Nintex Workflow 2013 Help

Last updated: Tuesday, October 18, 2016

1 Workflow Actions
        1.1 Action Set
        1.2 Add User To AD Group
        1.3 Assign Flexi Task
        1.4 Assign To-Do Task
        1.5 Build String
        1.6 Calculate Date
        1.7 Call web service
        1.8 Capture document set version
        1.9 Change State
        1.10 Check in item
        1.11 Check Out Item
        1.12 Collection Operation
        1.13 Commit pending changes
        1.14 Compile Audience
        1.15 Complete Workflow Task
        1.16 Convert Document
        1.17 Convert Value
        1.18 Copy item
        1.19 Copy to file share
        1.20 Copy to SharePoint
        1.21 Create AD Group
        1.22 Create AD User
        1.23 Create appointment
        1.24 Create Audience
        1.25 Create CRM Record
        1.26 Create item
        1.27 Create item in another site
        1.28 Create list
        1.29 Create Site
        1.30 Create Site Collection
        1.31 Create task
        1.32 Declare as record
        1.33 Decommission AD User
        1.34 Decommission Site Collection
        1.35 Delegate Workflow Task
        1.36 Delete / Disable CRM Record
        1.37 Delete AD Group
        1.38 Delete Audience
        1.39 Delete drafts
        1.40 Delete Item
        1.41 Delete multiple items
        1.42 Delete previous versions
        1.43 Delete site
        1.44 Discard check out
        1.45 Enable Lync / OCS
        1.46 End workflow
        1.47 Execute SQL
        1.48 Filter
        1.49 Find users by status
        1.50 For Each
        1.51 Get meeting suggestions
        1.52 Get user status
        1.53 Log in the History List
        1.54 Loop
        1.55 Math operation
        1.56 Pause for
        1.57 Pause Until
        1.58 Provision User In Exchange
        1.59 Publish Workflow
        1.60 Query BCS
        1.61 Query CRM
        1.62 Query Excel Services
        1.63 Query LDAP
        1.64 Query List
        1.65 Query User Profile
        1.66 Query XML
        1.67 Read Document
        1.68 Regular Expression
        1.69 Remove User From AD Group
        1.70 Request Approval
        1.71 Request Data
        1.72 Request Review
        1.73 Retrieve data
        1.74 Run If
        1.75 Run parallel actions
        1.76 Search Query
        1.77 Send / Receive Biztalk
        1.78 Send document set to repository
        1.79 Send document to repository
        1.80 Send notification
        1.81 Set a condition
        1.82 Set a variable
        1.83 Set approval status
        1.84 Set document set approval status
        1.85 Set field value
        1.86 Set item permissions
        1.87 Set workflow status
        1.88 Start workflow
        1.89 State Machine
        1.90 Store data
        1.91 Submit Record
        1.92 Switch
        1.93 Task reminder
        1.94 Terminate workflow
        1.95 Undeclare as record
        1.96 Update AD User
        1.97 Update CRM record
        1.98 Update document
        1.99 Update item
        1.100 Update multiple items
        1.101 Update User Profile
        1.102 Update XML
        1.103 Wait for an item update
        1.104 Wait for check out status change
        1.105 Web Request
2 Using Nintex Live Connector for Nintex Workflow 2013
        2.1 Access Management
        2.2 Adding and removing services
        2.3 Catalog Settings
        2.4 Nintex Live Workflow Settings
        2.5 Using the Nintex Live Catalog
3 Workflow Interaction with SharePoint
        3.1 About LazyApproval
        3.2 Approving, Rejecting and Reviewing Items
        3.3 Configuring the Chart Viewer Webpart
        3.4 Configuring the Report Viewer Webpart
        3.5 Delegating Approval Tasks
        3.6 InfoPath Forms
        3.7 Managing Workflow Change Approval
        3.8 Managing workflow history lists
        3.9 My Workflow Tasks web part
        3.10 NintexWorkflows library
        3.11 Reusable Workflows
        3.12 Scheduling a workflow
        3.13 Set Title and Description for Reusable Workflow Template
        3.14 Site Workflows
        3.15 Starting a workflow
        3.16 Updating User Defined Action in Published Workflows
        3.17 User Defined Action Parameters
        3.18 User Defined Action Settings
        3.19 User Defined Actions
        3.20 Viewing workflow history
        3.21 Viewing workflow status
        3.22 Workflow Change Approval
        3.23 Workflows I have started web part
4 Administration and Configuration
        4.1 Creating support packages
        4.2 Preventing excessive looping iterations
        4.3 Monitoring workflow errors
        4.4 Support packages
        4.5 SharePoint IDs for Nintex Features
        4.6 External Start URLs page
        4.7 Nintex Workflow Management page
        4.8 Managing External Start settings
        4.9 Manage the configuration database
        4.10 Workflow inventory
        4.11 Licensing settings
        4.12 Database settings
        4.13 Manage content databases
        4.14 Web Application activation settings
        4.15 Managing workflow actions
        4.16 Global Settings
        4.17 Managing LazyApproval settings
        4.18 Defining message templates
        4.19 Activating Nintex Workflow
        4.20 Configuring user preferences
        4.21 Security Settings
        4.22 Manage Context Data
        4.23 Purge workflow data
        4.24 Managing workflow error notification settings
5 Using the Workflow Designer
        5.1 Getting started with the Nintex Workflow designer
        5.2 About connections
        5.3 Association columns
        5.4 Connection Manager dialog box
        5.5 Create Connection dialog box
        5.6 Error Handling
        5.7 Importing and exporting workflows
        5.8 Inline functions
        5.9 Inserting reference fields
        5.10 LDAP Picker
        5.11 Manage External Start configuration page
        5.12 Manage External Start page
        5.13 Managing connections to external providers
        5.14 Managing Start Variable Order
        5.15 Managing workflows
        5.16 Opening and saving workflows
        5.17 Printing
        5.18 Publishing a workflow
        5.19 Run Now
        5.20 Set action labels
        5.21 Using External Start
        5.22 Using lookups
        5.23 Verbose logging
        5.24 Viewing workflow inventories
        5.25 Workflow Action Common Settings
        5.26 Workflow Constants
        5.27 Workflow Settings
        5.28 Workflow Snippets
        5.29 Workflow start data
        5.30 Workflow templates
        5.31 Workflow variables
        5.32 XPath Query Builder

1 Workflow Actions

1.1 Action Set

This workflow action bundles a collection of actions in a container that can be collapsed and expanded to make workflow designing more convenient.

To use the workflow action:
  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.
Alternatively
  • Left-clicking the pearl, mouse-over Insert Action and then the Categories to reveal the actions, click the required action from the list.  
 

 Options for this action

This action does not require any configuration. It has a border that contains a pearl, when actions are added to the pearl inside the border, they become part of the Action set.


The action set can be minimized by activating the title bar's drop down menu and clicking Minimize.

Saving as a snippet

To save an action set as a snippet, activate the drop down menu on the action title bar and click Save as Snippet. For more information, please refer to the Workflow Snippets.

1.2 Add User To AD Group

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will add a user to an Active Directory security group.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

1.3 Assign Flexi Task

​This workflow action will allow the assignment of a task to one or more users and request a specific outcome. The list of possible outcomes is determined by the person designing the workflow.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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. 

Behaviour

There are five behavioural alternatives to instruct Nintex Workflow how to handle tasks with multiple assignees. These are:  

  • First response applies: The first response received will be used for the overall outcome. All other pending tasks will be set to 'not required'.
  • Majority must choose a specific outcome: The majority of assignees must agree on the same outcome. If a majority is not reached, the 'outcome achieved' variable will be set to 'no' and the overall task outcome will be blank. As soon as Nintex Workflow determines that a majority cannot be reached, the action will complete and all pending tasks will be set to 'not required'.
  • All must agree on a specific outcome: All assignees must select the outcome specified in the 'Outcome' drop down list. If any assignee chooses an alternative outcome, all pending tasks will be set to 'not required', the 'outcome achieved' variable will be set to 'no' and the overall task outcome will be blank.
  • Majority decides: The outcome variable will be set to the most popular outcome. If Nintex Workflow can determine the most popular outcome before all assignees have completed the task, all pending tasks will be set to 'not required'. If two or more outcomes have the same number of responses after all tasks are completed, the 'outcome achieved' variable will be set to 'no' and the overall outcome will be blank.
  • All must agree: All assignees must agree on the same outcome. If an assignee responds with an outcome which differs to a previous respondent, all pending tasks will be set to 'not required', the outcome achieved variable will be set to 'no' and the overall task outcome will be blank.
     

Store outcome in

After an outcome is reached, this workflow variable will be populated with the chosen outcome. See the 'Behaviour' section above for more detail on how outcomes are determined. 

Store outcome achieved in

In some circumstances, it is possible that an outcome is not reached. After this action is completed, this workflow variable will be populated to indicate whether or not an outcome has been reached. See the Behaviour section for more detail on how outcomes are determined. 

Task name

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

References can also be inserted using the Inserting reference fields feature.   

Task content type

Allows a task content type other than the default to be used. This option will only display if an alternative content type is available on the site. Alternative content types are primarily used to enable custom task response forms. 

Priority

Specifies the value that should be assigned to the priority flag for the task.  References can also be inserted using the Inserting reference fields feature.  

Due Date

Set a date for the task to be completed by. Note: When tasks appear in Nintex Mobile Apps, the tasks list will be sorted by this due date.

Form type

Choose which form type is presented to Assignees.

Store task IDs in

When the workflow runs, the ID given to each task that is created will be stored into an Integer, List Item ID or Collection workflow variable.

Item Permissions

Set user permissions to: Sets the user permission on the item.

When task is complete, set user permissions to: Sets the user permission on the item after the task has been completed.

Note: Setting the item permissions could be useful when the task is delegated, this will give the delegated user the necessary permissions to view the item.

Advanced Options: Complete tasks for all assignees when an outcome has been achieved​

When an outcome is achieved, sets the % Complete value for "Not Required" tasks to 100%. 

​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.

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.

 

1.4 Assign To-Do Task

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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. Note: When tasks appear in Nintex Mobile Apps, the tasks list will be sorted by this due date.

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.

Advanced Options: Complete tasks for all assignees when an outcome has been achieved​

When an outcome is achieved, sets the % Complete value for "Not Required" tasks to 100%. ​

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 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.
 

Delegate task when 'Assigned To' changes

When this option is selected, if the assignee field of the task is changed, Nintex Workflow will record the change as a task delegation and the new assignee will receive the Response Required Notification. If this option is not selected, Nintex Workflow will not track the change to the assignee and Nintex Workflow reports and web parts will not reflect the new assignee. 

Delivery type

Delivery type is the method of delivering the notification to the recipients.

Available delivery options; None, Email, User preference or Instant Message (if enable on the server). For information on User preference, please refer to the Configuring user preferences.

Please note: Nintex does not provide support for troubleshooting email, SMS or LCS systems.

CC

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

To set the CC field click on 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 OCS/LCS message is being sent it will be pre-pended to the body of the notification. 

Added manually or by clicking on , to use Insert reference fields from within the runtime instance of the workflow.

Attachments

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.
 

 

 
See above 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 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.  

 

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: 

 

 

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.
  

1.5 Build String

This action allows the workflow to perform basic string concatenations for use within other actions at runtime.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Build string

Allows the combination of straight text with Insert reference fields from within the workflow and site at runtime.

Parse for tokens twice

When this option is selected, tokens will be searched for twice. For example, if a token called {WorkflowVariable:EmailTemplate} is inserted into the text area, and the resulting value contains the text {ItemProperty:Title}, the title token will also be replaced when this option is selected.

Store result in

The result of the string that is built at runtime will be stored in a text Workflow variable that is selected from this list.

1.6 Calculate Date

This workflow action allows a time period to be added or subtracted from a date to create a new date.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • A specific date
  • A lookup from a variable or list
  • The current date.

The time period change will be applied to this date.

Timeframe

The number of:

  • years
  • months
  • days
  • hours
  • minutes

to add to the date.

The value can be:

Note: a negative value can be used for a subtraction operation. 

For more information on lookups, see Using Lookups.

Time is

Specify whether the date is being specified according to the server's locale settings time zone or UTC time. 

Store Date in

A date/time workflow variable in which to store the result of the calculation.

Store ISO 8601 Date string

A text variable that contains the date in the XML friendly ISO 8601 format.

1.7 Call web service

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

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.

Specify elements

Allow the workflow to store specific values from a web service response.

To specify an element:

1. Click on Select element to browse the response format and select a value. Click Apply.

2. Specify a workflow variable to store the value of the element selected.

1.8 Capture document set version

* This action requires Microsoft SharePoint Server

This workflow action saves a version of the current properties and documents in a document set.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 

File versions to include

Specify whether the Document Set should include only major versions of the items in the set or the minor versions. Select the versions of the items in the set to include in the document set:

  • Latest major versions only: Includes the latest major versions of items within the document set.
  • Latest major or minor versions: Includes the latest major or minor versions of items depending on the version of the item within the document set.

Comments

The comments describing what has changed in this version. Either specify a value or use the lookups feature to build the comments dynamically at run time.

For details on using Insert Reference, please refer to Inserting reference fields.

1.9 Change State

​​

This action instructs a parent State Machine action which state it should run when the current state has finished. Change state actions can only be dragged on to the designer when used in a State Machine action. 

To prevent repeated loops through states in a state machine, ensure that each state branch in the state machine has a Change state action. If a workflow completes a state branch without running a Change state action, then the workflow loops through that state again, possibly indefinitely.

If the state named in the Change state action does not exist in the state machine, then the following workflow error occurs: "Selected value '[name]' is not recognized as a known state value."​

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Next state

The state to run when the current state has finished. Selecting End State Machine exits the state machine when the current state has finished. 

Note: The state change does not occur until the current state has finished. If a state contains multiple Change state actions, then only the last one takes effect.

Related topics

State Machine

1.10 Check in item

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

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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 

Check in from 

List and Site Workflows: Check in an item from somewhere else in the current site.  
 
Document Library: There are two options when checking in a document:
 
  • Check in for the item currently in the workflow.
  • Check in an item somewhere else in the current site. 
From the drop-down list select the current item or the required location. If it is the current item, no filters need to be selected.
 
In the case of checking in an item from elsewhere in the site, a filter will need to be selected in order for Nintex Workflow to establish which item to check in.  
  • Select the column that needs to be matched; and then.
  • Compare the selected column with a value, workflow variable or list lookups to identify the specific item.

For more details on using List lookups, please refer to the Using lookups.

Comments

The comments entered will be stored with that items meta data as the check in comments.

Allows the combination of straight text with Inserting reference fields from within the workflow and site at runtime.

The comments are not stored in the Workflow History. 

Check in type

The type of check in to be performed. Options are:

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

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013." 

1.11 Check Out Item

This action allows the workflow to check out an item in a selected location to the initiator of the workflow. If a library is configured to require check outs, this action must be used to check out the item before an Update item action is used.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 

Check out from 

Select either the Current item that the workflow is running on, or one of the available libraries.

If selecting a library location, the Where selector will appear.

Where

If not selecting the Current item, use this section to specify the filter criteria to identify which document should be checked out. Manually enter the value, or select a workflow variable to evaluate at run time. For more information on lookups, see Using Lookups.
 
Note: If the filter criteria returns more than one item, only the first item in the collection will be applied.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013." 

1.12 Collection Operation

This action provides direct access to the values in a collection variable.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Target collection

The Target Collection parameter is required for each operation. This specifies the collection variable that the operation applies to. 

Add

Adds a new item to the collection with the value specified in the 'value' parameter. Optionally, a variable storing the index of what position to insert the item into the collection at can be used. If no index variable is selected, the item will be added to the end of the collection. If the index value is larger than the size of the collection, the workflow will error.

Remove

Removes the item stored in the collection at the specified index. This will cause the collection size to decrease by one.

Count

Outputs a number indicating how many items are currently stored in the collection. The result is stored in a number variable specified at Store result in.

Get

Retrieves a value at a specified index and stores the value in the variable specified at Store result in. The output variable must be compatible with the value being retrieved from the collection.

Exists

Outputs a Yes / No value into the variable specified at Store result in to indicate whether or not an item matching the specified value is currently stored in the collection. The comparison is done by comparing the text representation of the 'value' parameter with the text representation of each item in the collection.

Sort

Sorts the values in the collection and stores the sorted collection in another collection variable specified in Store result in. Store result in can specify the same variable as the Target collection.

Pop

Retrieves the value at the end position of the collection and stores it in the Store result in variable. After this operation, the retrieved item will no longer exist in the collection variable therefore the collection will be one item shorter.

Join

Concatenates every value in the collection into a string which is stored in the Store result in variable. Each value is separated by the specified Delimiter value.

Clear

Removes all the items from the collection.

Remove duplicates

Searches for and removes any values that exist more than once in the collection, leaving only one instance of each value. For text values, duplicate matching is case sensitive.

Remove by value

Removes all items from the collection that equal the specified value.

 

For details on using Insert Reference, please refer to Inserting reference fields.

 

1.13 Commit pending changes

This workflow action forces all existing batched operations to be committed. Batched operations are operations performed by workflow actions that do not commit immediately. For example, the "Update list item" action doesn’t actually update an item immediately, it waits until the workflow commits. The workflow commits at a delay action, a task action or the end of the workflow. So when the update list item action runs, it just registers that it needs to update the item, the item actually updates on commit.

The SharePoint workflow engine doesn’t necessarily commit batched operations in the order they are displayed on the designer. For example, if the following actions are in this order:

Set item permissions action (Nintex)Update list item action (Microsoft SharePoint)Set permissions action (Nintex)

These would actually execute in this order:

  • Set item permissions action (Nintex)
  • Set item permissions action (Nintex)
  • Update list item action (Microsoft SharePoint)


It executes it in this order, because there are actually two batches, the Microsoft batch and the Nintex batch (any other third party has their own batch). This is because third parties cannot add operations to the Microsoft batch. In addition, all items in a single batch are executed before actions in another batch. The batch that is executed first depends on the first activity: If the Microsoft SharePoint action was encountered first, then all the Microsoft actions would run before the Nintex actions.

The "Commit pending changes" workflow action: The "Commit pending changes" action is another point where a workflow will execute all its batch operations.

So, modifying the above example:

  • Set item permissions action (Nintex)
  • Update list item action (Microsoft SharePoint)
  • Commit pending changes
  • Set item permissions action (Nintex)


In this case everything will run in order. The Nintex batch will run first because the Nintex action is first encountered, but in this scenario there is only one action in this batch. The "Update item" action will run. Then the workflow will commit, and the final "Set item permissions" action is in a new batch.

 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

This action has no settings to configure.

1.14 Compile Audience

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft Office SharePoint Server

This workflow action will compile an existing audience in the environment.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Audience name

The name of the audience to compile.

For details on using Insert Reference, please refer to Inserting reference fields

Credentials

An account with permissions to compile an audience. In Central Administration, this account will need to be explicitly added as the administrator of the User Profile Service with the permission to Manage Audiences.

Compile type

Specifies whether to perform a complete or incremental compilation.

1.15 Complete Workflow Task

This workflow action will complete any outstanding workflow tasks. It will process enough individual tasks to achieve the selected outcome, the workflow engine will then process the remaining individual tasks in accordance with the task settings.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Specify this workflow variable to nominate which task action to complete.

When configuring other task actions, nominate a workflow variable of type Action ID to store the assigned workflow action ID.

Complete after

Specifies how long to wait before the task is completed. If the task is completed manually in this period, the complete action will finish without performing any change to the task.

If the task is set to complete immediately, the action will always wait at least a minute before processing.

The total time is calculated by summing all fields, regardless of the Time Calculation option selected. For example, 4 days and 4 minutes will be calculated as 96(24x4) hours and 4 minutes.

For details on using Insert Reference, please refer to Inserting reference fields.

Time calculation

Specifies whether or not hours outside the work week should be included when counting down to send a reminder. 

During business days only

The During business days only option will specify that weekends or holidays are not 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.  

Task outcome

The value to set outstanding tasks to. Use 'Approved' or 'Rejected' for approval tasks, and 'Continue' for other task types.

Send 'response not required' message

When selected, pending approvers for the completed task will receive an email informing them that their input is no longer required.

Comments

Comments to be recorded when the task is automatically completed. The comments will be added against each individual task that the Complete task action must process to achieve the desired outcome.

Allows the combination of straight text with Inserting reference fields from within the workflow and site at runtime.

Please note that there can be a delay between when the task is processed and when the workflow continues.

1.16 Convert Document

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft SharePoint Server
 
This workflow action converts a specified document from its current file type to a specified file type and sends a copy of the document in a specified URL location.

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • The Current item; OR
  • Source URL. In the Source URL field, the full URL including the filename and type will need to be provided. E.g. 'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'

File type

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

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:

Overwrite existing item

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

 

1.17 Convert Value

​​

This workflow action will interpret a provided text value, and store it into a workflow variable of a different type. For example, if a text variable contains a number, this action will store the value as a numeric value in a number variable.

A common scenario for using this action is using it with an Inline function or the result of a query that returns a text string that contains a number, and that number needs to be stored into a number field of a SharePoint list. The value cannot be stored into a number field while the value is stored in a text variable.  The example in the screenshot demonstrates processing a text variable by using an Inline function to extract the first 4 characters (maybe the variable contains 1234-XXAB). These first 4 characters will then be interpreted and stored into a number variable.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Input

The value that is to be interpreted.

Store result in

This option specifies the variable in which the resulting value will be stored. If the input text cannot be converted into a value that is compatible with the selected variable, the workflow will error.

Date format

This option only appears when the 'Store result in' variable is a date time variable. This option allows the exact formatting of the input date to be specified. When a date format is specified, the input date will only be recognized if it is an exact match to the format. This URL lists the recognized date formatting values: http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx.

Culture (Advanced)

The culture code to use for conversion of the input string into another variable type. For example, if the provided input string contains a number in a European format, specify a European culture (such as “de-DE” for German) to ensure that the value of the input string is interpreted correctly. Specify “Invariant” for an invariant culture. For a list of culture codes, see the following Microsoft article: Table of Language Culture Names, Codes, and ISO Values Method​.

When this parameter is blank, the current language settings of the SharePoint site are used.

For details on using Insert Reference, please refer to Inserting reference fields.

1.18 Copy item

This workflow action copies an item from one list or library to another within the current site (not parent sites and not sub-sites). It only allows copying from the root level of a location (e.g; a folder within a document library is not valid) to the root level of another location in the same site. The content type of the source must match the content type of the destination - the workflow will error if the source and destination are incompatible. To copy the library item in the workflow to another location in SharePoint (including folders and sub-folders of the same site), please use the "Copy to SharePoint" action.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Copy from

This mandatory field is used to select the list or library where the item that is to be copied is located.

Where

This mandatory field is used to select the filter criteria to return one or more items to be copied (e.g; Created By, Title, Content Type etc.). The information types available in the drop-down are dependent on what is selected in Copy from.

For more details on using List lookups, please refer to the Using lookups.

For details on using Insert Reference, please refer to Inserting reference fields

Copy to

This mandatory field is used to select the destination in the current site for the item when it is copied. The destinations available in the drop-down are dependent on the content of the site. 

Only root level locations are valid (folders and sub-folders are not supported).

Overwrite an existing item

If the item to copy is a file in a library, and a file with the same name already exists in the target library, this option will determine if the file will be overwritten. If this option is not selected, a time stamp will be added to the end of the filename.

Overwriting a file does not increase its file version.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013." 

1.19 Copy to file share

This workflow action downloads a copy of the current item to a specified location. This action is only available when designing the workflow on a library.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Destination

This required field must be a valid UNC path accessible from the SharePoint server where Nintex Workflow is installed e.g. \\myfileserver\reports. If a file name is specified in the destination path, the file will be copied using this file name. 

For details on using Insert Reference, please refer to Inserting reference fields

Username

The user to authenticate against when the document is copied to the specified location.

Password

The password to authenticate with when the document is copied to the specified location.

1.20 Copy to SharePoint

This action allows the workflow to copy items from the current library to another library within SharePoint.

When the workflow is running on document libraries, the item that the workflow is running on will be copied. In a list, any attachments on the list item that the workflow is running on will be copied.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Destination

Select a location enables a site picker (Select a document library or folder) to navigate through the portal structure of the current SharePoint environment and select the library to which the document will be copied. Folders and sub-folders can be selected.

Enter a URL allows manual entry of the URL or selection using Insert Reference. To copy a file to a remote environment, Enter a URL must be used.

For more details on using Insert Reference, please refer to Inserting reference fields

Copy InfoPath form / Copy embedded attachments

This option is available when designing a workflow on a form library. It allows for InfoPath attachments embedded in the form to be extracted and copied. The XPath query is used to indicate where in the form XML structure the attachments exist. If the XPath query evaluates to more than one attachment node, each attachment will be copied. To copy the actual form item in the form library, choose the Copy InfoPath form option. 

Overwrite options

Use this setting to determine the behavior when a file with the same name already exists in the destination.

  • Remove existing item the file that already exists will be removed. If versioning is enabled in the destination the copy that is created will be an initial version
  • Rename new item the file that already exists will be not be modified. The copied item will have a time stamp appended to its name
  • Update existing item the file that already exists will be overwritten. If versioning is enabled in the destination, the version of the file will be incremented. 

Create folder structure

Check this box to replicate a folder structure in the target library if the item being copied is in a sub folder. This option is not applicable when the destination is a remote SharePoint environment.

Copy item meta data

Check this box to set the item properties on the target item to the same values as the source item. Only matching fields will have their values copied.

Store result in

Stores the new URLs of the copied files into a text or collection variable.

Override credentials

If the destination library is on a remote SharePoint environment, credentials with access to upload files are required. For copying files to a SharePoint site in the same environment as the workflow, the workflow automatically uses permissions with global SharePoint access if no other credentials are specified. To copy the item as a specific account in the local farm, enter the user credentials.

When a file is copied to the local farm with the global system account (i.e. no alternative credentials are specified), workflows in the destination location will not start automatically.

1.21 Create AD Group

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will create an Active Directory group in the specified LDAP location.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Group Details

Group scope

Specify the scope for the group. Available options are: Domain local, Global or Universal.

Group type

Specify the type of group to be created. Available options are: Security or Distribution.

Group name

The name of the group to be created. E.g. Testers.

1.22 Create AD User

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will create an Active Directory user account in the specified LDAP location.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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

Where the account will be created

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

New Account Details

sAMAccountName

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

Common Name

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

User Principal Name

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:

  • Generate password: If checked, a random password will be automatically generated by the action. If unchecked, specify the password for the account in the New password textbox.
  • Store generated password: The automatically generated password can be stored in a text type workflow variable. This can then be used in other actions.

Other Fields

Select other fields to set for the user. Select the field name, then click the Add button.

AD Fields to take note of:

Note: Leaving all 3 checkboxes unchecked will remove all options. The only valid multiple selection is User cannot change password AND Password never expires.

 

For details on using Insert Reference, please refer to Inserting reference fields.

1.23 Create appointment

* This topic applies to Nintex Workflow Enterprise Edition only.

This workflow action creates a calendar appointment or meeting request in Microsoft Exchange.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 

Microsoft Exchange connection details

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

  • Enter the URL to the Exchange web service.
  • Enter the username and password of an account that has rights to create appointments in the mailbox of the user specified in the For field.

Editor mode

  • Appointment: use the Nintex Workflow UI to build the appointment.
  • Advanced: edit the appointment XML manually. Use the Advanced mode to set appointment options not listed in the Appointment mode (UI). See the Microsoft Exchange Web Services SDK for more details.

Appointment details

This section defines the appointment to be created. When the action runs, the calendar appointment will be created in the calendar of the user specified in the For field.

No meeting request will be sent to this user. The account credentials specified above must have write access to this user's mailbox. 

For more details on using Insert Reference please refer to Inserting reference fields.  

Note: Dates specified in the Start Date and End Date fields will be treated as local time according to the time zone specified in the team site regional settings.

Ribbon Option: Attendees

This section allows the addition of additional meeting attendees. These users will receive meeting requests.

Ribbon Option: Recurrence

This section specifies the recurrence pattern (None, Daily, Weekly, Monthly or Yearly).
 

1.24 Create Audience

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft Office SharePoint Server

This workflow action will create a new audience in the environment.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Audience name

The name of the new audience. The value can be added either manually or built up dynamically at run time using Insert Reference   

Credentials

An account with permissions to create an audience. The account must be an administrator of the User Profile Service with Manage Audiences permissions. See the Application Management page in Central Administration.​

Description

Additional information to describe the audience. The value can be added either manually or built up dynamically at run time using Insert Reference   

Owner

The user who will be listed as the owner of the audience.

To set the site owner, click on   to search for and/or add users to the Owner list by one or more of 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. 

Include users who

Specify whether audience membership requires users to match any of the audience rules or all of the audience rules.

Audience Rules

Audience rules specify the requirements that a user must meet to be considered a member of this group. Multiple rules can be added by clicking the 'Add Rule' link.

1.25 Create CRM Record

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will create a single record in Microsoft Dynamics CRM v4.0 and Microsoft Dynamics CRM 2011. A record can be created for any entity, including custom entities.
 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Dynamics CRM Version

The endpoint version of the Microsoft Dynamics CRM server to connect to.

Server URL

The URL of the CRM server to connect to.

Organization name

The Organization located within CRM. 

Credentials

The credentials used to connect to the CRM server and organization.

Entity

The type of CRM record to be created. 

Store record ID in

Specify a workflow variable in which to store the newly created CRM record ID. This could be used as a reference to the CRM record ID in other steps of the current workflow.

Attributes

Selecting an Entity will load any Required and Business Required attributes. This will then allow the entry of data for the attributes that relate to the entity selected.

1.26 Create item

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Create item in

Used to select a list in which to create an item.

Content Type

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

Overwrite an existing item

To overwrite an existing item in the destination library tick this check box. If this option is not selected, an identifier will be appended to the filename. This applies to libraries only.

Store new item ID in

The created item will be assigned an ID. This new item ID can be stored in a List Item ID Workflow Variable. For more on using variables, please refer to information on Workflow Variables, please refer to  Workflow variables.

Field

Available fields that can be added to the created item will be dependent on what fields have been created in the destination list. For each field in the drop down list, a value can be added either manually or based on a dynamic element provided by Insert Reference   .

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  

1.27 Create item in another site

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

  • Select site: Enables a site picker (Select a team site) to navigate through the portal structure and select the target location.
  • Enter a URL: Allows manual entry of the URL or selection using Inserting reference fields.  
    • Refresh Lists: Refreshes the drop-down list for List according to the entered URL. 
      Note: If the URL includes variables, then the Site URL dialog box prompts you to manually enter a URL for the refresh operation. The manually entered URL is not used during execution of the action. 

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.

 

 

1.28 Create list

This workflow action permits the creation of a new list anywhere in the web application.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Title

The Title is the name to be assigned to the new list. Added either manually or based on a dynamic element provided by Insert Reference  . For more details on using Insert Reference please refer to Inserting reference fields.  

Description 

The Description is a brief statement about the new list. Added either manually or based on a dynamic element provided by Insert Reference  . For more details on using Insert Reference please refer to Inserting reference fields.   

List template

The template is the SharePoint list template to be applied to the new list.

Click on the drop down box and select the desired template. For more information on SharePoint list templates, please refer to the SharePoint Help Files.

Team site

The Team site is the site or sub-site in which the new list will be created.

Select a parent site enables a site picker (Select a team site) to navigate through the portal structure and select the location to create the new list.
Enter a URL allows manual entry of the URL or selection using Insert Reference

Display on the Quick Launch of the parent site

This option displays a link to the created list on the left hand navigation (Quick Launch) of the parent site.

Override credentials

The list will be created using the current security context of the workflow by default. This can be the rights of the initiator or the rights of the workflow owner.  If an override username and password is provided, the workflow action will use the permissions of the provided account to create the list instead.

1.29 Create Site

This action allows the creation of a site anywhere within the SharePoint environment using the workflow.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Title

The Title is the name to be assigned to the site.  Added either manually or based on a dynamic element provided by Insert Reference  .  For more details please refer to Inserting reference fields.

Description

The Description is a brief statement about the site.  Added either manually or based on a dynamic element provided by Insert Reference  .  For more details please refer to Inserting reference fields

Inherit permissions / Site owner

Specifies whether or not to use the same permissions as the parent site.

If permissions are not inherited, a site owner must be specified.  The site owner is the person who will manage the site being created and will be given Administrator privileges for the created site.  For more information on privileges and permissions, please refer to the SharePoint Help Files.

To set the site owner, click on   to search for and/or add users to the Site owner list by one or more of the following methods: 

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

Parent site

The Parent site is the site that will contain the created site.

  • Select a parent site enables a site picker (Select a team site) to navigate through the portal structure and select the location to create the new site.
  • Enter a URL allows manual entry of the URL or selection using Insert Reference

URL name

The URL name is the web address relative to the specified parent site (do not include the full site URL).  For example: http://myportal/sites/<URL name>

Template

The SharePoint site template to be applied to the site being created. If multiple languages are installed in the environment, an option to choose the language for the site is available.

Click on the drop down box and select the desired template.

For more information on SharePoint site templates, please refer to the SharePoint Help Files.

Display on the Quick Launch of the parent site

This option displays a link to the created site on the left hand navigation (Quick Launch) of the parent site.

Display on the top link bar of the parent site

This option displays a link to the created site on the top navigation of the parent site.

Use top link bar from the parent site

This option ensures that the created site uses the same top navigation as the parent site.

Store URL in

Stores the URL for the created site in a text workflow variable.

Override credentials

The site will be created using the current security context of the workflow by default.  This can be the rights of the initiator or the rights of the workflow owner.

If an override username and password is provided, the workflow action will use the permissions of the provided account to create the site instead.

1.30 Create Site Collection

This workflow action will provision a new site collection in the farm. All of the options available in the SharePoint Central Administration page 'Create site collection' are available.

For more information on any option, see the SharePoint documentation.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 creating the site collection.

New Site Collection details

Title

The name of the new site collection.

Description

The description of the new site collection.

Primary administrator

The administrator of the new site collection.

Secondary administrator

The secondary administrator of the new site collection.

Web application

The SharePoint web application that will contain the new site collection.

URL name

The URL name for the new site collection. The managed path and top level site URL are specified.

Template

The site template to use to create the site collection.

Quota template

The quota template to limit the resources used by the new site collection.

Store URL in

The variable in which to store the complete URL of the new site collection.

1.31 Create task

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action creates a task in Microsoft Exchange.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

  • Enter the URL to the Exchange web service.
  • Enter the username and password of an account that has rights to create tasks in the mailbox of the user specified in the Assign To field. 

Editor mode

  • Task use the Nintex Workflow UI to build the task.
  • Advanced edit the appointment XML manually. Use the Advanced mode to set task options not listed in the Task mode (UI). See the Microsoft Exchange Web Services SDK for more details.

Task Details

This section defines the task to be created. When the action runs, the task will be created in the Exchange task list of the user specified in the Assign To field.

The user will not receive any notification. The account credentials specified above must have write access to this user's mailbox. A task can only be assigned to a single user.

For more details on using Insert Reference please refer to Inserting reference fields

Note: Dates specified in the Start Date and Due Date fields will be treated as local time according to the time zone specified in the team site regional settings.

1.32 Declare as record

* This action requires Microsoft SharePoint Server

This workflow action can be used to declare the current item as a record.

The record restriction settings can be applied once the current item is declared as a record. Record restriction settings can be defined in the Record Declaration Settings page on your SharePoint site.

 
 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Note: There are no Options to configure within this workflow action.

1.33 Decommission AD User

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will disable or remove a user from an Active Directory store.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

Decommission user

User

The username (sAMAccountName) of the Active Directory entry.

Action

Whether to disable or delete a user.

  • Disable ticks the 'Disabled' option against the Active Directory user.
  • Delete will permanently remove the user from Active Directory.

1.34 Decommission Site Collection

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

  • Read only users can access the site but cannot make changes. This option provides an input to specify the reason this action was taken.
    Note: To apply this decommission action, SharePoint requires the workflow to run on the Central Administration site. 
  • No access users cannot access the site, the site collection is not deleted. This option provides an input to specify the reason this action was taken.
    Note: To apply this decommission action, SharePoint requires the workflow to run on the Central Administration site. 
  • Delete the site collection is removed.

1.35 Delegate Workflow Task

This action will delegate outstanding workflow tasks to a specific user.

This allows for escalation scenarios as seen below. In this example, an approval task is assigned to a user and after a specified delay, if the user has not responded, the task is delegated to another user.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:  

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.  

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 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.

To search for users, click on the address book icon to the right of the input box. The Select People and Groups dialog will appear:
 
 
The dialog allows the workflow designer to search for and/or add users to the Delegate to list by one or more of the following methods:
Click the title bar to expand or collapse each option.  

Comments

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

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

Apply to

  • All pending tasks: reassign all tasks that have not already been actioned to the delegate
  • First pending task: only reassign the first non-actioned task to the delegate, and all other pending tasks will be set to not required.

1.36 Delete / Disable CRM Record

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will delete or disable a record of an entity in Microsoft Dynamics CRM v4.0 and Microsoft Dynamics CRM 2011. A record can be deleted or disabled for any entity, including custom entities.

 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Dynamics CRM Version

The endpoint version of the Microsoft Dynamics CRM server to connect to.

Server URL

The URL of the CRM server to connect to.

Organization name

The Organization located within CRM.

Credentials

The credentials used to connect to the CRM server and organization.

Action

Entity

The type of CRM record to be deleted/disabled.

Record to delete 

Specify the GUID of the CRM record to be deleted/disabled.
Note: It is recommended that the Query CRM action be used to obtain the GUID of the record and stored in a workflow variable which can then be specified in the Record to delete field

1.37 Delete AD Group

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will delete an Active Directory security group.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Group details

Group name

The name of the group to be deleted.

1.38 Delete Audience

* This topic applies to Nintex Workflow Enterprise Edition only.

* This action requires Microsoft SharePoint Server 2013.

This workflow action will delete an existing audience in the environment.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Audience name

The name of the audience to delete.

Added either manually or based on a dynamic element provided by Insert Reference  .

Credentials

An account with permissions to delete an audience. In Central Administration, this account will need to be explicitly added as the administrator of the User Profile Service with the permission to Manage Audiences.

1.39 Delete drafts

This workflow action can be used delete all drafts on the current item.

It deletes the draft or minor versions of the current item.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Note: There are no Options to configure within this workflow action.

1.40 Delete Item

This workflow action deletes a list item in a list within the current site.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 

List and Library Workflows

Delete from

Select the list to delete an item from.

Where

Once the Delete from field is set, the Where field will appear.

Use the Where field to select which item to delete. The field choices will depend on what was selected in the Delete from drop-down.

Site Workflows

Delete From

Select the list to delete an item from.

Where

Use the Where field to select which item to delete. The field choices will depend on what was selected in the Delete From drop-down.

 
For more details on using Insert Reference please refer to Inserting reference fields
For more details on using List lookups, please refer to the Using lookups.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  

1.41 Delete multiple items

This workflow action can be used to delete multiple items within a library or list in a specified site.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Site

The target site where items are to be deleted.

  • Select site: Enables a site picker (Select a team site) to navigate through the portal structure and select the target location.
  • Enter a URL: Allows manual entry of the URL or selection using Inserting reference fields.  
    • Refresh Lists: Refreshes the drop-down list for List according to the entered URL. 
      Note: If the URL includes variables, then the Site URL dialog box prompts you to manually enter a URL for the refresh operation. The manually entered URL is not used during execution of the action. ​

Editor Mode

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

  • CAML editor: Use the CAML Editor mode to create more advanced cross list queries.  View the CAML at any time by switching to the CAML Editor mode.
  • Query builder: Build queries for a single list for the site specified.

The following elements will build the query:

List

Drop down list containing available Lists at the selected site.

Include subfolders

Specify whether to delete items within subfolders by checking this option.

Filter

The criteria that items in the list must match in order to be deleted. Use the Filter to specify the delete rules:

  • Select all list items: Deletes all items in the list.
  • Select items only when the following is true
    • Show the items when column: Selects an item based on the values set in the column. Either specify a value or use the lookups feature.
    • Add filter rule: Specify another rule. Use the And / Or options to specify if the item to be deleted needs to meet conditions of a single rule or all rules.

CAML Query

The CAML query editor appears when CAML Editor is selected in the Editor Mode. Displays the CAML query being constructed.

1.42 Delete previous versions

This workflow action can be used to delete all previous versions (major and minor) of the current item that the workflow is running on.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Note: There are no Options to configure within this workflow action.

1.43 Delete site

This workflow action allows the deletion of a site anywhere within the SharePoint environment.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Parent site

The Parent site is the site that will contain the site to be deleted.
  • Select a parent site enables a site picker (Select a team site) to navigate through the portal structure and select the location to be deleted.
  • Enter a URL manually or use Insert Reference to dynamically build the URL at run time.

URL name

The URL name is the web address relative to the specified parent site (do not include the full site URL).  For example: http://myportal/sites/<URL name>

Override credentials 

The site will be created using the current security context of the workflow by default. This can be the rights of the initiator or the rights of the workflow owner.  If an override username and password is provided, the workflow action will use the permissions of the provided account to delete the site instead.

 

 

 

 

1.44 Discard check out

This action discards the 'checked out' status of a previously checked out document within the current site.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Discard check out from

Select either the Current item that the workflow is running on, or one of the available libraries. 

If selecting a library location, the Where selector will appear.

Where

If not selecting the Current item, use this section to specify the filter criteria to identify which document should have a check out cancelled. Manually enter the value, or configure the criteria based on Inserting reference fields. For more information on lookups, see Using Lookups.

Note: if the filter criteria returns more than one document, only the first document in the collection will be applied.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013." 

1.45 Enable Lync / OCS

* This topic applies to Nintex Workflow Enterprise Edition only.

The Enable Lync/ OCS action will enable OCS/LCS or Lync 2010/2013 for an existing Active Directory user account.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Server version

Select from Lync 2010, OCS 2007 or LCS 2005.

Server Version: OCS 2007/ LCS 2005

Active Directory Details

 

LDAP Path

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

  • Username: Enter a username with the required permissions to provision a user on OCS/ Lync and access the LDAP Path entered.
  • Password: Enter a password for the above username.
 
Primary home server
Primary home server for the organization. E.g. CN=LC Services,CN=Microsoft,CN=WS03R2EEEXCHLCS,CN=Pools,CN=RTC Service,CN=Microsoft,CN=System,DC=contoso,DC=com
Click on the LDAP Picker button to browse an LDAP Path. 
 
Account to enable

The username (sAMAccountName) of the Active Directory entry. 

SIP address

The SIP address for the Active Directory Account. E.g. sip:john.smith@mycompany.com

Enable user

Check to enable LCS/OCS for the nominated Active Directory account. If left un-checked, the other properties will still be set.

Server Version: Lync 2010 / 2013

Note: The Lync mode remotely invokes the PowerShell command 'Enable-CsUser'.

Lync server

The name of the Lync server.

  • Username: Enter a username with the required permissions to access the Lync server.
  • Password: Enter a password for the above username.

Registrar pool

The fully qualified domain name (FQDN) of the Registrar pool where the users' Lync Server account will be homed.

Account to enable

The username (sAMAccountName) of the Active Directory entry.

SIP address

The SIP address for the Active Directory Account. E.g. sip:john.smith@mycompany.com

Telephony

Select the desired communication type. Chose from Audio/video disabled, PC-to-PC only, enterprise voice, remote call control, remote call control only.

Policies

  • Conferencing policy: The conferencing policy specifies the conferencing experience for participants.
  • Client version policy: The client version policy checks the SIP User Agent header to determine the client version.
  • PIN policy: The PIN policy provides a personal identification number (PIN) authentication to users who are connecting to Microsoft Lync 2010/2013 with IP phones. 
  • External access policy: The external access policy determines whether or not your users can 1) communicate with users who have SIP accounts with a federated organization; 2) communicate with users who have SIP accounts with a public instant messaging and; 3) access Microsoft Lync Server 2010/2013 over the internet, without having to log on to your internal network.  
  • Archiving policy: The archiving policy controls whether archiving for specific users is enabled or disabled for internal and external communications.
  • Location policy: The location policy automatically locates clients within a network. The Lync Server uses a Location Policy to enable Lync 2010/2013 clients for E9-1-1 during client registration. A location Policy contains the settings that define how E9-1-1 will be implemented. You can edit the global location policy and create new tagged location policies. A client obtains a global policy when not locations within a subnet with an associated location policy or when the client has not been directly assigned a location policy.
  • Client policy: The client policy determines the features of Microsoft Lync 2010/2013 which are made available to users.

Advanced

Domain controller

Connect to the specified domain controller in order to enable a user account

SIP address type

Instructs Lync Server to auto-generate a SIP address for the new user.

SIP domain

The SIP domain for the user account being enabled.

Authentication mode

Select from with default, basic, digest or negotiate.

For more information on the above parameters refer to http://technet.microsoft.com/en-us/library/gg398711.aspx 

 

 

 

1.46 End workflow

This action will terminate the workflow and, if specified, will log a user defined message in the history list.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

There are no mandatory fields to complete in this workflow action.

A message can be added to be logged into the history list.

For details on the SharePoint History List, please refer to SharePoint Help Pages.

1.47 Execute SQL

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • MS SQL
  • ODBC
  • OLEDB
  • Oracle

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

Use windows authentication

Determines that the connection to the database will be made using integrated authentication (trusted connection). When using integrated authentication, username and password fields are presented to allow the credentials of an account with sufficient database access to be provided.

Query

Enter the SQL statement directly and/or use Insert reference fields to build the string dynamically at run time.

Escape reference values for use in strings

Use this option to ensure that any value chosen from the Insert Reference button is escaped for use in a SQL string. If the entire SQL statement is contained in a single variable, then this option must be unchecked. 

Store default result

Returns the result of a SQL 'select' query.

Store result in

This list contains all the workflow variables that can be used to store the result of a SQL ‘select’ query. A collection variable can be used to store multiple records. If a variable that is not a collection is selected, only the first record will be stored. If multiple columns are returned, only the value of the first column will be stored.

Specify column names

Use this option to store the result of specific column name that is returned from a SQL 'select' query.

To specify the column:

  1. In the Column to retrieve, enter the name of the column.
  2. Click the Add button and the property will appear below the Column to retrieve box.
  3. Specify a workflow variable to store the values of the column to be retrieved.

 

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

 

1.48 Filter

This workflow action ends the workflow if a configured condition is not met.

Configuring this action is similar to the Set a condition action.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

For more details on using this action, please refer to Set a condition

1.49 Find users by status

*This topic applies to Nintex Workflow Enterprise only.

This workflow action will find and return user(s) with a specified OCS/Lync presence status.

Note: Requires Office Communications Server 2007 or Lync Server 2010/2013 and the Instant messaging settings option in Global Settings must be set and configured.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

 

1.50 For Each

This workflow action is used to loop through each value in a collection variable.

Other actions can be dragged on to the designer as child actions of the For each action, and these actions will be executed for each value in the collection. The current value of the collection is accessible to each of the child actions via a workflow variable.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Target Collection

The collection variable to loop through.

Store result in

As the action loops through each value in the Target Collection, the value will be assigned to this variable. Actions that are children of the For Each action can use this variable to access the current value of the collection.

Any variable type can be selected, the workflow designer must ensure that it is compatible with the values stored in the collection.

Index

A number variable can be selected to store the position of each item in the collection as it is accessed. The first item will be at position 0.

Stop processing

A Yes/No variable type can be selected to break the loop. When the variable is true the loop will not process any more collection items and the workflow will continue to the next action after the For each loop.

1.51 Get meeting suggestions

* This topic applies to Nintex Workflow Enterprise Edition only
 
This workflow action will retrieve a series of meeting time suggestions based on a specified criteria.
 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

URL

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

Meeting Suggestion Properties

Attendees

The users that are to be invited to the proposed meeting.

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.

Start after

The beginning of the time span for the proposed meeting.

End by

The end of the time span for the meeting suggestion. 

Meeting duration (minutes)

The length of the meeting suggestion.

Store result in

The results of the meeting suggestions will be stored in the workflow variable specified.

Advanced

Maximum results per day

The maximum number of meeting suggestions that will be returned for any given day.

Maximum non-business-hours results

The maximum number of meeting suggestions that will be returned that occur outside of the business hours set on the Exchange server.

Define "Good" threshold for attendance

The Good threshold for attendance is the percentage of attendees that must be able to attend a meeting suggestion for the suggestion to be given a "Good quality" status.

Minimum suggestion quality

The minimum meeting suggestion quality that is required for a meeting suggestion to be returned.

Result format

The format that the results will be returned as.

1.52 Get user status

*This topic applies to Nintex Workflow Enterprise only.

This workflow action will retrieve the OCS/Lync presence status of a user.

Note: Requires Office Communications Server 2007 or Lync Server 2010/2013 and the Instant messaging settings option in Global Settings must be set and configured.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.



 Only a single user can be selected.

Store status in

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

1.53 Log in the History List

This workflow action will log a user-defined entry into the workflow history list.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Add the required message into the text box either manually or use Insert Reference to build the string dynamically at run time. 

There is a maximum length of 255 characters in the history list entry. Additional text will be trimmed.

For details on the SharePoint History List, please refer to the SharePoint Help Pages.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  

1.54 Loop

This workflow action runs a set of child actions while a condition evaluates to true.

Configuring this action is similar to the Set a condition action.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

For more details on using this action, please refer to the Set a condition.

For information on safeguarding performance by preventing excessive looping iterations, see Preventing excessive looping iterations.

1.55 Math operation

This action allows the workflow to perform basic calculations at runtime for use within other actions in the workflow.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Calculation

To configure this action, two values need to be specified as well as the operation.

The mathematical operations available to be selected are:

  • Plus
  • Minus
  • Divided by
  • Multiplied by
  • Modulus

Enter the value manually or use Lookups to reference variables and reference fields.

Store result in

The result of the Calculation needs to be stored for future reference. The dropdown list will present the available workflow variables.

To create a variable, click the Variables button. For more information, see Workflow variables.

1.56 Pause for

This workflow action will pause the workflow at this step and delay it for a defined period of time.

Parameters are evaluated when the action is executed, with times calculated in UTC. If the resulting delay period is shorter than the frequency of the Workflow timer job, or if it is a negative value, then the action executes at the next iteration of the Workflow timer job. For more information about SharePoint timer jobs, see the Microsoft article Timer job reference (SharePoint 2013)​.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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 

By default, the delay period will be set to 5 minutes.

Set the delay period

  • Years
  • Months
  • Days
  • Hours
  • Minutes (defaulted to 5)

Manually enter values or use Insert reference for dynamic values.

Set the Business hours only option to ignore non-business hours when counting down.

1.57 Pause Until

This action will pause the workflow at this step and delay it until a set date and time defined.

Parameters are evaluated when the action is executed, with times calculated in UTC.​

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Set the date and time at which the workflow will recommence by:

  • Manually entering the date (in the regional date format e.g: mm/dd/yyyy), then selecting the hour and minutes.
  • Using Calendar Picker to select a date , then selecting the hour and minutes.
  • Setting the date value to a date workflow variable or a date field within the site in which the workflow is associated.

For more details on using List lookups, please refer to the Using lookups.

1.58 Provision User In Exchange

* This topic applies to Nintex Workflow Enterprise Edition only

The Provision User in Exchange workflow action will provision a mailbox for an Active Directory user account in the specified mailbox container or mailbox database location.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Exchange connector service

Web Service URL

The path to the Nintex Workflow Exchange Connector Service. E.g. http://www.mycompany.com/siteECS/EmailProvisioning.asmx

In this example, the mycompany website contains a virtual directory called siteECS, which must be created by the Nintex Workflow Exchange Connector Service installer. EmailProvisioning.asmx is the web service created by the installer.

Username

The IIS account created in the prerequisite section of the Nintex Workflow Exchange Connector Service installation manual.

Note: Click on the padlock icon to select from a list of Credential Workflow Constants, maintained in Site Settings by the system administrator.

Password

The password of the IIS account created in the prerequisite section of the Nintex Workflow Exchange Connector Service installation manual.

Provision details 

Version

Select the version of Microsoft Exchange Server. Supported versions are Microsoft Exchange Server 2003, 2007, 2010 & 2013.

Version: Exchange 2003

Mailbox Container

The LDAP path to the Mailbox container in which the mailbox will be located. E.g. LDAP://mycompany.com/CN=Mailbox Store (SERVERB),CN=First Storage Group,CN=InformationStore,CN=SERVERB,CN=Servers,CN=First Administrative Group,CN=Administrative Groups,CN=MLG,CN=Microsoft Exchange,CN=Services,CN=Configuration,DC=mycompany,DC=com

Click on the LDAP Picker button to browse for a Mailbox Container.

User

The sAMAccountName of the account to be created. E.g. jsmith

Version: Exchange 2007, 2010 & 2013 

Exchange Database

The Exchange Database in which the mailbox will be located. This can be provided in the following formats:

  • Database name
  • GUID of the database
  • Server name\database name
  • Server name\storage group\database name 

Note: It is recommended to use Workflow Constants to store information about the Exchange Server Database.

User

The identity of the account to be created. This can be provided in the following formats:

  • GUID
  • Distinguished name (DN)
  • Domain\Account
  • User principal name (UPN)

Alias

Enter the alias for the email address of the new exchange user. The alias is the first section of the email address. For Example: The alias of bob.jones@corporation.com would be bob.jones.
 
Note: If Alias is left blank, Exchange will automatically provide an alias.

 

1.59 Publish Workflow

This workflow action can be used to publish a workflow that is going through the workflow change approval process.

* This action is only available within the Workflow Change Approval process.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Note: There are no Options to configure within this workflow action.

1.60 Query BCS

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft SharePoint Server

The Query BCS action will retrieve data from the Business Connectivity Service (BCS).

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Credentials

A valid username and password are required to access the BCS. This identity must have access to the external content type. If the external content type is configured to pass through credentials, the identity must also have access to the underlying data source.

Application name

The BCS application to query.

Instance name

The instance of the application to query.

Entity name

The name of the external content type to query.

Filters

the filter used to determine which instances of the selected entity to retrieve data from. Multiple filters can be added by clicking the Add filter link. Only entities matching all of the filters will be retrieved.

  • Filter name: The property of the entity to filter on.
  • Filter value: The value that the filter property must match for the entity to be retrieved.

Entity property to retrieve

The property of the entity to query. More than one entity property may be retrieved.

To specify entity property:

  1. Enter desired property in the Entity property to retrieve box.
  2. Click the Add button and the entity property will appear below the Entity property to retrieve box.
  3. Specify a workflow variable to store the values of the entity property to be retrieved.

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

1.61 Query CRM

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will retrieve data from Microsoft Dynamics CRM v4.0 and Microsoft Dynamics CRM 2011. The action mimics the Advanced Find functionality available in CRM.

 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Dynamics CRM Version

The endpoint version of the Microsoft Dynamics CRM server to connect to.

Server URL

The URL of the CRM server to connect to.

Organization name

The Organisation located within CRM.

Credentials

The credentials used to connect to the CRM server and organization.

Attributes To Return

The results returned can either be in XML or individual attributes can be specified and stored in a workflow variable.

Entity

The type of entity to be queried.

Return as

Filters

Where there is

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

1.62 Query Excel Services

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft SharePoint Server

This workflow action will retrieve data from a Microsoft Excel workbook via Excel Services.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

URL

URL to the excel services web service.
Providing this URL is optional. If the URL is left blank, this action will use the default excel services URL based on the URL of the site workflow is running on.  

Credentials

Username and password

Valid credentials to access the Excel Services web service. The credentials must have access to the workbook.

Workbook path

The location of the Excel workbook to query. The workbook must be in a configured Excel Service trusted location.

Sheet name

The name of the Excel sheet in the workbook that will be queried.

Update cell values

Specifies cells that should be set in the workbook before data is retrieved. Changes to these cell values are not committed to the workbook, they are only used to determine the values of the cells to retrieve information.

For example, if the cell to retrieve is the sum of E2 and E4, E2 and E4 can be set in this section and the result will be reflected in the cell to retrieve that data. Multiple cells can be updated by clicking the Add cell to update link.

  • Cell position the location of the cell to update. The cell location must be specified in the 'A1' format or be the defined name of a cell. Note that only single cells can be updated, you cannot specify a range with multiple cells.
  • Cell value the value to update the cell with.

Cells to retrieve

The range of cells to retrieve values from. A single cell must be specified in the 'A1' format. Cell ranges must be specified in the 'A1:B2' format. If a cell or cell range is named, the defined name can also be specified.

Store result in

The workflow variable to store the resulting value in.

If the selected variable can only contain a single value and a range is returned, only the first cell in the range will be used.

In a collection, values are stored left to right, top to bottom. For example, if the range to return is A1:B3, the values will be stored in this order: A1, A2, A3, B1, B2, B3.

Retrieve as formatted text

Specifies whether or not to keep the cell formatting, or only return the plain value. For example, if a cell is formatted to display numbers as currency, selecting this option will return a string with the currency symbol matching the display in Excel. If this option is not selected, only the numeric value of the cell is stored.

  • date values when an unformatted date value is stored into a collection, it will be stored as a numeric representation of the date (this is how Excel Services provides the data). The action cannot determine the difference between a number and a date represented as a number, so the value will be treated as a number when added to the collection. When returning a date result into a Date Time variable, the action will assume the value being retrieved is a date and store it as such.

1.63 Query LDAP

The Query LDAP action allows the workflow to query a LDAP compliant data source such as Microsoft Active Directory. This action is for advanced users.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

LDAP Path

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

Query

Select the LDAP query to run. The query can be added manually or use the Inserting reference fields to include runtime values in the query.

Property to retrieve

The property to retrieve for the item found. More than one property may be retrieved. To specify the property to retrieve:

  1. Enter the desired property in the Property to retrieve box.
  2. Click the Add button and the property will appear below the Property to retrieve.
  3.  Specify a workflow variable to store the value of the property to be retrieved.

Advanced Options 

Authentication type

Specify the method used to authenticate to the LDAP server.

Search scope

Determines how the query should behave. The default search scope is 'Sub tree'. Details of each scope are as follows:

  • Base: Limits the search to the base object, the result contains the maximum of one object.
  • One level: Searches the immediate child objects of the base object, excluding the base object.
  • Sub tree: Searches the whole sub tree, including the base object and all its child objects.

Perform paged query

Check to specify that paging should be enabled on the result set. Enabling this option may help if the query result set does not contain all expected results. Note: This option is not supported in all environments.

1.64 Query List

​The Query List action allows for list item data queries and stores the results in a workflow variable. The action performs a CAML site data query.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

  • CAML editor use the CAML Editor mode to create more advanced cross list queries.  View the CAML at any time by switching to the CAML Editor mode.
  • Query builder can build queries for a single list in the same team site as the workflow.

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.

  1. Select the required field to retrieve the data from and click Add.
  2. Specify a workflow variable to store the values from the field to be retrieved.

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

Editor Mode: CAML Editor

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

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. For more information about CAML queries and Site Data queries, see the SharePoint SDK.

Specify item limit: Specify a number of items to be returned from the query.

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

1. Select the required field to retrieve the data from and click Add.

2. Specify a workflow variable to store the values selected from the field query.

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

1.65 Query User Profile

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft SharePoint Server

The Query User Profile action will retrieve information about a user from their SharePoint user profile.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

User

The login name of the user whose profile should be queried. Multiple users can be specified.

Properties to retrieve

A list of available profile properties that the action can read. More than one property may be retrieved.

To specify the property to retrieve:

  1. Select the desired property in the drop-down menu.
  2. Click the Add button and the property will appear below the Properties to retrieve box.
  3. Specify a workflow variable to store the value of the property to be retrieved.

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

Advanced

Credentials

An account with permissions to query the user profiles.

1.66 Query XML

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

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • Current item: The item in the list or library to which this workflow is associated. This option is only available if this action is being applied to a library.
  • URL: A URL to the XML source to be processed. A username and password can be specified when accessing the URL. If no credentials are specified, the request will be made anonymously.
  • XML: Direct XML entered in the configuration dialog.

Process using

  • None: The resulting XML will not be processed. This allows the reading of the XML file or source without processing.
  • XPath: Allows querying of XML to retrieve data from a node or node set. Click on the XPath Builder button to use the XML browser to navigate the XML structure and select an element from the XML data. Note: If the XML source specified for the action is available and all tokens and references are replaced with actual run time values, then the XPath Builder will use the XML source to display the XML structure within the XML browser. Otherwise, sample XML data will need to be provided in order to select the node using the XML browser. Note: The expression must return a node set. If the XML includes an explicit default namespace, then 'defaultNS' must be used as the prefix when selecting nodes in that namespace.  
  • XSLT: Allows the transformation of XML.

Return results as

Return query results as text, inner XML or outer XML.

Store result in

Use the drop-down to specify where the resulting text should be stored. More than one output value may be entered. To specify additional output select Add output and fill in the required information.

1.67 Read Document

* This topic applies to Nintex Workflow Enterprise Edition only

 

* This action requires Microsoft SharePoint Server

 

This workflow action can be used to retrieve a value from a 'content control' within a Word document and store the value in a workflow variable.

PLEASE NOTE: The Word document must be in the docx format (either Word 2007, Word 2010 or Word 2013).  Files in the format ".doc" cannot save content controls - it converts them to static content.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Source

The document where the 'content control' is to be read from. Select either:

  • The Current item; OR
  • Source URL. In the Source URL field, the full URL including the filename and type will need to be provided. E.g. 'http://mycompany.com/sales/Shared%20Documents/WordDocument.docx'

Content control title

The title of the 'content control' within the document.
 
Note: Be aware of the following when specifying a content control title:
  • If there are 'content controls' with the same title within the document, the first content control title that matches the one specified will be used.

However if the selected workflow variable to store the content control values is type of Collection, all the values returned from all the content controls with the specified title will be saved.

  • If a 'content control' specified is of rich text type, it will not include formatting or pictures that are within the 'content control'.

Store in

Select the Workflow variable to store the value retrieved from the 'content control' within the document. Collection type workflow variables can be used to save multiple content control values of the same title.

1.68 Regular Expression

This workflow action allows a regular expression to be performed on a block of text. A regular expression is a pattern that can match various text strings. It can be used to either check if the text matches a regular expression pattern or replace parts of the text that match a regular expression with different text.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Pattern

The regular expression pattern to apply to the text. This action uses the Microsoft .NET regular expression syntax.

Ignore case

Use this option to specify that the pattern should be treated as case insensitive. When this option is selected, a pattern that matches 'T' will also match 't'.

Operation

  • Replace text replaces the text matching the pattern with the replacement text.
  • Check match outputs a yes/no value to indicate if the input text matches the pattern.
  • Split divides the input text into sections using the pattern as a delimiter. The output value is a collection containing each portion of the split text.
  • Extract searches the input text for sub strings that match the pattern. Each matching substring is stored in the collection output value.

Input text

The input text to which the regular expression will be applied.

Store result in

The workflow variable in which to store the output from the operation. The drop-down will list:

  • Yes/No variables in Check match mode.
  • Text variables in Replace text mode.
  • Collection variables in the Split and Extract modes.

1.69 Remove User From AD Group

* This topic applies to Nintex Workflow Enterprise Edition only

This workflow action will remove a User from an Active Directory security group.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Remove User from AD Group

User

The Active Directory username (sAMAccountName) of the user. E.g. jsmith.

Group

The name of an existing Group from which the user will be removed. E.g. Finance.

1.70 Request Approval

This action allows the request of one or more users to process an approval as part of the workflow.

For more details on the actual process please refer to Approving, Rejecting and Reviewing Items.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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. Note: When tasks appear in Nintex Mobile Apps, the tasks list will be sorted by this due date.

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.  

Advanced Options: Complete tasks for all assignees when an outcome has been achieved​

When an outcome is achieved, sets the % Complete value for "Not Required" tasks to 100%. ​

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.

 

1.71 Request Data

This workflow action assigns a task to a specified user. To complete the task, the user must provide a value for each data item specified in the action configuration. The workflow will wait 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:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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. Note: When tasks appear in Nintex Mobile Apps, the tasks list will be sorted by this due date.

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

Sent when the task is assigned to a user, also used when the task is delegated by one user to another.
 

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. 

1.72 Request Review

​This action is used to assign a task and send a notification to one or more users to review an item as part of the workflow. For more details on the review process please refer to Approving, Rejecting and Reviewing Items.  

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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. 

 

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 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. Note: When tasks appear in Nintex Mobile Apps, the tasks list will be sorted by this due date.

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.

Advanced Options: Complete tasks for all assignees when an outcome has been achieved

When an outcome is achieved, sets the % Complete value for "Not Required" tasks to 100%. ​

Ribbon Option: Task Notification

Use the Task Notification area to configure the notification that is sent when the task is assigned to a user. The notification is also used when the task is delegated by one user to another.
 

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

A custom task form can be used to respond to an approval task. Please download the Nintex Workflow SDK from http://www.nintex.com for more information.

 

1.73 Retrieve data

This workflow action can be used to retrieve data which has been stored using the Store data workflow action. Using both the Store data and Retrieve data workflow actions, it is possible to pass data between workflow instances.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Workflow instance to retrieve from

The instance ID of the workflow to retrieve data from. Select either:

  • Current Workflow: This will retrieve the information from the current workflow.
  • A workflow variable: Use this to specify a specific workflow instance ID that is set in a workflow variable.

Note: Using the Start Workflow workflow action within the current workflow, a new workflow can be started. The instance ID of the new workflow can then be stored in a workflow variable which then can be selected. This can be used by a parent workflow to start a child workflow and return a value to the parent workflow.

Item to retrieve

The same value that was specified in the 'Store as' field in the Store data workflow action of the workflow instance to retrieve from.

E.g. If the 'Store as' value specified in the Store data workflow action is 'KeyValue', the Item to retrieve value must be 'KeyValue'.

Retrieve to

Select the workflow variable that the data will be stored in.

1.74 Run If

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

Note: Any actions within the Run if action will run in the same context that the Run if action is configured to.  

 

This action is similar to the Set a condition action.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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

 

There are twelve types of conditions that can be used here. These are:

 

  • If current item field equals value

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

This condition allows the use of two fields, two workflow variables or two lookups to compare at runtime.

This condition allows a comparison to be performed that determines if the item's title contains certain specific words.

This condition evaluates to true if the current item is modified between two specified dates.

This condition evaluates to true if the item has been modified by a specific person. The username is case sensitive.

Once the name has been entered click Check name button to validate user.

This condition checks if the specified user is a member of the SharePoint site.

This condition checks if the item was created between the specified dates.

If manually entering information, ensure that the date format matches that used in the SharePoint environment.

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.

This condition checks if the file type extension of the current item is of the specified type.

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

 
The following two conditions are available when running the workflow action as the workflow owner (impersonation): 

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.

This condition checks if permission levels of a specified user matches or is higher than the permission levels for an item within this list. A user can be a single user or multiple users but cannot be a group for this condition.  For the condition to evaluate as true, the users must have the permission levels specified in the condition.

There are many operators that can be used within this condition, e.g. equals, not equals to, greater than, less than, is empty, contains etc. Enter data manually into the text box or use lookups to dynamically build the values at run time.  

Add Conditions

Multiple conditions can be constructed by using the Add condition option.

Specify And or Or between the condition statements.

Conditions are evaluated in order, from first to last condition (top to bottom). For example, the first two conditions are evaluated, and then that result is evaluated against the next condition. This pattern continues until a final result is reached. ​

Related Topics

 

1.75 Run parallel actions

This workflow action runs at least two workflow actions simultaneously.

 

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

 
 

There is no configuration required for this workflow action. However, it is important to note that the workflow will not continue until all workflow paths have been completed. To run more than two actions at a time, left-click on the action title and select 'Add Branch'. If a branch is left empty the workflow will continue to run.

1.76 Search Query

* This topic applies to Nintex Workflow Enterprise Edition only

* This action requires Microsoft SharePoint Server

This workflow action will retrieve property values by performing a SharePoint search query.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Search scope

The search scope to use for the query.

Search for

Searches for SharePoint content that has properties matching the criteria. Individual words should be separated by a space character.

Result type

Specify a file type filter for the search. A pre-defined file type can be selected, or a custom filter entered into the text input box. To retrieve all file types, select 'all results' or clear the text input box.

Property restrictions

Allows further narrowing of the search results by only returning items where the property restriction rules are true.

Properties to return

Determines which property data will be retrieved from the search result. Multiple properties can be selected.

Results as XML

This option specifies whether to return the result set in an XML string. Returning the results as XML allows further processing and styling to be applied with the Query XML workflow action. A text workflow variable must be chosen to store the result if Return as XML is selected.

Store result in

Specifies the workflow variable to store the search results in. If the workflow variable can only hold a single value, only the first property of the first search result will be returned. If a collection variable is selected, each property of each search result is stored.

1.77 Send / Receive Biztalk

* This topic applies to Nintex Workflow Enterprise Edition only.

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:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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.

1.78 Send document set to repository

* This action requires Microsoft SharePoint Server

This workflow action can be used to specify by what method and to which repository or records center a document set is sent.

To be able to define rules and send documents, the Content Organizer site feature has to be enabled in the SharePoint site.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • Copy: Select this option to create a copy of the document set and send the copy to the destination repository.
  • Move: Select this option to copy the document set to the destination repository then delete the document set from its original location.  Users will no longer be able to access the document set from its original location.
  • Move and Leave a Link: Select this option to copy the document set to the destination repository, delete the document set from its original location and leave a link at the current location, indicating that the document set was moved. When a user clicks this link, a page will appear that displays the URL of the document set and the document set’s metadata.

Destination Router

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

Comments

The information to be added to the audit log when the document set is sent to the repository.

Store submit results in

This refers to the 'submit result' provided by SharePoint on the status of the submission, for example: 'Success'. Select a workflow variable in which to store the results.

 

1.79 Send document to repository

This workflow action can be used to specify by what method and to which repository or records center a document is sent.

To be able to set rules and send documents, the 'Content Organizer' SharePoint site feature has to be enabled in the SharePoint site.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

Alternatively

To change the settings used by the action:

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:

  • Copy: Select this option to create a copy of the document and send the copy to the destination repository.
  • Move: Select this option to copy the document to the destination repository and delete the document from its original location. Users will no longer be able to access the document from its original location.
  • Move and Leave a Link: Select this option to copy the document to the destination repository, delete the document from its original location but leave a link at the original location, indicating that the document was moved. When a user clicks this link, a page will appear that displays the URL of the document and the document’s metadata.

Destination Router

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

Comments

The information to be added to the audit log when the document is sent to the repository.

Store submit result in

This refers to the 'submit result' provided by SharePoint on the status of the submission, for example 'Success'. Select a workflow variable in which to store the 'submit result'.

1.80 Send notification

This workflow action will send customizable workflow notifications to users via Email, SMS or Instant Message via Microsoft Office Communication Server or Live Communications Server.

For more information on Office Communication Server, please refer to the Microsoft Office Communication Server website.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

To

Sets the primary users who will receive the customized notification.

To set the primary users click on  to open the Select People and Groups configuration dialog.

Send individual notifications

  • When selected, each specified user will receive a separate notification that is only addressed to them in the To field.
  • When it is not selected, only one notification will be sent, with all users in the To field. This option only applies to email notifications.

CC

The CC field sets read only users who will receive the notification.  CC recipients are not able to respond to the tasks.
To set the CC field click on to open the Select People and Groups configuration dialog.
 

BCC

The BCC field sets read only users who will receive the email. BCC recipients are not able to respond to the tasks. Other users addressed in the email via the To, CC and BCC fields will not be able to see any addresses in the BCC field. To set the BCC field, enter the account name, or alternatively, select the address book icon for additional options.

From

The From field sets the user or domain group that will appear as the sender of the message. This setting applies to emails only. If no From user or domain group is specified, the From address configured in Global Settings will be used. To set the from user click on to open the Select People and Groups configuration dialog.

Importance

The priority of the notification. This is only applicable when using email notifications.

Subject

The Subject is the title of the notification being sent. Added manually or by clicking on , to use Insert reference fields from within the runtime instance of the workflow. The Subject field can be set within the list or library where the workflow is being used

If an email is sent it will appear as the header or title of the email.

If an Instant Message is being sent it will be pre-appended to the body of the notification.

Attachments

Allows file attachments to be added to the notification. You can specify multiple URLs by separating each URL with a semicolon. You can also specify multiple URLs by referencing a collection variable.

Please note: Files will not be received by a user when SMS or IM is selected as the delivery method.

Format 

This sets the format of the email.

Selecting:

  • 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. 

Include message header and footer

Specifies whether or not the configured message header and footer template should be used in this email notification. This option is only available when enabled by an administrator.

Delivery type

Delivery type is the method of delivering the notification to the selected users. Available delivery options; Email, User preference or Instant Message (if enable on the server). For information on User preference, please refer to the Configuring user preferences.

 

 

1.81 Set a condition

This workflow action processes logic within the workflow that will run when a certain condition evaluates to true or false.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

When the action is added to the design canvas there are 2 branches. To the right is the Yes branch which is the path followed if the condition evaluates to true, to the left is the No branch followed if the condition is false.

 


 Action Settings

 

Condition

There are twelve types of conditions that can be used here. These are:

  • If current item field equals value

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

Please note: When configuring the workflow action, the Where section is case sensitive.  

  • If any value equals value

This condition allows the use of two fields, two workflow variables or two lookups to compare at runtime.

Please note: When configuring the workflow action, the Where section is case sensitive.

  • Title field contains keywords

This 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 specific date span

This condition checks if the item was created between the specified dates.

If manually entering information, ensure that the date format matches that used in the SharePoint environment.

  • Created by a specific person

This condition checks if an item was created by a specific user.

Once the name has been entered click the Check name button to validate user.

  • The file type is a specific type

This condition checks if the file type extension of the current item is of the specified type.

  • The file size is in a specific range kilobytes

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

 

The following two conditions are available when running the workflow action as the workflow owner (impersonation):

  • 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 permission levels

This condition checks if permission levels of a specified user matches or is higher than the permission levels for an item within this list. A user can be a single user or multiple users but cannot be a group for this condition.  For the condition to evaluate as true, the users must have the permission levels specified in the condition.

There are many operators that can be used within this condition, e.g. equals, not equals to, greater than, less than, is empty, contains etc.

Enter data manually into the text box or use lookups to dynamically build the values at run time.  

Add Condition

Multiple conditions can be constructed by using the Add condition option.

Specify And or Or between the condition statements.

Conditions are evaluated in order, from first to last condition (top to bottom). For example, the first two conditions are evaluated, and then that result is evaluated against the next condition. This pattern continues until a final result is reached. 

Related Topics

Run If

1.82 Set a variable

This workflow action will set the value of a Workflow variable and works in conjunction with Using lookups.

Note: at least one workflow variable needs to be created for this action to be relevant.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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  

Set

Select the workflow variable to set from the drop-down menu. Either specify a value or use the lookups feature to set the value of the field selected.
 
Note: Depending on the type (text, integer, number, date, etc.) of the workflow variable selected the options available that can be set on the workflow variable will change to suite the type.

 

1.83 Set approval status

This workflow action is used by the workflow to update the built-in SharePoint approval status of the current item.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Set the status to

This mandatory field determines the status attributed to the item. Select a value from the drop-down menu.

Comments

The comments entered here will be associated with the update to the status of the item. Enter comments manually, or build up the string dynamically at run time using the Insert Reference.

List Settings

In order for this workflow action to work properly, the library or list to which the workflow is associated to must have Content Approval activated. To activate Content Approval:

  • In the library or list, select 'Library Settings' (or 'List Settings').
  • In the 'General Settings' section, click on the 'Versioning settings'.
  • In the Content Approval section, select Yes.
  • When all settings have been configured, click the OK button.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  

1.84 Set document set approval status

* This action requires Microsoft SharePoint Server

This workflow action is used by the workflow to update the built-in SharePoint approval status of the document set.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Approval status

This mandatory field determines the status attributed to the document set. Select a value from the drop-down menu.

Comments

The comments entered here will be associated with the update to the status of the document set. To insert values to be evaluated at runtime, use the lookups feature.

List Settings

In order for this workflow action to work properly, the library or list to which the workflow is associated must have Content Approval activated. To activate Content Approval:

  • In the library, select 'Library Settings'.
  • In the 'General Settings' section, click on the 'Versioning settings'.
  • In the 'Content Approval' section, select Yes.
  • When all settings have been configured, click the OK button.

 

1.85 Set field value

This workflow action updates one of the fields of the current item within the workflow.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Set

Select the field that the workflow action will set from the drop-down menu. Either specify a value or use the lookups feature to set the value of the field selected.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  

1.86 Set item permissions

This workflow action allows the permissions to be changed for an item on which the workflow is running.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Set permission on

Select either the Current item that the workflow is running on, or one of the available lists or libraries.

If selecting a library list or library location, the Where selector will appear.

Inherit permissions from parent

This drop-down is used to break the link to the parent permission set (the permissions used in the library or list that contains the item in workflow). Once the option No is selected, specific permissions for specific users can be set.

Remove Existing Permissions

When this option is selected, removes existing permissions before adding new permissions that are defined in the action. Existing permissions are those defined for the item before the action is run. 

Let’s say that the current permissions inherit from the parent, which is set to Design for all users in the Members group. You configure the action to add Contribute to all users in the Owners group. 

  • If you select Remove Existing Permissions, then the inherited permission is removed before adding the configured permissions. After the action is run, the item is accessible only by users in the Owners group, with the permission level of Contribute. (Users in the Members group no longer have any permission level for the item.)
  • If you clear (do not select) Remove Existing Permissions, then the inherited permission is retained and the configured permissions are added. After the action is run, the item is accessible by both Members and Owners: users in the Members group have the permission level of Design while users in the Owners group have the permission level of Contribute.

User(s)

Select a user or group to assign access permissions for the item.

Permission

The level of permission that can be assigned to a user or group for the item. Unless Remove existing permissions is selected, the permission will be added to the user's existing rights. Choose the Remove option in the drop down list to remove all permissions from a user or group. Permissions are processed in the order that they are configured, therefore permissions can be cleared from a user in the first panel, then a new permission level can be set for the same user in the second panel.

Add user permission 

Click this link to add more users or groups to apply permissions to.

Note: if the Initiating user of the workflow does not have read permissions, the workflow may error. This is because the workflow is running as the user and requires the ability to read the list item.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013."  
​​

1.87 Set workflow status

This workflow action updates the status of the workflow instance as shown on the Workflows page. For list workflows, status is also shown in the workflow status column within the list. 

You can use this action to track workflow status during the progress of the workflow instance, assigning either standard or custom workflow status values. Standard workflow status values include "In Progress," "Canceled," "Completed," and "Errored."​

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Status text

Either enter a new status value (Add new status) or select a status value previously used in the current workflow. The specified status value is applied to the workflow instance when the action executes. 

​You can specify a custom value, such as "Workflow Started," or a standard workflow status value from SharePoint, such as "In Progress," "Canceled," "Completed," or "Errored." For example, you might add two instances of this action to a workflow: one at the beginning, with the status value "Workflow Started," and another at the end, with the status value "Completed."

1.88 Start workflow

This workflow action will initiate a site workflow or a different workflow in the current list or library.  When designing a site workflow, you can only nominate another site workflow in the same site to use.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Workflow to Start

From the drop-down that is presented, choose the title of a workflow to start. In lists or libraries, only published site workflows in the same site or published workflows in the list or library in which the current workflow is operating will be available.  When designing a site workflow, only other published site workflows will be available.

If the workflow was created with Nintex Workflow and has start data specified, a form will be displayed to provide values. For a workflow that is provided out of the box, or installed as a Feature, a panel will be provided to edit the association xml.

Set the Start mode with one of the following:

  • Start immediately: Specifies that the target workflow will start when this executes.
    • Wait for the workflow to complete before continuing: When this option is checked, the current workflow will only run when the specified workflow has completed.
    • Do not start this workflow if it is already running: When this option is checked, the current workflow will not run the specified workflow if it is in progress.
    • Store Instance ID in: Select a workflow variable in which to store the workflow instance ID. The value in the workflow variable can then be used elsewhere in the workflow.
  • Schedule: Creates a new workflow schedule for the target workflow. The target workflow will then execute based on the schedule. For more information on workflow schedules see the Scheduling a workflow help page.

Schedule Editor mode

When using the Schedule start mode, select one of the following schedule editor modes:

  • Schedule Builder: Set the schedule settings for the workflow.
  • Schedule XML: This is the format in which the schedule is stored and can be edited directly.

Note: When a date is typed in, it must be in the ISO8601 format.

Sharing data between workflows

The Store data and Retrieve data workflow actions can be used to transfer values between workflow instances. A workflow that is started by the Start workflow action can store a value with the Store data action, and the parent workflow can later retrieve that value with the Retrieve data action and the value stored from the Store Instance ID in option.

Troubleshooting

Action not executing

The work load for this action is added to a job queue. The workflow executes jobs in the queue as a batch when it reaches a "commit" point. For more information, see the Nintex article "Designing your Workflow - Commit Pending Changes Action NW2010 & NW2013." 

1.89 State Machine

This workflow action provides a construct to define a number of states that the workflow can be in. Each state contains actions that will execute when the workflow is in that state. The workflow moves between states until it is instructed to end the state machine.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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.

Note: The State machine workflow action cannot be copied.

 

Action Settings

Select a state from the drop-down to determine which will be used first when the workflow is run.

States

The State Machine supports the configuration of a number of states. States can be added, deleted and renamed. Deleting a state will delete all actions currently added to it.

The state machine construct uses Change State actions to set which state to run next. The actions in a state are repeated until a Change State action is encountered and all actions in the state have completed executing. Workflow execution does not move to the next state instantly when the Change State action is run. The workflow moves to the next state once all actions in the current state have completed executing.

The states can be made to run in any order and conditions in one state can cause another state to be re-run. The workflow continues executing actions in the state machine until it encounters a Change State action set to "End State Machine." The workflow then exits the state machine and continues with any actions defined below the state machine.

Note: To end a state machine, use the Change State action set to "End State Machine." Errors result from attempting to end state machines using End Workflow or other actions. ​

The following example image shows a state machine containing three states for each group's approval during an advertisement review cycle: Graphics Team for artwork review, Marketing Department for both content and artwork review, and CEO Approval for review of the entire advertisement. The workflow uses the Change State action to determine the next state. If the Marketing department rejects the artwork, the artwork returns to the Graphics department. If the CEO rejects the advertisement then it returns to the Marketing department.


Nintex Workflow state machine construct is very different from a Visual Studio created State Machine. Nintex workflows' are Windows Workflow Foundation sequential workflows. Nintex made the ‘state machine’ by wrapping up loops, parallel branches, if statements and variables to control it. It’s not a real state machine, but rather a construct to provide the ability to jump around between steps and mimic some of the scenarios that a state machine might be used for.

.NET 3.0 workflows come in 2 varieties.  Sequential (like a flow chart) and state machines.  With SharePoint declarative workflows (like the ones Nintex Workflow designs), these can only be sequential.  To achieve the effect of a state machine in a sequential workflow, under the covers there is some clever logic made up of a while loop, parallel actions and various conditions. 

With each iteration of the loop, a common workflow variable, used to store the current state, is evaluated to see if it should exit.  Otherwise, it begins down each branch of the parallel action.  At the top of each branch (state) is a condition to determine if the workflow should process actions in this branch. (if state = current state)  The change state action sets the value of the current state workflow variable.  Upon the next iteration of the loop, this determines which branch (state) to execute.

Each 'state' may have complex logic within it to determine the next.  Using the 'wait for item update' action, or 'request approval', will ensure the state machine wait on user input before deciding which state to process next.

For 'states' that transitioned based on mutually exclusive inputs, it may be better off having several workflows that run when the item is modified.  At the start of each workflow, use the filter action to check if the input conditions are met.  If it is not, the workflow will end.  In this scenario, each workflow essentially becomes a state.

For information on safeguarding performance by preventing excessive looping iterations, see Preventing excessive looping iterations.

1.90 Store data

This workflow action can be used to store data which can then be retrieved using the Retrieve data workflow action. Using both the Store data and Retrieve data workflow actions, it provides the ability to pass workflow variables (values) between workflow instances (running workflows).

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Workflow instance to store to

The instance ID of the workflow to store data to. Select either:

  • Current Workflow: This will store the information to the current workflow.
  • A workflow variable: Use this to specify a specific workflow instance ID that is set in a workflow variable.

Note: By selecting a workflow instance ID, the Store data workflow action can store data to the workflow instance. Using the Retrieve data workflow action, the 'Workflow instance to retrieve from' can be set to 'Current workflow' and the 'Item to retrieve value' written to a workflow variable. 

Store as

This is the user defined value that the data will be stored as.

E.g. If the 'Store as' value specified is 'KeyValue', the Item to retrieve value in the Retrieve data workflow action must be 'KeyValue'.

Variable to store

Select the workflow variable containing the data to be stored.

1.91 Submit Record

* This topic applies to Nintex Workflow Enterprise Edition only

* This workflow action applies to Microsoft SharePoint Server only

This workflow action will submit the item that the workflow is running on to the SharePoint Records Center that has been configured in the environment.

Note: This action is only available in workflows being created on document libraries.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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

Record series

The 'Record series' can be used to overwrite the default Record Center behaviour by specifying which routing record this item should follow. If Record series is left empty, the default routing record for the item content type will be used.

Record status

When a record is submitted, a status message is returned to describe the result of the submission process. The Record status can be used to select a workflow variable to store the outcome status message.

1.92 Switch

This workflow action directs the flow of actions based on the value of a single variable. A branch for each possible defined value is used to determine which branch of workflow actions will run.

To use the workflow action:

  • Locate the action in Workflow Actions Toolbox (located on the left hand-side);
    • Click on the Category listings to reveal the actions; OR
    • Search for the action using a keyword.
  • Select the action, drag it onto the design canvas and drop it onto a design pearl.

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: