Nintex Workflow for Microsoft Office 365 SharePoint - Product Guide - From Atidan

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Product Guide

2 Nintex Workflow for Office 365 Product Guide 3Nintex Workflow for Office 365 Product Guide

ContentsNintex Workflow for Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Accessing Nintex Workflow for Office 365 from the SharePoint Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Adding Nintex Workflow for Office 365 to your site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Before you get started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Introducing the Nintex Workflow for Office 365 Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Tutorial - Simple List Workflow – document approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Introducing the Nintex Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Tutorial - Using the Nintex Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

How does Nintex Workflow for Office 365 work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Tutorial - How to manage your own social media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Still use on premises? No problem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Support and assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

And this is just the beginning… . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28


Nintex Workflow is available directly from the SharePoint Store. Nintex Workflow provides a wealth of actions which can support scenarios such as:

• Onboarding Users into Office 365 and assigning licences• Crowd-sourced content reviews on Yammer• Leave requests• Gathering content from and publishing content to third-party repositories• Help desk case assignments and tracking• Vendor-Client management• Press release editing and reviews• Budget reviews• Scanning social media for actionable discoveries• Automating the provisioning of SharePoint sites and other resources.

Unlock the full benefits of the Office 365 platform. Nintex Workflow gives users the ability to build and run workflows in the cloud, dragging and dropping SharePoint’s native actions and connecting to cloud services via the Nintex Store.


Before you can start building workflows with Nintex Workflow, you need to add the app to Office 365.

Accessing Nintex Workflow for Office 365 from the SharePoint Store

Once you have added the app to Office 365, it’ll be available for all users to add to every SharePoint site. You can get started in minutes to leverage the benefits of Nintex Workflow.

Nintex Workflow is available exclusively in the SharePoint Store. You can access SharePoint Store from within a SharePoint site in Office 365.

To use Nintex Workflow, you need to add it to your site, just like you would other apps in SharePoint.

1. To add the app to your site, open up the Site Settings menu.

2. Click on Add an App.

3. Click on the Nintex Workflow icon.

After you have installed the app, SharePoint will list out various permission settings and ask you if Nintex is a trusted vendor app. Review the Terms & Conditions and the Privacy Statement, and then click Trust It. You’re now ready to go.

Depending on the type of workflow you want to build, there are different ways to access Nintex Workflow.

Adding Nintex Workflow for Office 365 to your site

If you want to build a workflow that will act on a list or a document library, access Nintex Workflow through the Nintex Workflow icon on the Ribbon.

If you want to build a site workflow, access Nintex Workflow through the Nintex Workflow icon in the site contents section of the site.


The first time you open Nintex Workflow for Office 365, we collect some information to set up a trial and ask you to accept our Terms and Conditions.

To get started, we’ll provide you with a free 30 day trial. During the trial period, each time you open the designer we’ll remind you how many days are left in the trial period. Once the trial period has expired, if you haven’t chosen to extend or purchase Nintex Workflow for Office 365, any workflows you have published will no longer run.

Before you get started


Familiar RibbonNintex Workflow for Office 365 incorporates a familiar SharePoint Ribbon where you can access key commands including the ability to save workflows, publishing and access to the settings.

Action ToolboxThe Action toolbox contains the actions you will use to build your workflows. The toolbox is grouped into categories for easy navigation, and you can also choose to search for actions.

The Design CanvasThe design canvas is where you will create your workflow; by simply dragging and dropping actions from the toolbox onto the canvas, you can build your workflow process. Once on the canvas, all you need to do is configure the actions using our new, and intuitive full screen dialogs.

Introducing the Nintex Workflow for Office 365 Designer

Nintex Workflow allows you to build workflows seamlessly from within your browser, reducing the need for additional software and allowing access anywhere.

Before we start building workflows, let’s take a moment to walk through the features of our designer.


The next step is to add a Conditional Branch action to the canvas from the Logic and Flow category. Once the task has been completed by the Manager, we need to send an email to the initiator to tell them the outcome. In the Value field, select Workflow data and then the variable we created earlier – “Document Accepted”. In the second Value field, type “1” in the text field. Click Save.

Drag two Send an Email actions onto the canvas, one onto the left branch and one on the right branch. These two actions will be used to send an email to the initiator notifying them whether their document has been approved or not. Double-click on the Send an Email action on the left branch to open the configuration dialog. In the To field, select the User you entered in the first Send an Email action. The next step is to add a Subject to the email. “Document review: Changes required”. If desired, include an email message.

STEP 6

STEP 5

Expand the Outcome Options section. In the Task Outcome, we will select the variable we created earlier. Click the drop down arrow and select “Document Accepted”. Click Save.

STEP 4

Learn how to use Nintex Workflow for Office 365 to create and automate a workflow for a simple approval on a document.

The first workflow action we’ll use is the Assign a task action. This action informs the selected user/approver of the document review request, usually the manager. In the User Interaction workflow action category, drag an Assign a task action onto the canvas.

Double-click on the Assign a task action to open the configuration dialog. Address the request to the reviewer/manager. In the Participant field, type a user in your O365 tenant. In this case, I will use “Administrator”.

We also need to add a Task Title, type “Document Review” in the field.

To change the default email message, open the Task Creation Email Options section.

Simple List Workflow – document approval

TUTORIAL

STEP 3

STEP 2

Create a new document library, and open the Nintex Workflow designer. The first thing we need to do is create a workflow variable. In the workflow designer Ribbon, click on the Variables button.

Create an Integer type variable, and name it “Document Accepted”. Click Save.

STEP 1


Click Publish in the Ribbon and call the workflow “Simple Approval Workflow”. In the Start Options, check the Start when item is created box and click Save.

To run the workflow, you need to close the Workflow Designer, open your Document Library and add a new item. The workflow will now run automatically.

STEP 10

STEP 9

You’ve now completed the workflow, let’s automate the start of the workflow and publish it. The workflow should look like this.

We’ve now reached the final action! As the employee, I want to know that the document has been approved, so we should send an email confirming that.

Double-click on the second Send an Email action. In the To field, select the User from the first Send an Email action. Let’s add a Subject to the email. “Document Review: This document has been approved”, and include an email message if desired. Click Save.

Simple List Workflow – document approval

TUTORIAL (Cont.)

STEP 8

STEP 7


Nintex Workflow for Office 365 provides a huge range of actions you can use to build workflows to automate your business processes, taking your productivity in Office 365 to a whole new level.

With Nintex Workflow, we’ve introduced the Nintex Store, a one stop shop for all your action needs. The Nintex Store contains a range of actions you can leverage in your workflows; including actions to integrate all the applications and systems that are relevant to your business. You can now easily add actions to the workflow designer that connect to a specific system or to a particular service provider.

The store also contains a powerful search capability allowing you to find actions quickly and easily.

We’re constantly adding new actions to the Nintex Store, allowing you to extend Office 365 in ways you had only imagined before.

Access to Nintex PartnersIt’s not just Nintex creating actions for the Store, we’re hard at work to enable our global network of partners to build actions that meet the specific requirements of our customers.

Introducing the Nintex Store


Take advantage of the trial to see what you can do with Nintex Workflow for Office 365.

The Nintex Store can be accessed straight from the Nintex Designer Ribbon. Click on the Store button in the Ribbon. This will open the store where you can browse, try, or buy workflow actions.

Search for an action pack/action, or browse the categories.

Using the Nintex Store

TUTORIAL

Let’s add the Yammer Starter Pack. Each action pack contains information on what’s inside and allows you to Add the action to your toolbox.

Once you try an action pack, the actions will be available in your Action toolbox.

STEP 4

STEP 3

STEP 2

STEP 1


1. Nintex Workflow for Office 365 is built entirely in the cloud using the new SharePoint cloud app model. We serve up a browser based drag-and-drop designer allowing users to build and edit workflows from anywhere, anytime.

2. In conjugation with Office 365, we enable you to seamlessly publish and run workflows.

3. You can augment your workflows by securely connecting to a wide range of enterprise and consumer cloud services, available via the Nintex Store.

Web Browser

Cloud

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3

How does Nintex Workflow for Office 365 work?Nintex Workflow is hosted entirely in the cloud built using the new SharePoint App model.

Nintex Workflow seamlessly integrates with Office 365, taking the workflow actions provided by Office 365, and augmenting them with our own actions to allow you to build processes that integrate with other cloud services.

Nintex has proven technology to build, host, maintain and secure products for the cloud. Development of Nintex Workflow for Office 365 follows a ‘cloud velocity’, with additional capability and functionality released regularly.

We take care of the infrastructure allowing you to focus on building processes.


This tutorial requires an account on Yammer. If you do not have one, you can register for a free account at www.yammer.com/signup

Post to YammerUtilizing the first workflow we created in “Create a basic approval workflow’ we’re going to also send a message out to Yammer, to inform users about a new document that is available. You may use this to notify your sales Yammer group, that a new pricing document is ready for them to access.

How to manage your own social media

TUTORIAL

Enter the message you want posted to Yammer. In the Message to Post field, type “New document available in the sales library” and click on the Item Property “Title” in the Insert Reference panel.

STEP 5

STEP 3

The final step is to specify a Yammer group to post to. If you have an existing group in Yammer, you can enter the group in the Group Name field. If the field is left blank, the Yammer post will be sent to the default group (All Company).

Save the action and then Publish the workflow. Now you can run the workflow again.

STEP 4

STEP 1

Re-open the workflow you created earlier, if you haven’t created this workflow, refer to the tutorial “Simple document approval list workflow” on page 12.

Locate the right-hand branch of the Conditional Branch action. We want to add a Yammer message action below the Send an Email action. This will post to our Yammer group that a new document is available.

To configure the action, double- click on Yammer message. In Authorizing user, enter the email address associated with the Yammer account.

Note: Once the workflow is run, you will receive an email from Yammer asking authorization for Nintex Live to post messages on your behalf. Select Allow.

STEP 2

http://www.yammer.com/signup


Still use on premises?No problemYou may not be ready to turn off your on-premise environment but we believe you should still be able to take advantage of cloud capabilities.

You can now connect Nintex Workflow for SharePoint to Office 365, external systems, and cloud services seamlessly.

Nintex Live extends Nintex Workflow to connect SharePoint to Office 365 and a potentially infinite number of cloud-based services such as Yammer, Twitter, Bing, business and government information services. Using Nintex Live, organizations can build hybrid on-premise and cloud solution.


Support and assistanceSupport for Nintex Workflow for Office 365 is only a click away.

We’ve integrated a powerful help engine, providing you with context sensitive help throughout the whole app.

Our help and support site, connect.nintex.com is available to post questions, queries and discussions about all Nintex products.

In the downloads of connect.nintex.com, you’ll also find additional resources including tutorials, and walkthroughs to help you get the most out of Nintex Workflow for Office 365.

Finally, during your trial and subscription, you can contact our dedicated Support team to address any technical queries you may have.


And this is just the beginning…Nintex Workflow for Office 365 is constantly improving.

We’re working hard to bring the key features of Nintex Workflow for SharePoint over to Nintex Workflow for Office 365, while continuing to introduce the innovative new capabilities you have come to expect from Nintex. Being cloud based, as soon as they’re available, you can start using them.

Through the Nintex Store, you’ll have access to the newest actions to use in your Office 365 workflows from Nintex and our partners.

Finally, we’re committed to bringing our other products to Office 365:

• With Nintex Forms for Office 365, you can build powerful, feature rich forms to automate your business processes within Office 365.

• In the coming months we’ll be adding support for the Nintex Mobile suite of applications, providing rich form filling and task management capabilities from mobile devices including, iPhone, iPad, and Windows 8.

Thanks for taking the time to read this and trying out Nintex Workflow for Office 365, we hope you found it useful.

- The Nintex Workflow for Office 365 Team.

[email protected]

Nintex Workflow for Microsoft Office 365 SharePoint - Product Guide - From Atidan

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