SharePoint 2013 – Nintex Workflow for Office 365

Introduction

Nintex Workflows
Nintex workflow integrates seamlessly into the SharePoint user interface so it does not require using Visual Studio or SharePoint Designer. It provides an intuitive visual interface that makes creating and maintaining workflows much easier.

Nintex Workflow for Office 365 App
Nintex Workflow for Office 365 app is now available in the SharePoint 2013 app store which enables you to quickly integrate this powerful workflow with your SharePoint site. This app enables organizations to extend business process automation to more people, places and devices, delivering workflow for everyone.

License
The app is currently available at no charge, as an unsupported 30 day trial at the SharePoint Store.

Designer embedded in web browser
The app provides a powerful and easy to use web based designer of 2013-style workflow for Office 365.
It provides a drag-and-drop workflow designer, advanced connectivity, and rich workflow features to give customers more power and flexibility.

Capabilities of Nintex Workflow for Office 365
Following are some of the capabilities of Nintex Workflow for Office 365
1) Rich interface with browser based drag and drop workflow designer.
2) Speeds up the automation of business processes.
3) Monitor the workflow status in real-time.
4) Comes with templates and modules with reusable advantage.
5) Business practices can be shared across users.
6) This workflow is created in SharePoint for meeting SharePoint needs.
7) Simple deployment and management, no client software required
8) Easily export workflows to Visual Studio.

Adding Nintex Workflow for Office 365 App

In this post we will go through the steps required to add the Nintex Workflow for Office 365 app to our SharePoint site.

Steps for adding Nintex Workflow for Office 365 app

1) Open the SharePoint site and go to “Site Contents” page. Click on the “add an app” link.

2) On the left navigation bar, click on the “SharePoint Store” link to open the SharePoint online store.

3) Search the keyword “Nintex” in the search box provided on the top-right side oh the page. Click on the “Nintex Workflow for Office 365” icon displayed in the search results.

4) Click on “ADD IT” button to add this app.

5) Before this app is added, you will be prompt to enter your license details. For adding the 30-day trial version, you can use yourWindows Live or Windows Hotmail credentials.

6) Once you enter your credentials, you will be prompted to trust this app. Click on “Trust It” button.

7) Once the app is added, it will be displayed in “Site Contents” page with newly added status.

8) Click on this app to directly open the Nintex Workflow for Office 365.

9) There is also a ribbon shortcut to open this workflow from inside a list or library.

Creating a workflow using Nintex Workflow for Office 365 App

In the previous post we add the app for Nintex Workflow. In this post we will go through the steps required to create a workflow using Nintex Workflow for Office 365.

Prerequisites
1) We will use a SharePoint 2013 Site on Office 365 for this demo. You can easily create a trial Office 365 SharePoint site using the steps in the following link. (http://sptechbytes.blogspot.in/2013/08/sharepoint-2013-setting-up-office-365.html)

2) Add the Nintex Workflow for Office 365 app as mention in the following link. (http://sptechbytes.blogspot.in/2013/12/sharepoint-2013-adding-nintex-workflow.html)

Steps for creating workflow using Nintex Workflow for Office 365
Following are the steps for creating a simple workflow for sending an email when a new document is uploaded in a document library.

1) Open the document library and click on the “Nintex Workflow” link.

2) It will check for the license you hold.

3) Since I am using a 30-day trial version, it will provide me with 2 options. I can either proceed with my remaining trial period or buy the enterprise license.

4) The Nintex workflow designer will be opened in the browser itself as follows.

5) Drag and drop the “Send an Email” action from the “User Interaction” tab. Now, click on the configure link to set the email properties.

6) Add the email addresses, subject and email message as shown in the following figure. Click on the “Save” button to finish the configurations.

7) You can either choose the “Save” option to save your settings and continue editing your workflow. Or you can choose the“Publish” option to publish the workflow and make it available for use.
We will go with the Publish option.

8) A new window will open, where you can configure the workflow properties like Name, Description, Task list and History list. Also, we have to specify the event on which the workflow will be initiated. We will choose to “Start when Items are created” option. Click on “Publish” button.

9) Once the workflow has been published, go to the document library and create a new document or upload an existing file.

10) Once the new file is created\uploaded, go to you inbox to check if the workflow was initiated and the email was sent.

11) You can see that an email has been sent with the subject and message that we configured in the “Send an email” action in the workflow.

This is just sample workflow using Nintex. The actual capabilities are very vast and I hope this post will give you an easy start.

 

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