* 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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 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

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.

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 this action

Ribbon Option: Action

Assignees

The assignees list contains 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.

The configuration dialog allows the workflow designer to search for and/or add users to the Assignees list by one or more of the following methods:

• Internal Search: Entering a partial display name, email address or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.

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:

• Not selected - all users in that group will receive the task notification. However, the first respondent will represent the entire group.
• 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 / 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

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. 

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.

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.

 

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 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 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.

CC

The CC field sets read-only users who will receive the notification.  CC recipients are not able to respond to the tasks.

To set the CC field click on to open the Select People and Groups configuration dialog.

 

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 body of the notification.

 It can be added manually or by clicking on , to use Insert reference fields from within the runtime instance of the workflow.

Attachments

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:

• Rich Text enables italicize, bold, underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar.
• 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:

• A task is assigned to multiple users but only one is required to respond.
• The workflow is terminated prior to the task being processed.
• An error occurs in the workflow at runtime.

 

  

See Ribbon Option: Task 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.

 

 

 

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 

The During business days only option will specify that weekends or holidays are not included in the countdown, but after hours on a business day are. 

 

Example:

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder (the work week is defined as Monday to Friday).
• 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:

• 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).
• A reminder will be sent at 11am on Thursday: after-business hours are not included in the countdown.  

Neither option

If neither option is selected, all hours will be included in the count down.  

Examples:  

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder.
• A reminder will be sent Saturday morning: weekends are included in the countdown.
• The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a reminder.
• 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 > Nintex Workflow > 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:

• Delegate task will re-assign all pending tasks to the nominated user after the specified time.
• Complete task will auto-respond to all pending tasks and set the overall outcome of the action to the indicated outcome after the specified time.
• The specified outcome does not have to be one of the configured possible Outcomes set in the Action.

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. 

 See Ribbon Option: Reminders above for additional field descriptions.

 

This workflow action will assign a SharePoint task to one or more users.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 this action

Ribbon Option: Action 

Assignees

The Assignees list contains all users or groups that will be assigned the task when the workflow is runs. 

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.
• 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.

The configuration dialog allows the workflow designer to search for and/or add users to the Assignees list by one or more of the following methods: 

• Internal Search: Entering a partial display name, email or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.

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:

• not selected, all users in that group will receive the task notification. The first respondent will represent the entire group.
• 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 change as a task delegation and the new assignee will receive the Response Required Notification. If this option is not selected, Nintex Workflow will not track the change to the assignee and Nintex Workflow reports and web parts will not reflect the new assignee. 

Task description

Allows entry of dynamic text that will display on the task response form. This can be used to communicate additional information about the task to the responding user. References can also be inserted using the Inserting reference fields feature.   

Task options

There are two behavioural alternatives in this action to instruct Nintex Workflow how to handle tasks with multiple assignees. These are:

• All must respond: All assignees must complete the task before the workflow will continue.
• First response applies: After the first response is received, all other tasks will be set to 'not required'. 

Content type

Choose to use an existing, or instruct Nintex Workflow to create a new content type.

If using an existing content type, select any content type that inherits from 'Workflow Task' but does not inherit from 'Nintex Workflow Task'. The 'Nintex Workflow Task' content type is reserved for request approval and request review actions. Also if selecting an existing content type, specify the value to assign to each field when the task is created.

Due Date

Set a date for the task 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

 

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.

Ribbon Option: Reminders

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 

The During business days only option will specify that weekends or holidays are not included in the count down, but after hours on a business day are.   

Example:  

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder (the work week is defined as Monday to Friday)
• A reminder will be sent Monday morning, weekends are not included in the count down. 

 

During business hours only

The During business hours only option specifies that only business hours are used in the count down.  

Example:  

• The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a reminder (the work day is defined as Monday to Friday, 8am to 5pm).
• A reminder will be sent at 11am on Thursday, after business hours are not included in the count down.  

 

Neither option

If neither option is selected, all hours will be included in the count down.  

Examples:   

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder.
• A reminder will be sent Saturday morning, weekends are included in the count down. 
• The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a reminder.
• A reminder will be sent at 8pm on Wednesday, after business hours are included in the count down.  

 

Ribbon Option: Escalation

Escalation is optional, there are two possible escalation paths: 

• Delegate task will re-assign all pending tasks to the nominated user after the specified time.
• Complete task will auto-respond to all pending tasks and set the overall outcome of the action to the indicated outcome after the specified time.

• The specified outcome does not have to be one of the configured possible Outcomes set in the Action.

 

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

Date

The date to use as a base for the calculation can be:

The time period change will be applied to this date.

Timeframe

The number of:

to add to the date.

The value can be:

• Manually entered
• 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.

​The Call web service workflow action allows the workflow to make a call to a SOAP web service method.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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.

Action Settings

URL

A mandatory field that represents the full 'URL to the WSDL definition of the SOAP web service to call'. Once a URL has been entered, click the Refresh button on the Web method to select from the available Web methods. References can also be inserted using the Inserting reference fields feature.

Username

The username (including domain) used when authenticating against the web service. This is an optional setting, however if left blank the web service must be open to anonymous access.

Password

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.

• 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.
• SOAP Editor: Use the SOAP Editor to directly edit the XML message when the selected web service method requires complex 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 input 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.

Web service output

Default value

The default value can be used for a single return value from a web service method.

• Store result in
  This list contains the workflow variables that can be used to store the simple type result of the call.
• Result processing
  Force top level XML node: Determines whether the result should be wrapped in a top level XML element called <xml>. This is useful if the result from the web service is not XML or is an XML fragment with no root node.
  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.

This action allows the workflow to check-in an item that was checked out with the Check out item action.

The workflow will error if checking in an item that was checked out by a different user.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 

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:

• Major Version
• Minor Version
• No Version Change

The target document library version settings must match what is chosen in the configuration dialog.

Troubleshooting

Action not executing

* This topic applies to Nintex Workflow Enterprise Edition only

Note: We only support the conversions supported by Word services.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 

Source

The document which is to be converted. Select either:

File type

The list of available file types that the source can be converted to.

• Automatic: Selecting Automatic will convert the source to the extension specified in the Output URL. E.g. If the File type is set to Automatic and the Output URL is 'http://mycompany.com/sales/Shared%20Documents/PDFDocument.pdf', the item will be converted to a PDF.
• Document: Specifies that the output file is an Open XML (docx) file.
• Document - MacroEnabled: Specifies that the output file is a macro-enabled Open XML (docm) file.
• Document97: Specifies that the output file is a Word97 (doc) file.
• Template: Specifies that the output file is an Open XML template (dotx) file.
• Template - MacroEnabled: Specifies that the output file is a macro-enabled Open XML template (dotm) file.
• Template97: Specifies that the output file is a Word97 template (dot) file.
• MHTML: Specifies that the output file is an MHTML file.
• PDF: Specifies that the output file is a PDF file.
• RTF: Specifies that the output file is an RTF file.
• XML: Specifies that the output file is a Word XML file.
• 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:

• If the File type is Automatic and the extension is not specified in the Output URL, the document will have no file type set.
• If the File type is Automatic and the extension specified in the Output URL is not in the available list of file types, the document will not be converted but named to correctly with the file type.
• If the File type is set and the extension specified in the Output URL is different, the document will have both file type and extension set, the document will however be converted to the File type set and renaming the document's extension with the File type set will allow the user to open it.

Overwrite existing item

If the Converted document should overwrite an existing item if it already exist in the Output URL specified. Select either:

• Overwrite: Overwrites the current document, if versioning is enabled, a new version will be created.
• Create new version: Document will be overwritten if versioning is not enabled.
• Do not overwrite: Document will not be overwritten. However, the workflow will error if the item already exists.

* 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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 this action

To configure the LDAP Path, refer to the LDAP Picker for more information.

sAMAccountName

A unique username to specify for the Active Directory entry. This must be a unique username not used within the Domain yet.

Common Name

The Active Directory Common Name value. This must be unique within the Container in which it will be created.

User Principal Name

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 the following additional settings:

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:

• Account Options: Use this property to set the following account options:
• User must change password at next logon.
• User cannot change password.
• Password never expires.
• 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.

* This topic applies to Nintex Workflow Enterprise Edition only

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.
 

Dynamics CRM Version

This workflow action creates a new item in a list within another site. 

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

 Item Location

Site

The target site for the new item.

List

Drop down list containing available Lists at the target location. Additional Fields are displayed depending on the option List selected. 

Folder

Either specify a value or use the lookups feature to specify a new folder to create the item in. If no folder is specified, the item will be created at the root level of the library or list.   

Item Details

Content Type

Used when creating the item. If a folder content type is selected, a folder is created. Likewise, if a document content type is selected, the appropriate blank template will be used.

Field

Available fields that can be added to the created item will be dependent on what fields have been created in the destination list. More than one field can be selected. By default, the Name of the item must be specified. When a Field is selected, an input field is added to the dialog to allow a value to be specified. To remove a field click on .

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.

​ 

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action creates a task in Microsoft Exchange.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

Microsoft Exchange connection details

This action connects to Microsoft Exchange Server using the Exchange web services.

Editor mode

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.

* 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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 this action

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.

This workflow action will delete or restrict access to an existing site collection.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

Credentials

The username and password to use when decommissioning the site collection.

URL

The URL to the site collection being decommissioned.

Action

The decommission action to apply.

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 this action

Action ID

Select a workflow variable that contains the ID of the Request action that is to be delegated. Only variables of type "Action ID" are listed.

To store the Action ID in the variable, configure the Store action ID in field in one of the following actions:  

• Request Approval
• Request Data
• Request Review

Delegate after 

Specifies how long to wait before 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.  

The During business days only option will specify that weekends or holidays are not included in the count down, but after hours on a business day are. 

 

Example:

• The delegate task action starts counting down Friday morning and is configured to wait 1 day. (the work week is defined as Monday to Friday)
• The task will delegate on Monday morning, weekends are not included in the count down.  

During business hours only 

The During business hours only option specifies that only business hours are used in the count down.

 

Example:

• The delegate task action starts counting down Wednesday at 4pm and is configured to wait 4 hours (the work day is defined as Monday to Friday, 8am to 5pm)
• The task will delegate at 11am on Thursday, after business hours are not included in the count down.   

Neither option 

If neither option is selected, all hours will be included in the count down.

Examples:  

• The delegate task action starts counting down Friday morning and is configured to wait 1 day.
• A task delegation will be sent Saturday morning, weekends are included in the count down.
• The delegate task action starts counting down Wednesday at 4pm and is configured to wait 4 hours.
• 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.

• Internal Search: Entering a partial display name, email or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.

Comments

Comments to be recorded when performing the delegation. These comments will appear on the workflow history page.

Enter the comments manually, or use Insert Reference to build the string dynamically at run time.

Apply to

* 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.

Options for this action

Dynamics CRM Version

Organization name

Credentials

Action

• Delete: Permanently remove the selected record.
• Disable: Maintains the record but sets the status to hide it from the active views.

Entity

This action is for advanced users and allows the workflow to run a SQL command.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

Connection String

A SQL connection string to use when connecting to the remote database.

Provider options are:

For example: Data Source=myServerAddress;Initial Catalog=myDataBase;Integrated Security=SSPI;.

Use windows authentication

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:

*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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 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.

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.

 Options for this action 

Microsoft Exchange connection details

URL

This action connects to Microsoft Exchange using the Exchange web services.

• The URL of the Exchange web service.
• 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

Select People and Groups

• Internal Search: Entering a partial display name, email address or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.
• Click the title bar to expand or collapse each option.

Start after

*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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 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.

Store status in

The workflow variable to store the retrieved presence status of the user. 

Alias

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.

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.

Entity

The type of entity to be queried.

Return as

• XML: The returned results are structured as XML and all attributes of the primary entity will be returned for each record retrieved. 
• Variable: Each specified attribute will be returned and can be stored in a workflow variable. 

Filters

Where there is

Used to specify/narrow down the records returned for the Primary entity selected.

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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.

Action Settings

Editor Mode

Choose whether to use the UI to build the query, or edit the CAML manually.

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 rich text field is returned. 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 maximum number of items to be returned from the query.

Field

The field to retrieve the data from. More than one field can be selected.

Note: If a variable that is not a collection is selected, only the first result will be stored.

Editor Mode: CAML Editor

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.

XML encode inserted tokens

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 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.

The Query XML action allows the reading, transforming or querying of XML Data.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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.

Action Settings

XML Source

The XML source can be selected from these three options:

Process using

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.

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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.

Options for this action

Ribbon Option: Action

Approvers

The Approvers list contains all users or groups that will be assigned the approval task during the running of the published workflow. 

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.
• Search for users, click on the address book icon on the right.  

 

Please note that users not part of the Active Directory can be added as Approvers by specifying their email address.  However, the only way that they can respond to the Task is through LazyApproval as they will have no access to the SharePoint site.   

 

Select People and Groups  

To search for users, click on the address book icon on the right.

The configuration dialog allows the workflow designer to search for and/or add users to the Approvers list by one or more of the following methods:

• Internal Search: Entering a partial display name, email or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory

• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.

Click the title bar to expand or collapse each option.

 

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:

• not selected, all users in that group will receive the task notification. The first respondent will represent the entire group.
• 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 registered 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.

• All must approve: Each user in the Approvers list must approve the item for it to qualify as approved. If one of the users denies or rejects the item, the item will be considered denied or rejected.
• First response applies: The first response received will be used for the overall outcome. All other pending tasks will be set to 'not required'.
• Only one approval is required: The task will be deemed as approved as soon as one approval response is accepted. All other approval requests will subsequently no longer be required.
• Vote: The number of approvals from users required for the document to be considered approved can be set using the "Vote" option. A text field will appear and a whole number equal to or less than the total number of approvers set in the Approvers section can be entered. 

Task name

Allows the title of the task to be defined. This is the title that appears in a SharePoint task list. If left blank, the action title will be used by default.  

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.

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.

Edit settings for

Changing this setting from the default All Approvers allows the setting of separate notification options for each Approver in the list. In such a case please check the settings for each user.

Changes to All Approvers will not affect users who are given custom settings.

Allow delegation

When this option is selected the assigned approver at runtime can delegate the task to another user. For more information, please refer to the Delegating Approval Tasks.

Allow LazyApproval

If LazyApproval has been enabled on the server, the workflow can permit the approvers to use About LazyApproval. Lazy Approval means that an approval or rejection can be registered when the approver replies to a notification email 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 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.

CC

The CC field sets read only users who will receive the notification.  CC recipients are not able to respond to the tasks.

To set the CC field click on to open the Select People and Groups configuration dialog. 

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 body of the notification.

Added manually or by clicking on , 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:

• Rich Text enables italicize, bold, underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar.
• 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:

• A task is assigned to multiple users but only one is required to respond.
• The workflow is terminated prior to the task being processed.
• An error occurs 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.

 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.

​This workflow action assigns a task to a specified user. To complete the task, the user must provide a value for each data item specified in the action configuration. The workflow will wait for the task to be completed before continuing the execution. Once the task is completed, the data that the user entered is available within the workflow.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

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.

Select People and Groups

To search for users, click on the address book icon on the right.

 

The configuration dialog allows the workflow designer to search for and/or add users to the Assignees list by one or more of the following methods:

• Internal Search: Entering a partial display name, email or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Provides the option of adding a dynamic reference as an approver. e.g. Workflow variable, list field.

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' content type. The new content type will also inherit from this parent. See the SharePoint documentation for more information on content types.

If an existing content type is chosen, the option will appear to make changes to the content type. This can include removing, adding or modifying existing fields. This option should be used with caution, as changes may affect other workflows or applications that use the content type.

A content type is only created or modified when the workflow is published, not when it is saved. If you define a new content type, then save the workflow, your changes will be lost when you next edit the workflow.

Field list

In this panel the data items to request from the user are defined. Each represents a field in the selected Content Type.

Each field has the option to store the value in a workflow variable. This will enable the value to be used directly in the workflow without it having to be looked up manually with a Set Variable action.

Further options for each field can be set from the SharePoint Content Type settings page.

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 on the form.

The generated form is a standard list item edit page and can be customized in SharePoint Designer. The form is stored in the Workflows/NintexWorkflows/workflowname folder and will be named the same as the content type.

Note that the form is only published when the workflow is published.

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 task form is disabled.

Task description

On the default task edit page, this text will appear at the top of the page before the input controls. It is stored in the task's description field.

Allow delegation

When this option is selected, the user whom the task was assigned to will have the option to reassign it to another user.

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.

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 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

 

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.

CC

The CC field sets read only users who will receive the notification.  CC recipients are not able to respond to the tasks.

To set the CC field click on to open the Select People and Groups configuration dialog.

 

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. Manually enter the text or click the button 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 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:

• Rich Text enables italicize, bold, underline and indent information within the email using simple HTML styles provided by the SharePoint rich text tool bar.
• 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.

Ribbon Option: Not Required Notification

Sent when the user no longer needs to respond to the task. This can occur when:

• A task is assigned to multiple users but only one is required to respond.
• The workflow is terminated prior to the task being processed.
• An error occurs in the workflow at runtime.

See Ribbon Option: Task 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.

 

 

 

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 

The During business days only option will specify that weekends or holidays are not included in the countdown, but after hours on a business day are. 

 

Example:

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder (the work week is defined as Monday to Friday).
• 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:

• 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).
• A reminder will be sent at 11am on Thursday: after-business hours are not included in the countdown.  

Neither option

If neither option is selected, all hours will be included in the count down.  

Examples:  

• The task is assigned Friday morning and is configured to wait 1 day before sending a reminder.
• A reminder will be sent Saturday morning: weekends are included in the countdown.
• The task is assigned Wednesday at 4pm and is configured to wait 4 hours before sending a reminder.
• 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 > Nintex Workflow > 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:

• Delegate task will re-assign all pending tasks to the nominated user after the specified time.
• Complete task will automatically complete the task.

Escalation occurs after all reminders have been sent and the specified "Time to escalation" has elapsed. 

 See Ribbon Option: Reminders above for additional field descriptions.​

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

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 to the right of the reviewers input box. The Select People and Groups dialog will appear.

Select People and Groups

The Select People and Groups dialog allows the workflow designer to search for and/or add users to the Reviewers list by one or more of the following methods: 

• Internal Search: Entering a partial display name, email or user account name and clicking on the magnifying glass will provide a list of matching users and groups from SharePoint as well as Active Directory.
• External email address: Enter an external email address manually. Where possible Nintex Workflow will resolve this to an actual user account.
• Lookup: Select a property reference to add to the list. These are broken up into common types such as the initiator of the workflow and their manager, as well as properties from the current SharePoint list. The item properties that are included are any column that is of a "Person or Group" type or contains the word "Email" in the name. 

 

In the case when a group is assigned the task and Create individual tasks for all group members checkbox is: 

• not selected, all users in that group will receive the task notification. The first respondent will represent the entire group.
• 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 

Allows entry of dynamic text that will display on the task response form. This can be used to communicate additional information about the task to the responding user. The description can be built up dynamically be using the Insert Reference function. For more information see Inserting reference fields.  

Review options

There are two options that will determine which reviewers are required at runtime in case of multiple assigned users.

• All must review: Each user in the Reviewers list must review the item. The workflow will not proceed until a response has been received from each reviewer or reviewer's delegate.
• First response applies: The first response is registered and enables the workflow to continue. All other review requests will subsequently no longer be required and a no longer required notification will be sent to remaining reviewers if configured. 

Task name 

Allows the title of the task to be defined. This is the title that appears in a SharePoint task list. If left blank, the action title will be used by default.

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 Reviewers. Choices are Default, InfoPath, or Custom. 

Store Action ID in

Allows a unique identifier for the action to be stored in an Action ID workflow variable. This identifier can be used to link the action to Delegate Task and Task reminder actions. Please note that the Action ID does not correspond to the ID of the SharePoint task item that is created. 

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

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.

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 Lazy Approval

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.

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 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.

CC

The CC field sets read only users who will receive the notification.  CC recipients are not able to respond to the tasks.

To set the CC field click on to open the Select People and Groups configuration dialog.

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 body of the notification.

The Subject line can be typed manually or built up dynamically at runtime using the Insert reference fields button .

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: 

• Rich Text enables italics, bold, underline and indenting within the email using simple HTML styles provided by the SharePoint rich text tool bar.
• 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

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:

• A task is assigned to multiple users but only one is required to respond.
• The workflow is terminated prior to the task being processed.
• An error occurs in the workflow at runtime.

 
  

See above Ribbon Option: Task Notification above for field descriptions.

Custom review forms

This workflow action sets a condition to dictate the logic that is processed at runtime. E.g. the workflow actions contained within the Run If action will only execute if the condition evaluates to true.

This action is similar to the Set a condition action.

To use the workflow action:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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.

Action Settings 

Condition

This condition type evaluates if an individual field of the current item matches or compares to a certain value/column.

• If any value equals value

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 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

This condition checks if the file size of a document is between the specified sizes, in kilobytes.

• 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.

• 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.

* This topic applies to Nintex Workflow Enterprise Edition only.

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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

Action

Specifies whether the workflow is only sending a message to BizTalk, waiting for a message to arrive from BizTalk or both.

Message ID

A unique identifier that is used by Nintex Workflow when the BizTalk message handler receives a message. Nintex Workflow uses this value to determine for which workflow a message is intended.

The following settings define the web service location where the BizTalk orchestration is published. These items are only required when the action is sending a message into BizTalk. These details are defined when running the BizTalk Web Services Publishing Wizard tool.

URL

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.

Export to XSD

Nintex Workflow generates the schema file for both the 'data to send' and 'data to receive' messages. These schema files can be imported into BizTalk to define messages. Each definition contains a header section containing information used by Nintex Workflow for routing the message and a content section containing the data items specified.

* 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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 in this action

Action

Select how the document set will be sent. Select one of the following values:

Destination Router

Enter the URL to the Content Organizer for the destination site.  The URL can be found in the Submission Points section of the 'Content Organizer: Settings' page of the destination repository, for example: 'http://mycompany.com/_vti_bin/OfficialFile.asmx'.

Comments

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:

Alternatively

• 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:

• On the action’s title click the down arrow to activate a drop-down
• Select Configure; OR
• 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 in this action

Action

Select how the document will be sent. Select one of the following values:

Destination Router

Enter the URL to the Content Organizer for the destination site. The URL can be found in the Submission Points section of the 'Content Organizer: Settings' page of the destination repository. For example: 'http://mycompany.com/_vti_bin/OfficialFile.asmx'.

Comments