In this tutorial, we will discuss how to use Start a task process workflow action in Nintex Workflow for Office 365 and SharePoint online.
I will show here an example of how to create a task using Start a task process in Nintex Workflow for Office 365 SharePoint Online.
Start a task process workflow action Nintex workflow for Office 365
First of let us understand what a task is in SharePoint 2013. A task in SharePoint is used to assign work to a person or group, also then track the progress of the work.
SharePoint by default provides two workflow actions in SharePoint designer to work with tasks.
1- Assign a task:
As the name suggests this action used to assign a task to a single user and then directs the workflow based on the outcomes in SharePoint Online. You can read Assign A Task Action in Nintex Workflow for Office 365 SharePoint online for more details on how we can use the action.
2- Start a task process:
You can use Start a task process to assign a task to multiple participants in SharePoint Online Office 365.
Nintex Workflow for Office 365 also provides the above two workflow actions. The major difference between the out of the box and Nintex workflow action, By using Nintex action we can easily with less time we can develop our workflow.
Configure start a task process Nintex Workflow for Office 365
Here I have created a simple SharePoint custom list in my SharePoint online site which has only one title field.
Open the list in the browser and then from the Ribbon, go to the List tab and then click on Nintex Workflow which will open the Workflow Gallery. Then click on New list workflow button to create a new workflow.
If you are new to Nintex Workflow for Office 365, read an article on Step by Step Nintex Workflow tutorial for Office 365 SharePoint Online
Then in the workflow designer, first click on the Settings button in the ribbon which will open the workflow settings dialog box. Give a name and description for the workflow.
Then choose the Task list and History list for the workflow. Then choose how you want to start the workflow. In this case, I have started to start the workflow manually.
Then from the User Interaction section drag and drop a Start a task process to the workflow designer. It will by default add two outcomes as Approved & Rejected like below:
The double-click on the action to configure Start a task process workflow action.
Put the users to whom you want to assign the task, you can take help of the lookups to configure also. In this particular example, I have added two of my users User1 & User2.
Task Title and Description:
Give a title here, Here I have added the Current Item Title field into it. Give a description of the task process.
You can define a due date for the task. You can use the calendar to specify a date or you can use the lookup to give a dynamic date. To give the current date, check the checkbox “Use data when action is executed.”
I have set the current item as the related item.
By default for a Task process workflow action, it adds two outcomes Approved and Rejected. You can add your custom outcomes to it. Once you add your own outcome it will add a branch of child actions in the workflow.
You can select one outcome as the default outcome. If the task is not completed properly then this outcome will be used.
If you will check this check box then the user can approve/reject item by email response.
Assignment Behavior: Here there are two options: Serial (One at a time) and Parallel (all at once). If you select Serial (One at a time) option then users will get the emails one by one meaning.
If two users are there User1 and User2, then the first User1 will get the email and after User1 take some action in the task then only User2 will receive the email for the task.
If you will check the “Wait for task completion” checkbox, then the workflow will pause until the task completes.
It has another option as Completion Criteria. It has four options:
- Wait for all responses
- Wait for first response
- Wait for specific response
- Wait for a percentage of a response
Here I have chosen Wait for all responses, so the outcome will come once every user take action on the task. It will then return the outcome that received the most number of responses. In the event of a tie, the response that was received first will be returned.
Nintex Workflow start a task process: Initial Email Options
Here you can format the email which will be sent to the participants. Subject and Email body. By default, Nintex provides Email subject as well as Email body but you can change if you want to change. By default it looks like below:
Similarly, it provides default email templates for Reminder email options as well as Cancellation email options.
Nintex Workflow start a task process: Escalate and auto-complete options
This is a good option if you want some action to happen if the user is not responding to a task in Nintex Workflow. Either you can Auto complete the task or you can Escalate to a person or group.
If you select Escalate to a person or group, then it will ask you the date when you want to escalate as well as the person or group name to whom you want to escalate.
If you will check the checkbox “Inform original participants“, then it will trigger both an email. Again the Subject and Email body both are populated by default. But you can change as per your requirement.
Apart from escalating, you can auto-complete also. When you choose “Autocomplete the task” option. It will ask for the autocomplete on (Date) and What task outcome you want to set like Approved, Rejected etc. Also, it will trigger an email.
Once the configuration over, I have added two Log to History List just to track the response in the workflow history. It looks like below:
Now publish the workflow by clicking on the publish button in the ribbon. Once the workflow published successfully, back to the attached list and manually start the workflow for an item.
Since we have selected Assignment behavior to Serial (one at a time). the first user will get the email first and once the first user takes an action in the task, then the second user will get the email for the task.
The user will get the email like below:
The user can click on the link for the task and then by editing item user can approve or reject the item.
By default, SharePoint uses the default task form, but you can also edit the task form to use Nintex task form. The default form looks like below:
Once both the users approve the task then you can see the details in the workflow details page.
You may like following Nintex Workflow for Office 365 tutorials:
- How to use App Step Nintex Workflow Action in SharePoint Online Office 365
- Query List Nintex workflow action for Office 365 SharePoint Online
- Nintex Yammer create group workflow action for Office 365 SharePoint online
- Nintex workflow examples
- Nintex forms for Office 365 – How to use in SharePoint Online
- Cascading dropdown in Nintex Forms + Responsive Forms
I hope this Nintex Workflow tutorial helps you to use Start a task process Nintex Workflow in SharePoint Online Office 365.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com