. ssignees All Assignees Allow delegation j smith mycompany com k brown mycompany com Allow LazyApproval applicable with e mail and IM delivery 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 or an automated OCS or Lync conversation 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 Delivery type is the method of delivering the notification to the recipients 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 OCS systems If Allow LazyApproval is checked and Delivery type selected is IM The option Send a conversation request to confirm if the user is available to respond will be available Checking this option will ask the assignee if they are available to respond if the assignee resp
390. stablish which item to check in 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RS Workflow2010 e Select the column that needs to be matched and then e 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 The comments are not stored in the Workflow History Check in type The type of check in to be performed Options are e Major Version e Minor Version e No Version Change The target document library version settings must match what is chosen in the configuration dialog Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 11 Check Out Item This action allows the workflow to check out an item in a selected location to the initiator of the workflow If a library is configured to require check outs this action must be used to check out the item before an Update item action is used To use the workfl
391. stead To configure LazyApproval via email e Inthe Enable LazyApproval via email option select Yes 2015 Nintex Global Ltd All rights reserved Nintex Confidential Central Administration Nintex Workflow Management LazyApproval Settings y 2 Use this page to manage the LazyApproval settings for this server farm I Like It Tags amp Notes Search this site 2 Note These changes can take up to 15 minutes to take effect Restarting IIS will force the changes to take effect immediately Enable or disable LazyApproval via e mail Enable LazyApproval via e mail The incoming e mail feature is not configured in this environment Incoming e mail is required before LazyApproval via e mail can be 7 enabled Configure server incoming mail settings E mail alias Determines whether workflow task actions can be configured to accept responses from users via an e mail reply The e mail alias will be used as the address that replies must be sent to This will overwrite the Reply to address in e mail settings e The Alias is the name that will be used in the email address that sends the notifications and accepts the LazyApproval replies e When all settings are configured click the OK button Central Administration Nintex Workflow Management LazyApproval Settings Y 2 Use this page to manage the LazyApproval settings for this server farm I Like It Tags amp Notes Search this site P Note These changes can t
392. stored 1 48 Filter 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workdl X oOw2010 This workflow action ends the workflow if a configured condition is not met Configuring this action is similar to the Set a condition action To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XY Workflow201 AA O Configure action Filter General affjve gt ma A sf Save Cancel Labels Common Variables Help Commit Settings Variables Help Condition If current item field equals value Where Name equals Value z Add condition Options within this action For more details on using this actio
393. t e Sub tree Searches the whole sub tree including the base object and all its child objects Perform paged query Check to specify that paging should be enabled on the result set Enabling this option may help if the query result set does not contain all expected results Note This option is not supported in all environments 1 64 Query List The Query List action allows for list item data queries and stores the results in a workflow variable The action performs a CAML site data query To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Query list General lol B Save Cancel A F i b O Labels Common Variables Run H
394. t Pending Changes Action NW2010 amp NW2013 1 84 Set document set approval status This action requires Microsoft SharePoint Server This workflow action is used by the workflow to update the built in SharePoint approval status of the document set To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX S Workflow2010 Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Set document set approval status General alive amp ral iA of Save Cancel Labels Common Variables Help Commit Settings Variables Help Approval status Comments Options in this action Approval status This mandatory field determines the status attributed to the document set Select a v
395. t clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Update multiple items General Oe amp Save Cancel Labels Common Variables Commit Settings Variables Items to update Site Select site Enter a URL Sales 4 List Shared Documents Include subfolders m Filter Select all list items N SS Select items only when the following is true Show the items when column None is equal to l Gd Add filter rule Fields to update Field Name Title Error handling Options within this action Site The target site where items that are to be updated reside e Select site Enables a site picker Select a team site to navigate through the portal structure and select the target location e Enter a URL Allows manual entry of the URL or selection using inserting reference fields List 2015 Nintex Global Ltd
396. t 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 for selection by users Published Workflows Name Modified By Modified VersionParent Delete Financial Reports Administrator 7 7 2010 4 01 PM 5 0 Shared Documents X Financial Report Approval Workflow Notification Workflow Administrato 7 7 2010 6 11 PM 2 0 Shared Documents X Automated notification workflow when an item is updated to Unpublished Workflows Name Modified By Modified VersionParent Delete Document Check Administrator 7 7 2010 6 23PM 0 1 Shared Documents X heck document workflow The following are the options available within the Manage Workflows page e Create a new workflow o Click on the Create button in the toolbar Refer to Getting started with the Nintex Workflow designer on how to create a workflow e Edit an existing workflow o Click on the workflow name link of an existing workflow The workflow designer will be displayed o When changes have been made click on Save and then Publish e Delete an existing workflow o Click on the Xbutton next to the workflow to be deleted 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX YW Workflow201 6 4 O o Inthe Confirmation dialog click the OK button Unpublishing A Workflow A Nintex Workflow can be unpublished using the standard SharePoint Wo
397. t lookups please refer to the Using lookups 1 58 Provision User In Exchange This topic applies to Nintex Workflow Enterprise Edition only 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 The Provision User in Exchange workflow action will provision a mailbox for an Active Directory user account in the specified mailbox container or mailbox database location To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential RIX Configure Action Provision user in Exchange General ld B Aa amp Save Cancel Labels Common Variables Help Commit Settings Variables Help Exchange connector service Web service URL E
398. t package e Inthe Farm Support Packages section click Create Farm Support Package To download a support package e Click the linked package file name For workflows these links are in the Actions column for the farm these links are in the Package Name column Example file names SupportPkg Workflow 10142014 05 zip SupportPkg Farm 10142014 01 zip To delete a support package e Inthe Action or Actions column click Delete Related topics 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 Monitoring workflow errors Support packages 4 6 Licensing settings Nintex Workflow uses a license file nlf for server licensing A single license file is used to store information about all servers in your organisation that are licensed for Nintex Workflow Nintex Licensing Options Nintex Workflow 2010 is available in three editions Workgroup Standard and Enterprise Nintex Workflow 2010 Enterprise Edition and Standard Edition A license is required for each SharePoint front end server where user interaction with Nintex Workflow 2010 components occurs Please contact our sales team if you need advice at sales nintex com Nintex Workflow 2010 Workgroup Edition 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
399. task has been completed Note Setting the item permissions could be useful when the task is delegated this will give the delegated user the necessary permissions to view the item Ribbon Option Task Notification Sent when the task is assigned to a user also used when the task is delegated by one user to another Configure Action Request approval General Hefty 2 BB F amp Save Cancel Action Task Not Required Edit Task Labels Common Variables otit ion Notification Form Commit _ Settings Variables Edit settings for All Approvers Y Allow delegation Allow LazyApproval only applicable with email delivery Delivery type Email User preference None cc BCC From Importance Normal v Subject Approval Required Attachments Add attachment Rich Text v Insert Reference 7 The following item requires your approval Context Item Display Name Click here to add your comments Click here to view the workflow status Edit settings for 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 Edit settings for All A
400. td All rights reserved Nintex Confidential NINTEX PRL Workflow2010 Configure action Remove user from AD group General ka z D al Ae Save Cancel Labels Common Variables Help Commit Settings Variables Help Active Directory Details LDAP Path Username Password Remove User from AD Group User Group Error Handling Options within this action Active Directory Details LDAP Path To configure the LDAP Path refer to the LDAP Picker for more information Remove User from AD Group User The Active Directory username sAMAccountName of the user E g jsmith Group The name of an existing Group from which the user will be removed E g Finance 2015 Nintex Global Ltd All rights reserved Nintex Confidential V Workflow2o10 1 70 Request Approval This action allows the request of one or more users to process an approval as part of the workflow For more details on the actual process please refer to Approving Rejecting and Reviewing Items To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the re
401. td All rights reserved Nintex Confidential NINTEX YW Workflow2010 1 82 Set a variable This workflow action will set the value of a Workflow variable and works in conjunction with Using lookups Note at least one workflow variable needs to be created for this action to be relevant To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Set variable General ld B A F a Q Save Cancel Labels Common Variables Help Commit Settings Variables Help Set Workflow Data List Lookup Workflow Context User Profiles Workflow Constants Options for this action Set Select the workflow variable to set from the drop down menu Ei
402. te collection x Manage Site Collection Reusable Workflow Templates Manage reusable workflow templates that are available for the entire site collection Nbs BE Site Reusable Workflow Templates To create a reusable workflow template 2015 Nintex Global Ltd All rights reserved Nintex Confidential SA Workflow2010 e Inthe 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 e Inthe Set Title and Description dialog refer to Set Title and Description for Reusable Workflow Template To manage reusable workflow templates e Inthe 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 Site Collection Reusable Workflow Templates To create a site collection reusable workflow template e Inthe 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 e Inthe Set Title and Description dialog refer to Set Title and Description for Reusable Workflow Template To manage site collection reusable workflow templates e Inthe Site Actions menu select Nintex Workflow 2010 click on Manage Site Collection Reusable Workflow T
403. te machine but rather a construct to provide the ability to jump around between steps and mimic some of the scenarios that a state machine might be used for NET 3 0 workflows come in 2 varieties Sequential like a flow chart and state machines With SharePoint declarative workflows like the ones Nintex Workflow designs these can only be sequential To achieve the effect of a state machine in a sequential workflow under the covers there is some clever logic made up of a while loop parallel actions and various conditions With each iteration of the loop a common workflow variable used to store the current state is evaluated to see if it should exit Otherwise it begins down each branch of the parallel action At the top of each branch state is a condition to determine if the workflow should process actions in this branch if state current state The change state action sets the value of the current state workflow variable Upon the next iteration of the loop this determines which branch state to execute 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 Each state may have complex logic within it to determine the next Using the wait for item update action or request approval will ensure the state machine wait on user input before deciding which state to process next For states that transitioned based on mutually exclusive inputs it may be better off having several workfl
404. ted with the Nintex Workflow designer Options for this action To 2015 Nintex Global Ltd All rights reserved Nintex Confidential 22QV Workflow2010 Sets the primary users who will receive the customized notification To set the primary users click on W to open the Select People and Groups configuration dialog Send individual notifications e When selected each specified user will receive a separate notification that is only addressed to them in the To field e 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 Wto open the Select People and Groups configuration dialog BCC The BCC field sets read only users who will receive the email BCC recipitants are not able to respond to the tasks Other users addressed in the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options From The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group is specified the From address configured in Global Settings will be used To set the from us
405. tems EEE Select items only when the following is true Show the items when column None lis equal to e Add filter rule Error handling Options within this action Site The target site where items are to be deleted e Select site Enables a site picker Select a team site to navigate through the portal structure and select the target location e Enter a URL Allows manual entry of the URL or selection using Inserting reference fields 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 Editor Mode Choose whether to use the UI to build the query or edit the CAML manually e 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 e Query builder Build queries for a single list for the site specified The following elements will build the query List Drop down list containing available Lists at the selected site Include subfolders Specify whether to delete items within subfolders by checking this option Filter The criteria that items in the list must match in order to be deleted Use the Filter to specify the delete rules e Select all list items Deletes all items in the list e Select items only when the following is true o Show the items when column Selects an item based on the values set in the column Either specify a value or use th
406. 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 e Ifa 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 1 68 Regular Expression This workflow action allows a regular expression to be performed on a block of text A regular expression is a pattern that can match various text strings It can be used to either check if the text matches a regular expression pattern or replace parts of the text that match a regular expression with different text To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action
407. the action Loop For more information see Preventing excessive looping iterations When enabled stops workflow instances containing loop actions Loop or State Machine that iterate beyond the specified threshold For more information see Preventing excessive looping iterations Number of loop iterations to use as threshold Executes actions only if they are marked Allowed if the action has this option 2015 Nintex Global Ltd All rights reserved Nintex Confidential Section Allow the Execute SQL action to impersonate the application pool identity Allow workflow schedules to impersonate the system account Allow entry of user credentials Allow sending notifications on behalf of another user Allow Run now on Selection Allow Execute SQL action to use the application pool identity Allow workflow schedules to impersonate the system account Allow entry of user credentials in Allow sending on behalf of another user Allow Run NINTEX XAV Workflow2010 When the Enforce allowed actions at run time 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 Description Global settings are cached and refreshed automatically every 15 minutes Fo
408. the workflow is not saved the unsaved work will be lost e Print Please refer to Printing 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 e Import Please refer to Importing and exporting workflows e Export Please refer to Importing and exporting workflows e Workflow Settings Please refer to Workflow Settings e 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 e Connection Manager Displays the Connection Manager dialog box for managing connections to external providers Available when Nintex Live is enabled For more information see Connection Manager dialog box e Catalog Click to display the list of services that can be added to the workflow toolbox Please refer to Using the Nintex Live Catalog 5 2 About connections Connections are sets of connection parameters to external providers When a connection to an external provider is defined you can use that connection in workflows anywhere on the SharePoint site You can limit connections to your user account if desired Permissions checks for user specific connections are performed during selection of connections in action configuration and during publishing of workflows External providers that use connections include DocuSign Microsoft Dynamics CRM and Salesforce This list is not exhaustive connection specific
409. the Lync server e Password Enter a password for the above username Registrar pool The FQDN of the Registrar pool where the users Lync Server account will be honed Account to enable The username sAMAccountName of the Active Directory entry SIP address 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 The SIP address for the Active Directory Account E g sip john smith mycompany com Telephony Select the desired communication type Chose from Audio video disabled PC to PC only enterprise voice remote call control remote call control only Policies e Conferencing policy The conferencing policy specifies the conferencing experience for participants e Client version policy The client version policy checks the SIP User Agent header to determine the client version e PIN policy The PIN policy provides a personal identification number PIN authentication to users who are connecting to Microsoft Lync 2010 with IP phones e External access policy The external access policy determines whether or not your users can 1 communicate with users who have SIP accounts with a federated organization 2 communicate with users who have SIP accounts with a public instant messaging and 3 access Microsoft Lync Server 2010 over the internet without having to log on to your internal network e Archiving policy The archiving policy controls whether archiving for specific users is enabled
410. the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure Action Get user status o General h B Save Cancel A F a Labels Common Variables Help Commit Settings Variables Help User ES Store status in L E Error handling 2015 Nintex Global Ltd All rights reserved Nintex Confidential i NINTEX XII Workflow2010 Options with this action User The username of the user whose presence status is to be retrieved 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 5 Search for people and groups from the directory add external email addresses or select addresses from the lookup list Internal Search Find 2 Display Name Title Department E Mail Mobile Number Account Name Type into the search box above then press Enter to start your search Lookup Selections Cancel Only a sing
411. the email via the To CC and BCC fields will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options From The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group 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 It can be added manually or by clicking on W to use Insert reference fields from within the runtime instance of the workflow Attachments Allows file attachments to be added to the notification You can specify multiple URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable 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 This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar 2015 Nint
412. ther 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 1 83 Set approval status This workflow action is used by the workflow to update the built in SharePoint approval status of the current item To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR 2015 Nintex Global Ltd All rights reserved Nintex Confidential XX Workflow2010 o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Configure action Set approval status General RS a h B A F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Set the status to
413. ting the Current item use this section to specify the filter criteria to identify which 2015 Nintex Global Ltd All rights reserved Nintex Confidential LX Workflew2010 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 X Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 100 Update multiple items This workflow action can be used to update the fields of multiple items within a library or list in a specified site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Lef
414. ting within the email using simple HTML styles provided by the SharePoint rich text tool bar e Plain Text is simply the text without any stylized formatting 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 Ribbon Option Not Required Notification 2015 Nintex Global Ltd All rights reserved Nintex Confidential rep Ti L NINTEX XYW Workflow2010 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 e A task is assigned to multiple users but only one is required to respond e The workflow is terminated prior to the task being processed e An error occurs in the workflow at runtime Configure Action Request review General aoe oman e d Edit Task Labels Common Variables Form Save Cancel Action Task Notification Commit Settings Variables Edit settings for All Reviewers Y Delivery type Email User preference None cc BCC From Importance Normal Subject Review No Longer Required Attachments 4 Add attachment Rich Text y Insert Reference The following task no longer requires you to respond Click here to
415. tings Workflows I ve Started e 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 e Paging Set how many items are displayed on the page by the webpart e 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 e Default sorting Specifies the order that records are displayed in 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX 3 Workflow2010 4 Administration and Configuration 4 1 Support packages Support packages are used to collect key diagnostic information about Nintex products and their configuration for troubleshooting purposes Note Support package information may include configuration information about the SharePoint farm Nintex products including license details workflow designs workflow configuration and log extracts Please consider the contents of each support package carefully before passing to a third party Support package types The following types of support packages
416. tions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX XA Workflow2010 Configure Action Set field value General ld B AA F HR Q Save Cancel Labels Common Variables Help Commit Settings Variables Help Set Name Equals value Value Workflow Data List Lookup Workflow Context User Profiles Workflow Constants Options for this action 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 Troubleshooting Action not executing The work load for this action is added to a job queue The workflow executes jobs in the queue as a batch when it reaches a commit point For more information see the Nintex article Designing your Workflow Commit Pending Changes Action NW2010 amp NW2013 1 86 Set item permissions This workflow action allows the permissions to be changed for an item on which the workflow is running 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX R
417. tle bar to expand or collapse each option Parent site The Parent site is the site that will contain the created site e 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 e 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 lt URL name gt 2015 Nintex Global Ltd All rights reserved Nintex Confidential V Workflow2010 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 Display on the Quick Launch of the parent site This option displays a link to the created site on the left hand navigation Quick Launch of the parent site Display on the top link bar of the parent site This option displays a link to the created site on the top navigation of the parent site Use top link bar from the parent site This option ensures that the created site uses the same top navigation as the parent site Store URL in Stores the URL for the created site in a text workflow variable
418. to the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer Options for this action Dynamics CRM Version The endpoint version of the Microsoft Dynamics CRM server to connect to Server URL 2015 Nintex Global Ltd All rights reserved Nintex Confidential RA Workflow2010 RA The URL of the CRM server to connect to Organization name The Organization located within CRM Credentials The credentials used to connect to the CRM server and organization Action e Delete Permanently remove the selected record e Disable Maintains the record but sets the status to hide it from the active views Entity The type of CRM record to be deleted disabled Record to delete Specify the GUID of the CRM record to be deleted disabled Note It is recommended that the Query CRM action be used to obtain the GUID of the record and stored in a workflow variable which can then be specified in the Record to delete field 1 37 Delete AD Group This topic applies to Nintex Workflow E
419. tomatically That behavior is governed by SharePoint Starting a workflow manually To start a workflow manually For List Library Workflows e Navigate to the list or library that contains the item that the workflow is to be started on e Click on the item to activate the Item Context menu then click Workflows 2015 Nintex Global Ltd All rights reserved Nintex Confidential o e Add document For Site Workflows May 2010 new See FED x amp View Properties Edit Properties Edit in Microsoft Word Check Out Compliance Details Workflows View Workflow History Schedule Workflows Alert Me Send To Manage Permissions Delete PRS Workflow20 0 e Click on All Site Content in the navigation pane a Recycle Bin Ei All Site Content 6666 Q Site Workflows Click on Site Workflows button e The SharePoint workflows page will load A list of workflows that have been published and are available for manual initiation is displayed e To select a workflow click the corresponding workflow s hyperlink 2015 Nintex Global Ltd All rights reserved Nintex Confidential Start a New Workflow G Approval SharePoint 2010 6 Collect Feedback SharePoint 2010 Routes a document for approval Approvers can approve or Routes a document for review Reviewers can provide rej the document reassign the approval task or request feedback whi compiled and sent to the document owner changes to the
420. ts The message templates listed are the defaults for this site collection inherited Site Pages Switch to site collection level settings Shared Documents Home Docs Notification Header To change the Message Template for a Site e Navigate to the Site level home page e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow section click on Message Templates The Message Templates page displays e The current settings for the standard message header and footer e The current default messages used for the scenarios Approval Required and Approval No Longer Required Note The default content style for the message templates is Rich Text which provides the ability 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 the insert reference function 2015 Nintex Global Ltd All rights reserved Nintex Confidential p NINTEX YW Workflow2o10 e 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 4 14 Activating Nintex Workflow In order to design workflows and interact
421. ts reserved Nintex Confidential NINTEX XAV Workflow2o10 Report to display e Select the report to display from the drop down list Note This list is configurable by the Administrator in SharePoint Central Administration 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 e When all settings are configured click the Save button Note Not all reports accept filter values Set Filters Configure filter values iad FT g m Workflow All Records displayed per page 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 3 5 Delegating Approval Tasks Delegation is processed from the Approving Rejecting and Reviewing Items task pages when the user interaction task is configured to allow delegation To delegate a task In the Approve Reject page in the Status section click on delegate 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflew2010 Status Approve reject the item Approved 5 Rejected Or you can delegate this task to another person e Inthe Delegate page 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 o The
422. tton The selected object s LDAP path will be inserted into the appropriate section within the workflow action dialog Using the Mailbox Picker This topic applies to Nintex Workflow Enterprise Edition only 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 2010 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 To configure the Active Directory Details for the Mailbox Store e Select a Mailbox Database object or another location in which you want the mailbox to reside by clicking on it e 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 An LDAP path specifying the Active Directory location E g LDAP MyPortal com DC nintex DC com If the domain name is MyCompany com then the LDAP Path will be LDAP MyCompany com DC MyCompany DC com Containers or Organizational Units OU may be
423. turned When this option is selected the HTML mark up from the field will be preserved When this option is not selected HTML mark up is removed leaving only the text Specify item limit Specify the number of items to be returned from the query Field The field to retrieve the data from More than one field can be selected 1 Select the required field to retrieve the data from and click Add 2 Specify a workflow variable to store the values from the field to be retrieved Note If a variable that is not a collection is selected only the first result will be stored Editor Mode CAML Editor 2015 Nintex Global Ltd All rights reserved Nintex Confidential 222 Workflow2010 When CAML editor is selected the query can be run on either the current site or an alternate site to the one 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 Configure Action Query list ax General b B Ze O Save Cancel Labels Common Variables a Help Commit Settings Variables Run Now Help Editor mode Query builder CAML editor Current site Alternative site CAML query Insert Reference 7 lt Query gt a lt Lists gt lt List ID AB12A2FF 2794 4
424. ues p Add cell to update Cells to retrieve L Store result in Retrieve as formatted text T Error Handling Options within this action URL URL to the excel services web service 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 Credentials Username and password Valid credentials to access the Excel Services web service The credentials must have access to the workbook Workbook path 2015 Nintex Global Ltd All rights reserved Nintex Confidential LA Workflow2010 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 Update cell values 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 e Cell position the location of the cell to update The cell location must be specified in the Al format or be the defined name of a cell Note that on
425. ure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure action Change state General ld B Aa F amp O Save Cancel Labels Common Variables Help Commit Settings Variables Help Next state Please select a state Please select a state End State Machine Options within this action 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 1 10 Check in item This action allows the workflow to check in an item that was checked out with the Check out item action 2015 Nintex Global Ltd All rights reserved Nintex Confidential X NINTEX XYY Workflow2010 The workflow will error if checking in an item that was checked out by a different user To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the actio
426. us Running Click here to show detail view O a declined oaio approved Send notification Finance Manager e declined i approved Send notification Set approval status Oo 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 Entry time 010 3 30 PM P declined y approved John Smith Pending Color Coding on Workflow Actions Yellow When an action is current or waiting for some sort of action Green When an action is complete or Request approval or Request review action is approved Red When a Request approval or Request review action is rejected Grey If an action has not yet occurred or was not necessary 3 21 Workflow Change Approval This page is used to configure a change approval workflow for when users modify Nintex Workflows for the current site To configure a Workflow Change Approval for a Site 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX WY lt Workflow2010 e Navigate to the Site e Inthe Site Actions menu click on Site Settings e Inthe Nintex Workflow Management group click on Workflow change approval To enable workflow change approval e Click on Modify workflow change approval
427. use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential LXX Workflow2010 Note There are no Options to configure within this workflow action 1 60 Query BCS This topic applies to Nintex Workflow Enterprise Edition only This action requires Microsoft SharePoint Server The Query BCS action will retrieve data from the Business Connectivity Service BCS To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking t
428. utomatically 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 Central Administration Nintex Workflow Management Web Application Activation Use this page to enable Nintex Workflow on a web application Web Application Web Application http nintex 01 2 All content web applications a ee It is now best to configure the email related Global Settings 4 10 Managing workflow actions This page is used to manage the Nintex Workflow actions that are available to workflow designers for the current farm site collection or site Workflow actions can either be restricted by permissions or not be made available at all to all users by unchecking the workflow action To modify the settings for the web farm e Navigate to SharePoint Central Administration e Inthe Quick Launch click on Nintex Workflow Management click on Manage allowed actions e By default actions are accessible to all users Permissions can be set individually for each action by selecting the workflow action s row and clicking the Edit permissions in the Ribbon 2015 Nintex Global Ltd All rights reserved Nintex Confidential NINTEX RVA Workflow2010 Set action permissions Select Users Users Groups These users will have access to create workflows containing this action Enter users separated by
429. vided enter the content for the notification as straight text also available are Insert reference fields from within the workflow Include message header and footer 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 1 81 Set a condition This workflow action processes logic within the workflow that will run when a certain condition evaluates to true or false 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e
430. view the workflow status See above Ribbon Option Task Notification above for field descriptions Custom review forms 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential YW Workflow2010 1 73 Retrieve data This workflow action can be used to retrieve data which has been stored using the Store data workflow action Using both the Store data and Retrieve data workflow actions it is possible to pass data between workflow instances To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Con
431. ween two dates The result can be a decimal value including partial minutes Example fn DateDiffMinutes Workflow Variable StartDate Workflow Variable EndDate Arguments e Start date The starting date and time to calculate the difference between e 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 Workflow Variable StartDate Workflow Variable EndDate Arguments e Start date The starting date and time to calculate the difference between e End date The end and time date to calculate the difference between fn FormatDate Represents a date time value in text of a specific format Example fn FormatDate Workflow V ariable MyDate d Arguments e Date A variable containing a date value e 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential y oe NINTEX 3 Workflow2010 Adds text in to a larger string Example fn Insert WorkflowVariable Text 4 ItemProperty Title Arguments e Text The text to modify e Start position The character position to insert the new text at
432. will be lost when the association is deleted Modify Only a New site column definition can be modified 1 Select the New site column from the list and click the Modify button 2 The Modify site column dialog will appear with the same configuration options as the Create New Site Column dialog above 5 4 Connection Manager dialog box The Connection Manager dialog box allows you to manage connections to external providers such as DocuSign Microsoft Dynamics CRM and Salesforce This dialog box contains the following buttons in the ribbon Button Description Close Closes the dialog box Displays the Create Connection dialog box For more information see New i Create Connection dialog box Delete Deletes the selected connection Help Displays the Help 1113 Related topics Create Connection dialog box Managing connections to external providers 5 5 Create Connection dialog box The Create Connection dialog box allows you to create connections to external providers such as DocuSign Microsoft Dynamics CRM and Salesforce This dialog box contains the following buttons and fields Button or field Description Save Saves changes to the current connection Cancel Cancels changes and closes the dialog box 2015 Nintex Global Ltd All rights reserved Nintex Confidential Help Scope Provider Connection name QV Workflow2010 Displays the Help Select one of the following options e User Limits
433. will not be able to see any addresses in the BCC field To set the BCC field enter the account name or alternatively select the address book icon for additional options From The From field sets the user or domain group that will appear as the sender of the message This setting applies to emails only If no From user or domain group 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential SX Workflow2010 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 amp to use Insert reference fields from within the runtime instance of the workflow Attachments Allows file attachments to be added to the notification You can specify multiple URLs by separating each URL with a semicolon You can also specify multiple URLs by referencing a collection variable 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 This sets the format of the email Selecting e Rich Text enables italicize bold underline and indent information within the email using simple HTML styles provided by the Share
434. xport 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 2015 Nintex Global Ltd All rights reserved Nintex Confidential QV Workflow2010 contains a header section containing information used by Nintex Workflow for routing the message and a content section containing the data items specified 1 78 Send document set to repository This action requires Microsoft SharePoint Server This workflow action can be used to specify by what method and to which repository or records center a document set is sent To be able to define rules and send documents the Content Organizer site feature has to be enabled in the SharePoint site To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the d
435. y 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 To use the workflow action e Locate the action in Workflow Actions Toolbox located on the left hand side o Click on the Category listings to reveal the actions OR o Search for the action using a keyword e Select the action drag it onto the design canvas and drop it onto a design pearl Alternatively e Left clicking the pearl mouse over Insert Action and then the Categories to reveal the actions click the required action from the list To change the settings used by the action e On the action s title click the down arrow to activate a drop down e Select Configure OR e Double click the action s icon For more information on the other options in the drop down please refer to the Getting started with the Nintex Workflow designer 2015 Nintex Global Ltd All rights reserved Nintex Confidential Configure Action Submit record General al 2 8 gt Save Cancel Labels Common Variables Help Commit Settings Variables Help Record series Record status Error handling Options within this action Record series The Record series can be used to overwrite the default Record Center behaviour by specifying which routing record this item should
436. y e External email address Enter an external email address manually Where possible Nintex Workflow will resolve this to an actual user account e Lookup Provides the option of adding a dynamic reference as an approver e g Workflow variable list field Click the title bar to expand or collapse each option Create individual tasks for all group members In the case where a group is assigned the task and Create individual tasks for all group members checkbox is e Not selected all users in that group will receive the task notification However the first respondent will represent the entire group e Selected an individual task will be assigned to every member of the 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 or an automated OCS
437. y an action includes all its configuration settings and paste in to another location on the design canvas Once the action has been copied find the desired location on the design canvas right click on a drop zone and select Paste Note The configuration of the pasted action can then be modified independently of the original Delete Select to remove the action and any modifications made to it from the workflow Disable Select to disable the action from the workflow Once the action is disabled it will be omitted when the workflow is run and hidden from status views The action will appear dimmed when it is disabled Note When an action is disabled its child actions are also disabled The workflow action can also be disabled from the Actions dialog box To do this click Common in the Ribbon and check the Disable box The Ribbon Menu The Ribbon menu can be found at the top of the design canvas The options and related Help files are all listed below e Save Please refer to Opening and saving workflows e Publish Please refer to Publishing a workflow e New Click New to 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 e Open Please refer to Opening and saving workflows e Close Click to 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
438. ype is deployed Please note Association columns do not work on site workflows To access the Association Column dialog box 1 Navigate to the List Workflow you want to create Association Columns on 2 Click on Workflow Settings in the Ribbon 3 Select Association Columns Association Columns Association Columns BE r 7 v Close New Site Existing Site Delete Modify Column Column Commit New Actions Column name Type Source Business Phone Single line of text Existing site column New Site Column Single line of text New site column Create New Site Column 2015 Nintex Global Ltd All rights reserved Nintex Confidential J NINTEX ORLY Workflow2010 To create a new site column and associate it with this workflow click the New Site Column button in the Ribbon Create New Site Column Association Columns B Q Cancel Help Commit Help Column name Column description Column type Single line of text Default value Allow blank values Maximum characters allowed Set the column properties as described below e Column name Enter the column title e Column description Enter a description for the column e Column type Select from one of the following column types o Single line of text 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 Maximum characters allowed Set t

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