Working with Nintex workflow for Office 365 SharePoint Online

nintex workflow examples

In this post, we will discuss how we can start working with Nintex workflow for Office 365 in SharePoint online. There are few advantages compared to SharePoint designer workflow are:
– One of the main features is, it is very easy to use, simply we can drag and drop to create and edit workflows. We can save lots of time by using Nintex workflow.
– Apart from this, there are more actions available compared to SharePoint designer workflow actions and also we can customize with CSS.
– We can do everything in the browser itself, we don’t not any external software.
– We can not have state machine workflows in the SharePoint designer but it is possible in Nintex workflow.
– We can communicate on Twitter, Facebook, and Yammer also.
– We can use Nintex workflow app in mobile devices also.
– We can easily develop multi-level approval workflows, Lazy approval workflows, scheduled workflows etc.

Also, you can read:
Working with Nintex Forms for Office 365

Deploy Administation approved InfoPath forms in SharePoint 2013

SharePoint 2016 Create a web application and Site collection using PowerShell

We can easily add Nintext Workflow for Office 365 app to our Office 365 SharePoint online site from SharePoint store. Open your SharePoint online site, then click on Add an app. In the Your Apps page, click on SharePoint Store on the left side. Here search for “Nintex Workflow for Office 365”. Then click on Add to add Nintex workflow. They provide a full-featured 30-day trial which you can add to test the functionality.

Once it is successfully added then you can see the app in the Site Contents page.

There are basically two types of workflows you can create in Nintex, Site workflows and List workflows.

To create a list workflow we have gone the individual list. But to create a site workflow, form Site Contents page click on the Nintex Workflow for Office 365 app which will open the workflow Gallery. Here we can create a new site workflow.

nintex workflow examples
nintex workflow examples

Here we will discuss how we can create a simple list workflow using Nintex. For this, I have created a simple custom list in my sharepoint online office 365 site. Now open your list in the browser and then from the ribbon click on Nintex Workflow in the settings section as shown in the below:

nintex workflow sharepoint
nintex workflow sharepoint

Since I am using a trial version, it is displaying me the license information to buy the product. Just click on “Go to the designer” button. This will open the Workflow Gallery. Here it will give the option to Create a new workflow as well as it displays all the workflows attached to the list. You can also select the existing workflow, edit or delete existing workflows.

nintex workflow sharepoint 2013
nintex workflow sharepoint 2013

Click on the Create New list workflow button to start creating a new workflow.

Then it will open the workflow designer. Here in the left side, it displays various workflow Actions category wise and in the Ribbon, we can see various buttons like Save, Publish, New Open, Import, Export, Settings etc. And in the center of the page, you can see the start and stop flow chart kind symbol.

nintex workflow sharepoint 2013 examples
nintex workflow sharepoint 2013 examples

Inside the start and stop we can add our actions.

Before starting anything from the ribbon click on the Settings button which will open the Settings page. Here we can give a name for the workflow, as well as a description. We can also give our Task list and History list. Then we can choose the start option for the workflow. For this demo I have just chosen to start the workflow manually like below:

nintex workflow sharepoint 2013 tutorial
nintex workflow sharepoint 2013 tutorial

In this particular example, we will add 2/3 actions to the workflow. First, drag and drop a Log to History List action, then drag and drop an Update List item action and below to this again add a Log to History List action. It should look like below:

nintex workflow tutorial
nintex workflow tutorial

You can see the yellow symbol inside the actions which show that we are missing some configurations. Click on the Arrow mark and then click on Configure as shown in the fig below:

nintex workflow tutorial pdf
nintex workflow tutorial pdf

Here we will try to write some text along with the Item title. First, write the text in the message box and then from the Right side Insert Reference, click on the Title column name.

nintex workflow sharepoint 2013 tutorial pdf
nintex workflow sharepoint 2013 tutorial pdf

Then we will configure the next action which is Set Field in the Current item. Here we will simply update the Title column value to the Current title with updated text which looks like below:

nintex workflow for office 365
nintex workflow for office 365

Again similarly we configure the next log to history action which will get the current update title like below:

sharepoint nintex workflow examples
sharepoint nintex workflow examples

Now if you will look at the workflow designer then there will be no warning icon. The workflow looks like below and is ready for deployment.

how to create nintex workflow in sharepoint 2013
how to create nintex workflow in sharepoint 2013

To publish the workflow, click on the Publish button which is there in the ribbon as shown in the fig below:

nintex workflow 2013
nintex workflow 2013

Once the workflow successfully published, go back to the site. In the list add one item with Title as Item Title like below:

nintex workflow actions
nintex workflow actions

From the ECB menu of the item, Advanced -> Workflows. This will open the workflow page and it will display the workflow which we have deployed to the list. Click on the workflow (My Demo Workflow) to start the workflow.

nintex workflow sharepoint 2010
nintex workflow sharepoint 2010

Once the workflow completed, You can see the list title got changed (appened to Updated text) like below:

nintex workflow sharepoint online
nintex workflow sharepoint online

In the workflow, we have added two Log to History action. If you will open the History list or if you will go to the Workflow details page you can see the messages that we have put.

nintex workflow actions list
nintex workflow actions list

Hope this post will be helpful to start with Nintex Workflow.


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About Bijay Kumar

I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site SharePointSky.com

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