Nintex workflow examples

In this Nintex workflow tutorial, let us check out Nintex workflow SharePoint examples. We will see the below Nintex workflow examples:

• Create SharePoint Site using Nintex Workflow for Office 365
• Create a SharePoint site using Nintex Workflow for Office 365
• Create a user using Nintex workflow
• Add User to SharePoint Group using Nintex Workflow for Office 365
• Nintex approval workflow (Document Approval Workflow)
• Copy Document action in Nintex Workflow for Office 365
• Translate Document action in Nintex Workflow for Office 365
• Web Request Action in Nintex workflow for Office 365

Create SharePoint Site using Nintex Workflow for Office 365

Let us see, how to create SharePoint Site collection and site using Nintex Workflow for Office 365. Here we will use two Nintex Workflow for Office 365 actions:

• Office 365 create site collection
• Office 365 create site

Now I will show you how to create a SharePoint site collection using Nintex workflow Office 365 create site collection action. So here I have created a list in my SharePoint Online site having two columns Title and Description.

Once a particular user submits an item into the SharePoint list, the Nintex workflow will trigger and it will create the SharePoint site collection.

Step 1: I have created a list known as “Site collection List”.

Step 2: Click on “Nintex workflow” on list tab as shown below

Step 3: Now you will come to the design phase of the Nintex workflow. In my example, when the username is equal then only the site collection is created.

• Drag and drop the “Condition Branch”  from the tool box in the Nintex workflow designer.

• Double click on “Conditional branch“, let’s configure the details here.
• When the condition is satisfied then only site collection is created otherwise is not. Here I am checking if the workflow initiator is Narayan K then only it will create the SharePoint site collection.

This is how to create a site collection using Nintex forms for Office 365.

Add and Configure Office 365 Create Site Collection Nintex Workflow Action

Step 4: Drag and drop the “Office 365 create site collection” and “Log to History List” as shown below.

Step 5: Double click on it and configure the the details as shown below.

• SharePoint admin center URL: Provide url of the SharePoint admin center which workflow used to create Site collection.
• Connection: Connection is required for “Sharepoint online: site collection administration”

Create connection for a site collection admin:

• Click on “CREATE NEW PERSONAL CONNECTION” .

• Enter “Connection name” and “SharePoint online Tenant URL” as shown below. Next click on the “Connect” button.

• Click on your account name and Click on “Accept” as Shown below. Now the connection is created as shown below.

• Title: Enter the title of the site collection.
• URL path: Select the url path appended to the tenant URL.
• Site collection URL name: Enter the Site collection URL name.
• Language: The Select language for the site collection.
• Template: Select template as in what kind of site collection you want to be built.
• Time Zone: Select the Time Zone that is appropriate for the location of the site collection.
• Administrator: Enter the email address of the site collection administrator.

• Storage quota: Specify the storage quota for site collection in MB.
• Server resource quota: Specify the server quota for site collection.
• Store site collection URL in: Create the variable to store the URL of the site collection.
• Next click on “Save” button.

• Log to History List: You can use this action log messages to the workflow history list. Double click on it and add the variable in message which we created in site collection action.

Step 6: Drag and Drop “Log to History List” action from the left toolbox next to the “No”  in Condition Branch.

• Double click on it, enter message here as shown below. you will get an error message when condition is not satisfied.

Step 7: Save and Publish the workflow.

• Name: Enter the name of the workflow.
• Description: Enter the description of the workflow.
• Task list: Select the workflow tasks list.
• History list: Select workflow History list.
• Start Options: workflow start options->Start manually or start when items are created or Start when items are modified.

Step 8: Go to your list Add the item in the share point list.

Step 9: Go to the workflow history list, you will get the message site collection is created as shown below.

Step 10: Click on your Office 365 launch app-> click on Admin-> click on Admin Center->click on SharePoint. It will take to you SharePoint Admin Center. you can see yournewly created site collection as shown below.

Step 11: Copy the URL paste in browser, your site collection is created as shown below.

Step 12: Another user added item in the list for creating site collection as shown below.

Step 13: he did not have permissions to create the site collection. So he will get an error message like as shown below.

Create a SharePoint site using Nintex Workflow for Office 365

Now I will show you how to create a SharePoint site or subsite using Nintex Workflow for Office 365. Nintex Workflow for Office 365 provides Office 365 Create Site workflow action to create a subsite in SharePoint Online.

Here also I have created a SharePoint list that has two columns: Title and Description. Once user add an item to the list, then the workflow will trigger and it will create a SharePoint site with same site Title and Description which it will take from the list.

Step 1: I have created a SharePoint list know as “Sub Site List” as shown below.

Step 2: click on “Nintex workflow” on list tab as shown below.

Step 3: Now you will come to the design phase of the Nintex workflow. Drag and drop the “Office 365 create site” and “Log to History List” as shown below.

Step 4: Double click on “Office 365 create site” action an configure the details as shown below.

• Parent site URL: Enter the parent site url where the site will be created.
• Connection: Connection is required for SharePoint online. Fallow the steps as shown above in the above create site collection.
• Site name: Enter the name of the site. Select “{Current Item: Title}” from the “Advanced Lookup”.
• Title: Enter the Title of the site.
• Description: Enter the description of the site.

• Inherit permissions: Whether or not inherit the permissions from the parent site. in this example, I selected “Yes“, So I will not be selected site owner.
• Site owner: Enter site owner(s) name(when not inheriting permissions only).
• Language: Select the language of the site from the drop-down.
• Template: Select site template to use for the site.

• Custom template name: It will only applicable when the template is selected as custom.
• Use top link bar from the parent: Source of the new Site’s top link bar.
• Site creation successful: Create the variable for storing operation result. In this example, I have created a variable name as “Success”.
• Site URL: Create a variable for storing the URL of the new site.
• Next click on “Save” button.

Step 5: Double click on “Log to History List” and add workflow variables where we created in site configuration.

Step 6: Save and Publish the workflow.

• Name: Enter the name of the workflow.
• Description: Enter the description of the workflow.
• Task list: Select the workflow tasks list.
• History list: Select workflow History list.
• Start Options: workflow start options->Start manually or start when items are created or Start when items are modified.

Step 7: Go to your SharePoint list and  Add item to the list as shown bleow.

Step 8: Go to your workflow history and see the message.

Step 9: Click on this URL will open up the marketing site. Now your site is created as shown below.

Create user using Nintex workflow

Let us see how to create a user using Nintex workflow for Office 365.

Step 1: I have created a SharePoint Online List known as “User Details”  with few columns as shown below.

Step 2: Click on “Nintex workflow” on list tab from SharePoint Online list ribbon as shown below.

Step 3: In Nintex workflow Gallery, Click on “Create List workflow“. It will take to you Nintex workflow Designer, here from Actions drag and drop “Office 365 create user” and “Log to History List” actions next to the Start workflow as shown below.

Office 365 create user: double-click on it for configuring the user details.

Connection to SharePoint Online from Nintex Workflow for Office 365

• Connection: Connection to SharePoint online, for creating connection click on drop-down arrow and there click “CREATE NEW PERSONAL CONNECTION” as shown below.

• Enter your credentials and configuration details for your SharePoint online and Next click on Connect  as shown below.

• Pick an account which your logged in now as shown below. 

• Click on Accept as shown below.

• Now SharePoint online connection name was added as shown below.

Configure Office 365 Create User Nintex Workflow Action

• Username and domain: Enter username and domain name for the new user. Select name from current list item from advance “Lookup”
• Display name: Display name for the new user.
• User location: Select the location of the new user from the drop-down.
• First name: Select first name of the user from the “Advanced Lookup“.
• Last name: Select the last name of the user from the “Advanced Lookup“.
• Force password change: Requires the password change when user first login. if you want to select “Yes” or otherwise “No” from the drop-down.
• Password never expires: Select “Yes” from the drop-down. when select “No”, enforce the periodic password expiration for the new user.
• Alternative email address: Alternative email address for the new user.
• Job Title: Job title for the new user. select from “Advanced Lookup”.

• Country or region: enter the region of the new user.
• Preferred language: a preferred language for the new user.
• User creation successful: it will store the operation result. It returns no if the user was not created. create” workflow variable” as “Success” as shown below.
• Password: variable stores the password that is generated by office 365 for the new user.create” workflow variable” as “Password” as shown below.
• Next Click on “Save“.

Log to history List: double click on it and select workflow variables from the “Advanced Lookup” add to Message field for the result as shown below.

This is how to create a user in Office 365 using Nintex Workflow for Office 365.

Add User to SharePoint Group using Nintex Workflow for Office 365

Nintex Workflow for Office 365 provides an action known as “Office 365 Add user to group” to add a user to the SharePoint group in Office 365 SharePoint Online.

Step 4: Drag and drop “Office 365 add user to group” and “Log to History List” actions next to the “Log History List workflow as shown below.

Add user to group: double click on “Office 365 add user to group” and configure the group details here.

• Destination site URL: enter the url of site or site collection of the group in sharepoint online for the user addition.
• connection: connection to the SharePoint online to add users to the specified group. Follow the steps as shown above in the “Connection to SharePoint Online/office 365“.
• User: enter the name of the user to be added to the group.
• Group: enter the name of the group fro the user addition.
• User additional successful: create a variable to stores the operation result. It returns “Yes”, the user successfully added in the SharePoint group.

Log to History List: Double click on it and select workflow variables from the “Advanced Lookup” add to Message field for the result as shown below.

Step 5: Save and Publish Nintex workflow. Start the workflow manually or start when items are created as shown below.

Step 6: Go to your SharePoint list and add user information as shown below.

Step 7: Go to the workflow history list, result added in description as shown below.

• It returns “True” when the user is created.
• New password is generated by office 365.
• Next it returns “True” when user is added to the group.
• username name added in the Team Site Group.

Step 8: Go to the Office 365 app -> Click on Admin-> click on “Edit user” or click on “Active users”. here our new user added as shown below.

Step 9: See the below screenshot the new user added in the “Team Site Group”. Go to Settigns->click on “People and Groups” under user and permissions.

This is how to add a user to a SharePoint group in Nintex Workflow for Office 365 in SharePoint Online.

Nintex approval workflow (Document Approval Workflow)

Let us see, how to create a document approval workflow using Nintex Workflow for Office 365 in SharePoint Online. We will also see, how to send reminder emails in Nintex Workflow for Office 365 and how Nintex workflow task escalation works in Office 365 SharePoint Online. How to use the Nintex workflow autocomplete task in Nintex Workflow for Office 365.

Coming to the Nintex Workflow example, here once a user uploads a document in SharePoint Document Library,  a workflow task will be created and an Email goes to Approver.

Approver will check the document and Submitted as Rework Required or Approved or Rejected. Then Initiator will get an email about the status of the Document. We will use here Nintex Workflow for Office 365.

Configure Nintex Assign a Task Workflow Action

Now we will see how to configure the Nintex workflow assign a task action to the SharePoint Online list.

Step 1: I have Created a SharePoint Document Library with the name “My Document Library” in the SharePoint Online site as shown below.

Step 2: Go to Library tab, click on “Nintex workflow” button as shown below.

Step 3: Click on “Workflow Settings” from the workflow designer as shown below.

Step 4: Enter the name of the workflow and select workflow start options. Next click on Save button as shown below.

Step 5: Next drag and drop the “Send an Email” Action to the node after the Start process.

• For changing the name of the action double click on it and enter the action name.
• and click on more(…) options->next click on Configure as shown below. 

Step 6: Configure email address as shown below.

• To: Select Initiator from “advanced lookup“.
• Subject: Enter text here.
• Email services: Select “Internal email”.(by default it is selected)

• Body: Enter your text in the body section.
• Next click on Save button.

Step 7: Now add “Set Workflow Status” action next to the “Email to Initiator”.

Step 8: Double click on it and set the Status of the workflow. Now we will set the Status of the workflow as “Submitted“(enter the text manullay).

Step 9: For sending an email to Approver( in our example)for approve the document, drag and drop the “Assign a Task” action next to the Set “Workflow Status”.

Step 10: Double click on “Assign a Task” action. Enter the fallowing details.

• Related ItemParticipant: Select Participant from “Current Item” from the advanced lookup.
• Task Title: Enter The title of the task(Document review).
• Description: Enter the Description of the task here.
• Due Date: The date by which task must be completed by. the task is considered overdue if not completed by this date.
• Related Item: Current Item(Related to this task).

•  Task outcomes: Click on “Add Outcome” for adding new task outcomes as shown below.
  

• Default Outcome: Outcome is used if the task is not completed properly by the user.
• Allow LazyApproval: When checked the outcome can be captured via an email response. check the checkbox as shown below.
• Sender Display name: Name displayed in the task email notification. Editable when “Allow LazyApproval” is selected.

• Delivery method: Select “Email with Actionable message” from the DropDown.
• When selected, Assignee receives an actionable message from the workflow designer when email opened in Microsoft outlook.
• Include footer: Add Lazy approval instructions to the task email footer.
• Open task form in the selected mode: we have two options here.
• Select “Edit mode“:the user immediately able to fill out and submit the task form.

• Assignee Options: When checked this theworkflow will pause untill the task completes.
• Initial email options: It is available when “Email with Actionable Message” or “Actionable Message only, if supported ” delivery method is selected. text will be sent out when the task is created.

• Remainder email options: checked on “send remainder email”. Owner(Approver) will get the mail when the task becomes overdue.
• Frequency: Select frequency options: Daily, Weekly and Monthly.
• Number of times to repeat: Enter the number of times to repeat. The default value is “1”.
• Subject:  title of the task overdue.
• Email body: Enter the content of the email.

Cancellation email options: the email will be sent out when the task is canceled.

Escalate and auto-complete options in Nintex Workflow Assign a Task 

• Escalate or auto-complete: select one of the options from the drop-down. Three options are there “Do nothing”(default), Escalate to person or group, and Auto-complete.
• select “Escalate to person or group“: It will Assign a task to a specified person or group on the specified date.
• Escalate to: assign tasks to a person or group. enter person name here.
• Inform original participants: Don’t forget about the option to inform the original participants. checked in the checkbox as shown below.

• Subject: task escalated title(default).
• Email body: text for the body of the mail to sen when the task is escalted.

• Task ID: It stores the list item ID of the task that was just created. It is recorded by the collection after the task is completed.
• Task Comments: It stores comments made by all task participants that respond via LazyApproval, Nintex Forms, or directly from SharePoint.

Step 11: After the task outcomes are created in “Assign a task” it will show the task outcomes on Nintex Designer as shown below.

Step 12: Drag and drop the action “Set workflow Status” next to the “Rework Required” and Double click on it -> enter text in “Status”  like “Rework Required” as shown below.

Step 13: Next add “Send an email” action next to the “Set Workflow Status“.

• Double click on it.
• To: Set the Primary user who will receive the customized notification. Select workflow context as Initiator from “Insert Reference” panel (appeared right side of the email address)or Advanced lookup(icon) next to the Text-box. 
• Subject: the subject of the email will be sent out when the task is “Rework Required”.
• Email service(Internal email): use this option send email to accounts inside your tenancy, such as SharePoint Groups etc.

Body: Here entered the content of the email.

Step 14: do the same process for Task outcomes “Approved” and “Rejected”.

Step 15: Next click on Save and Publish button. Now the your workflow is published.

Step 16: Next go to your list upload the file into the SharePoint Document Library. 

Step 17:Initiator(user) will get the mail as shown below.

Step 18: “Document Approval workflow” status is changed to “Submitted” as shown below.

Step 19: Approver will get the mail about the task. He will go through the mail and Approve or Rework required or Rejected the document as shown below.

user can approve the documnet click on

Step 20: Initiator will get the mail about approval status of the document.

Step 21: Go to your SharePoint Document Library, check the “Document Approval workflow” Status will be changed as shown below.

Step 22: Check below screenshot of workflow status is “Submitted” for the Document.

Step 23: Workflow Status changed to “Rework required“.

Nintex Workflow Task Escalation

The Task Escalation functionality is available in the Assign a Task action and the Start a Task Process action.

Escalate or Auto complete: It has three options.

• Do Nothing: If Approver is not responding to task, your Business process is on hold.

• Escalate to Person or Group: Assign the task to specified person or group in the specified date.

You can specify the when the task is going to be escalated using Date and time variable. Not only that, but you can also add Business days or calenders days.

• Escalate on: the date you can escalate the task.
• Escalate to: the user or group assign the escalated task.
• Inform Original participants: send email to the original participants. do not forget the option to information the original participants.

• Auto-Complete the task: In this functionality where there is a person or group that is expected to respond. If they don’t respond, there’s no one else to go to. So we want to automatically complete the task, and that could be Approve, Reject or one of the other outcomes. 

Lazy Approval in Nintex Workflow for Office 365

The user can approve or reject tasks via email from anywhere, without having to log into share-point and completing the task form. LazyApproval is available with the following actions: Assign a task and Start a task process.

Follow the below steps with a screenshot.

• When checked the Outcome can be captured via an email response.
• Delivery method: The user receives task notifications. It has Three delivery methods.
• Email only: the assignee receives a customized email only and not an actionable message, even when we opened a task email in the Microsoft Outlook.
• Email with Actionable Message (default): the assignee receives an Actionable Message from the workflow designer when the email is opened in Microsoft Outlook.

• The user will get the lazy approval mail as shown below.

• Actionable Message only, if supported: the assignee receives an Actionable Message, and not a customized email, when we opened a task email in the Microsoft Outlook.
• Include footer: If you look at the below screenshot “include footer” is not availabale.

Reminder Email in Nintex Workflow for Office 365

The user(Mnagaer/Approver) will get the email when the task becomes overdue. It is Available when Email with Actionable Message or Actionable Message only, if supported delivery method is selected.

 See the below screenshot of Remainder mail(Task Overdue). I have explained this in “Step 10” how to set Remainder mail.

When Actionable Message only, if supported delivery method is selected,
Selecting this option removes any customization to the Email body field and a default email will be received by users that cannot see actionable messages. See the below screenshot Email body is not available.

Copy Document action in Nintex Workflow for Office 365

Here first I will show you how to use Copy document Nintex workflow action in Office 365 SharePoint Online. Nintex Workflow Copy document action copies document from one document library to another document library in SharePoint Online.

Step 1: I have created a SharePoint Online Document library known as “Documents“.

Step 2: Click on Nintex workflow button in SharePoint Documents Library.

Step 3: Add “Copy Document” action next to Start workflow and add “Log History workflow” next to the Copy Document as shown below.

Step 4: Double click on “Copy Document” then Dailouge box opened as shown below.

• Copy Document: Copies the document from one library to another within the current site only.
• Item: Select Document Library in the current Site. Select “Current Item” from the drop-down.
• Destination Library: Select the location in the site copy the document to.
• Overwrite: if you want to overwrite the file in the destination library, select Yes or if you do not want, select No from the drop down.
• Yes: Overnights the file(it does not increase the file version).
• No: Adds the time stamp to the end of the copied document.

Step 5: Double click on “Log to History List“.

• Log History List: You can use this action log messages to the workflow history list.
• Message: Add the message to be logged. Max character limit is 255. if  it is exceeded workflow goes to the suspended state.

Step 6: See the final screenshot of the Nintex workflow designer after entering the details in the actions. 

Step 7: Click on Publish button from Designer tab of the Nintex workflow then Publish dialogue box will appear and enter the details as shown below.

• Enter the Name and Description.
• Select Task list and History list from the drop-down.
• Start Options: Enabled “Start when items are created“.

Step 8: Now go to the SharePoint Document Library “Documents” and upload the document into it. Now see the below screen-shot workflow is attached to the Documents Library.

Step 9: Now the document is copied to “Site Assets” library.

Step 10: Now the check the “workflow history list“.

Translate Document action in Nintex Workflow for Office 365

As per our requirement, when we uploading the document into the document library then this document converted into the Hindi language and saved it into another Libray.

Step 1: Create a SharePoint Document Library and open it Nintex workflow designer and add “Translate Document” and “Log to History List” actions as shown below.

Step 2: Double click on “Translate Document” action. It will open configuration settings of  it as shown below.

Here some configuration settings are required for this.

• Item: Select current item if you want to translate the current item or else select any other from the drop-down.
• Language: Select the required language from the drop-down in which the document needs to be converted.
• Document Library: Provide a location in which the converted document should be is saved.

Step 3: Double click on “Log to History List” and enter a message in Text box.

Step 4: Click on Publish button from the Nintex Designer Designer tab and enter the name of the workflow and other things as shown below.

Start when items are created:Enabled. because when the document is uploaded into the document library then it should be translated into Hindi and saved in “Site Assets“.

Step 5: See the final below the screen-shot of Nintex workflow designer after enter the details in the actions.

Step 6: Go to your SharePoint Document Library and upload document into it.

• Translate Document workflow is added in the library
• Uploaded document “ITDocumnet.dox” in the SharePoint Document Library.

Step 7: Go to “Site Assets” and check there your Document converted into your required language.

• Once the document is uploaded, workflow will fire,and a new file will be created with the name “ITDocumnet_hi.docx” in the “Site Assets”.

Step 8: If you open the document, you will see the text as shown below.

Web Request Action in Nintex workflow for Office 365

Web Request Send an HTTP request to a URL. Use this action to perform a variety of requests, including GET, POST, PUT, SOAP 1.1, SOAP 1.2, and customized request methods. This request is also used to call ASMX web services.

Step 1: Create a SharePoint Document library/list.

Step 2: Click on “Nintex workflow” on SharePoint Document library/list tab as shown below.

Step 3: Drag and drop “Web Request” action and “Log To History” to the node in Nintex workflow designer as shown below.

Step 4: Double-click on “Web Request ” action. It will open configuration settings of it as shown below.

• URL: Here specify the URL to which to send the request. in my example for list/library to call “https://tsinfotechnolozy.sharepoint.com/_vti_bin/Lists.asmx”.
• Method: select the method to be used for the request.
• Body: specify the data to be included in the body of the request. it is not available for requests using Get method. Here select” current item” in my example.
• Username: specify the username.
• Password: enter password.

Step 5: Continuity of the above step 4. Create the workflow variable for store the content of the response. Select the drop-down and click on “CREATE NEW VARIABLE” as shown below.

Step 6: Enter name of the workflow variable and select the type of the name and click on Create.

• Store response content in: Here you can specify a text variable to store the value of the response to this request. In my example, the variable name is “CurrentItem”
• Store http status code in: Here you can specify an integer variable to store the numeric HTTP response code of this request.  In my example, the variable name is “http status code”
• Store response headers in: Specify a collection or dictionary variable to store each response header for this request. In my example, the variable name is “response header”
• Store response cookie in: Specify a collection or dictionary variable to store each response cookie for this request.  In my example, the variable name is “response cookies”

Step 7: double click on “Log to History List” and Add this workflow variable in message as shown below.

Step 8: Click on “Publish” button and enter the workflow name and configure other details as shown below.

Step 9: Go to your list upload the document into you SharePoint Document Library.

Step 10: Start the workflow manually as shown below.

Step 11: Go to the workflow History. It will give list name, response Http code and resonse header as shown below.

This is how to use the web request nintex workflow actions.

You may like the following Nintex tutorials:

• Nintex forms for Office 365 – How to use in SharePoint Online
• Cascading dropdown in Nintex Forms + Responsive Forms
• Nintex form rules + validation examples
• Nintex forms lookup function example

Here we learned nintex workflow sharepoint examples or nintex workflow examples

• Create SharePoint Site using Nintex Workflow for Office 365
• Create a SharePoint site using Nintex Workflow for Office 365
• Create user using Nintex workflow
• Add User to SharePoint Group using Nintex Workflow for Office 365
• Nintex approval workflow (Document Approval Workflow)
• Copy Document action in Nintex Workflow for Office 365
• Translate Document action in Nintex Workflow for Office 365
• Web Request Action in Nintex workflow for Office 365