For published Component workflows A workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event. Note: While workflows are paused, events are ignored. That is, a paused workflow does not run, even if the configured workflow start event occurs. Important: If your workflow is configured to start when an item is updated and also includes an action that updates the same item, we recommend using different connections with separate accounts for the start event and action.
For more information, see Best practices when designing workflows. On the top navigation bar, click Automate.
Note: New workflows will run in engine v2 only, and workflows created in engine v2 can be tested and published in engine v2 only. For more information on the Nintex Workflow Cloud engine, see Upgrade workflows to engine v2. Cannot find a tag? If you cannot find an appropriate tag, you can create a new tag by typing a tag name and clicking on the Add option.
If you are a designer and do not see the Add option, request your tenant administrator to configure Tag settings from the Tags page.
Select a particular start event, and choose the required event s. For example, start event: Box and event: Box - New file. Apart from the above filter options, with SharePoint Online start events, you can also filter workflows configured with a specific SharePoint Online Site or List.
For example, you can select SharePoint Online for Start event , and select a site listed under the Location option. Once the filter is applied, workflows configured with the selected site along with the workflows using lists from the selected site are displayed. Note: If multiple events are selected, workflows containing any of those events will be displayed. Note: When multiple tags are selected, all the workflows with the combination of the selected tags and the workflows containing any of those tags will be displayed.
Workflow owners : Workflow owners can assign workflow permissions, and access workflows and associated workflow tasks and instances.
Assigning workflow permissions allow you to define which users can access workflows and provide workflow permissions to other users.
Note: Users with the Administrator role have the same workflow permissions as workflow owners. Business owners : Business owners are able to access Workflow tracking in My Nintex. In Workflow tracking, they can view all workflows they are business owners of, and view all workflow instances. For information about adding and editing groups, see Create, edit and manage user groups. The generated key is listed along with its expiration date.
You can now copy the key to import this workflow to this or another tenancy. The imported workflow appears at the top of the Workflow list with the specified workflow name. Imported workflows are set to Draft status, with Edited by set to the name of the user who imported the workflow.
You can find URLs for Component workflows A workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event. You can also find snippets for forms. For more information about Nintex - Form, see Nintex - Form. On the Workflows page, on the right of the workflow you want, click. From the drop-down menu that appears, select Form URL and snippet. A dialog box appears listing the workflow name and the URL for the web form.
Note: This option is available for workflows configured with the start event Nintex - Form Web form option only. Alternatively, you can click the Open in new tab icon to directly navigate to the form in a new tab. See Nintex - Component workflow for more information. On the Workflows page, on the right of the component workflow you want, click and then select API endpoints from the context menu.
The Component workflow dialog box appears. The workflow name is identified in the first section heading for the OpenAPI specification. Note: To reference the workflow name or identifier in your workflow design, use the related context variable.
For example, you can insert this variable into an email message that is sent when the workflow runs, to pinpoint the workflow that sent the message.
To copy a URL or other item in the Component workflow dialog box, click Copy to the right of the item you want. See Nintex - Component workflow. The tokens of component workflows that are close to expiring or have already expired must be regenerated. Component workflows that are close to expiring will have a warning icon and workflows that have already expired will have a red error icon appearing against the workflow name to make them easily identifiable.
Click the image below to expand it and view an example of two component workflows with the warning and error icons:. Caution: Regenerating a token replaces the current active token, which will be invalid in 24 hours. Regenerating a token that is revoked or expired will make the component workflow become available for external start again.
Ensure to update the external workflows or applications that call the component workflow with the new token, or else they will fail. Note: When you manually start a workflow, you are prompted for values to simulate the start event. On the Workflows page, on the right of the workflow you want, click and then select Manual start from the context menu. The Manual start dialog box appears, listing fields corresponding to start event variables A variable associated with the start event.
Often referenced by actions in the workflow. For example, a start event variable might capture input in a form field. For example, for the start event Box - New file , listed fields correspond to associated Box file attributes, such as Name and ID. Note: Start event variables are rendered and submitted as a simulation only.
No record or object related to the start event is edited or created; however, once the workflow starts, all workflow actions execute as designed. Values entered and submitted through the manual start form do not interact with, create, or edit any record or object associated with the start event. For example, if the workflow start event configuration is Dropbox Business - New folder, then submitting the manual start form does not create a new folder in Dropbox Business. The values entered in the form may be referenced by subsequent workflow actions in the workflow instance.
Starting the workflow initiates an instance An occurrence of a workflow. Details about running and completed workflow instances are available on the Instances page.
When a workflow is paused, it stops listening for the configured start event. Paused workflows never start. On the Workflows page, on the right of the workflow you want, click and then select Pause or Unpause from the context menu. The Cancel a request to publish option cancels an existing request to publish a workflow and changes the status of the workflow to Draft.
On the Workflows page, find the workflow you want, then click , and select Cancel request to publish. A confirmation message is displayed.
The status of the worklfow changes to Draft and is displayed in the Status column on the Workflows page.
Use My Nintex Settings to specify who has access to see the form submissions and task details and history of instances of workflows they have interacted with. In My Nintex , participants In Nintex Workflow Cloud, for a workflow instance a participant can be either the user who submitted the form or responded to a task. You can use the settings in this section to allow other participants that are part of the process to see the form submission and task history for instances of a workflow.
In Nintex Workflow Cloud , for a workflow instance a participant can be either the user who submitted the form or responded to a task. All participants can see the forms and all files uploaded to submitted workflow start event forms or task forms for a workflow instance, depending on the settings selected in My Nintex settings and File upload storage. A participant has permissions to submit forms and close task forms via Nintex Mobile and My Nintex in the Nintex Workflow Cloud tenant.
On the Workflows page, on the right of the workflow you want, click and then select My Nintex settings from the context menu. The My Nintex settings panel is displayed on the right. Important: By default all options are selected to give full visibility of all form submissions and task history to all participants who have interacted with an instance of a workflow. Open My Nintex Settings for the workflow you want.
In the Start form section, select or clear the check box under View submitted form to configure who can see the submitted form from My Nintex :. Task assignees : All task assignees has access to a link that opens the submitted form from the details panel in My Nintex.
If this check box is not selected only the workflow initiator is able to see the link. Note: The workflow initiator is always able to see forms they submit. The settings in the Tasks section allows you to configure if the completed task forms and task outcome can be viewed by only the workflow initiator or if other users who have interacted with instances of a workflow can view them as well in My Nintex. To configure settings to specify who can view the completed task forms, in the Tasks section, select from the following View completed task forms options :.
Workflow initiator : Workflow initiators are able to view the completed task form through a link available in the details panel. Task assignees : All task assignees can see the completed task forms in My Nintex. To configure settings to specify who can view the task outcome details in the task history section of the details panel in My Nintex , select from the following View task outcome details options:.
Workflow initiator : Workflow initiators are able to view all the task outcome details in the details panel. Task assignees : All task assignees are able to view all the task outcome details in the details panel. Displays a filter section at the top of the workflow list. The following options are displayed in the filter section:. Displays the Import section, with fields for the workflow key and the workflow name.
Workflow name specified when the workflow was saved or published. Drafts of published workflows include the icon. Note: In your workflow design, use the context variable "Workflow name" to reference the workflow name. Workflow description specified when the workflow was saved or published. It appears below the name of the workflow. Development : Intended for testing and development use only.
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