State machine

Use the State machine action A tool for building the processes, logic, and direction within workflows. to provide a construct to define a number of states the workflow can be in. Each state can contain actions that executes when the workflow is in that state. The workflow can move back and forth between states and ends a state when it is instructed to Exit the state machine. You can add two or more branches as states and assign workflow actions to run when the workflow is in each state.

States can be added, deleted and renamed. Deleting a state will delete all actions currently added to it.

A State Machine workflow can be used to route a business process between multiple branches. For example a document can be approved by one team and sent to another team for approval and then to a final team for final approval. If the document is rejected at any time it can be sent back to the previous team to review and resubmit the document.

See how to implement this action in a step-by-step solution: Automate document approvals by multiple parties.
Before you start 

States structure your workflow into repeatable paths that you can switch between at any point, creating back-and-forth interaction in workflows. The workflow progresses through each state according to the actions configured within its branch. Actions below the state machine do not execute until the state machine is exited. The states can be made to run in any order, and conditions determine when to switch from one state to another, allowing workflows to return to earlier states, or move to the next state.

You can define state branches within a workflow for two or more states. Using the State machine action, you can add, rename, and delete states.

When you are designing a workflow:

  • The State machine action creates the stages of the workflow.
  • The Set next state action controls when one state changes to another and allows you to run a different state within a branch or to exit the state machine to execute actions below the state machine.

Variables are placeholders that store information that changes each time the workflow runs or even during execution of a single workflow instance.

Each variable has a type that determines what values can be stored in the variable, such as a date, number, file path or a workflow user name. For example, if you want to save the name of an employee in a variable, you have to create a variable of type Text. The workflow can then store a name of the employee, such as "John," in the variable.

  • Text: Text string.
  • Boolean: Yes or No value.
  • Date/Time: Date and time value.
  • GUID: Globally unique identifier, often used to reference a list item in SharePoint.
  • Number: Integer number with decimal value.
  • Integer: Integer number with no decimal value.
  • Choice: A value that requests a selection from a list of allowed values.
  • Person or Group: A value that requests a selection from a user lookup.
  • Hyperlink: A value that requests a hyperlink URL and description.
  • Dictionary: A container that holds a single logical unit of variables. For more information, see Dictionary variables.
  • Collection: An index-based array of values, also known as an ordered list of values. For more information, see Collection variables.

In NintexOffice 365, the different categories of variables that can be used in a workflow are given below:

  • Start Variables: Workflow variables with the initiation option selected. Start Variables are used to get data from users when a workflow manually starts.

    • For more information on manually starting a workflow, see .

You can insert an existing Workflow Variable or Context Variable into the configuration fields of workflow actions A tool for building the processes, logic, and direction within workflows. and you can create user-defined variables for use throughout your workflow.

You can create user-defined variables from the Action configuration window when you are configuring a workflow action or from the toolbar of the designer page.

  1. In the Action configuration window, click in a field that accepts variables.
  2. Do one of the following depending on the method available;
    • On the drop-down list that appears, Click Create New Variable.
    • On the Insert Reference pane that appears, expand the Workflow Variables section and click Create New Variable.
  3. Do the following in the Workflow Variables pane to create the variable:
    1. For Name, type the variable name you want to use.
    2. Select a Type.
    • If you want to display the variable on the start form, select the Show on start form check box.
    1. Click Create.
  1. On the toolbar of the Designer page, click Variables. The Variables dialog box appears.
  2. Click New and fill in the following:
    1. For Name, type the variable name you want to use.
    2. For Type, select a variable type corresponding to the type of data you want to store.
    1. Click Save.

For more information, see User-defined variable types and Initiation options.

The following table describes the variable types available in the Variables dialog box as well as their initiation options, which are available when you select Yes for Initiation. Initiation options control the display and behavior of the variable on the start form that is displayed when a workflow is started manually.

Variable type Description

Initiation Available

 Initiation options
Text

Any text value.

Underlying .NET data type: System.String.

Yes
  • Multiple Lines: When selected, allows multiple text lines in the default value.
  • Description: Text to display under the text box on the start form. Example: "Enter new name".
  • Default value: Default value for variable.
Boolean

Yes or No value.

Underlying .NET data type: System.Boolean.

Yes
  • Description: Text to display under the check box on the start form. Example: "Enable?"
  • Default value: Default value for variable: Yes (true) or No (false).
Date/Time

Date and time value.

Underlying .NET data type: System.DateTime.

Yes
  • Description: Text to display under the text box on the start form. Example: "Select the date needed by".
  • Default value: Default value for variable: None or Today's date.
  • Allow blank values?: When selected, allows the start form to be submitted without specifying a value for the variable.
  • Display format: Display format for variable: Date and time or Date only.
GUID

Globally unique identifier, often used to reference a list item in SharePoint.

Underlying .NET data type: System.Guid.

No

 (n/a)
Number

Numeric with a Decimal value.

Underlying .NET data type: System.Double.

Yes
  • Description: Text to display under the text box on the start form. Example: "Specify quantity".
  • Default value: Default value for variable. Can be selected or entered.
Integer

Numeric without a decimal.

Underlying .NET data type: System.Int32.

No

 (n/a)
Choice

A value that requests a selection from a list of allowed values. The value selected by the workflow initiator is stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the drop-down list on the start form. Example: "Select the product"
  • Choices: Choices available in the variable. Enter each choice on a separate line.
  • Default value: Default value for variable. Enter one of the specified choices.
Person or Group

A value that requests a selection from a user lookup. The item selected by the workflow initiator is stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the text box on the start form. Example: "Select your manager"
  • Allow selection of: Scope of allowed selection: People Only or People and Groups.
  • Choose from: Source of selection: All Users or SharePoint Group. Use the drop-down list to select a SharePoint group.
  • Allow blank values?: When selected, allows the start form to be submitted without specifying a value for the variable.
  • Allow multiple values?: When selected, allows entry of multiple values.
Hyperlink

A value that requests a hyperlink URL and description.

Two text boxes are provided: 

  • Type the Web address
  • Type the description

The values entered by the workflow initiator are stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the "Type the description" text box on the start form. Example: "Enter a display value for the URL"
  • Allow blank value?: When selected, allows the start form to be submitted without specifying a value for the variable.
Dictionary

A container that holds a single logical unit of variables. For more information, see Dictionary variables.

Underlying .NET data type: Microsoft.Activities.DynamicValue.

No

 (n/a)

Collection

An index-based array of values, also known as an ordered list of values. For more information, see Collection variables.

No

(n/a)

You can insert a Workflow Variable, Reference A workflow reference which is used to construct content containing information specific to the list or library item and to the current instance of the workflow. or a Context Variable into the configuration fields of workflow actions A tool for building the processes, logic, and direction within workflows..

Each field that accepts variables accepts one or more methods for inserting variables. The method available differs depending on the field.

Available methods are given below:

  • Click on the field and select an existing variable from the drop-down list for the field.

  • Click on the field, click Create New Variable, and fill the following fields in the Workflow Variable pane that appears:
    1. For Name, type the variable name you want to use.
    2. Select the Show on start form check box if you want to display the variable on the start form.
    3. Click Create.
  • Click on the field, select Workflow Variables or Workflow Context, and select a variable from the corresponding drop-down list.

  • Click Advanced Lookup, select Workflow Variables or Workflow Context from the drop-down list that appears, and then select a variable from the corresponding drop down and click Insert.

  • Click on the field that accept references and from the Insert Reference pane that appears on the right, double-click on a reference to select. Available sections and lookup values depend on the options available for the workflow action.
    Section Description
    Item Properties

    Metadata columns for the item the workflow is associated with. Available only for list workflows.
    Workflow Context

    Context variables that represent data related to the current workflow instance, such as current item or site URL and workflow name.

    • Current item URL: The URL of the item the workflow is associated item. Available only for list workflow actions.
    • Current site URL: The URL of the site the workflow is associated site.
    • Initiator login name: The login name of the person who started the workflow instance.
    • Initiator display name: The display name of the person who started the workflow instance.
    • Initiator email address: The email address of the person who started the workflow instance.
    • Instance ID: The unique identifier of the workflow instance.
    • List ID: The unique identifier of the list the workflow is associated with. Available only for list workflow actions.
    • List Name: The name of the list the workflow is associated with. Available only for list workflow actions.
    • Manager login name: The login name of the manager of the initiator (the person who started the workflow instance).
    • Manager display name: The display name of the manager of the initiator (the person who started the workflow instance).
    • Manager email address: The email address of the manager of the initiator (the person who started the workflow instance).
    • Publish user: The person who published the workflow.
    • Workflow name: The name of the executing workflow.
    Workflow Variables Workflow variables configured for the workflow.

You can configure variables to collect data when a workflow is manually started. These variables will be shown on a start form used to initiate the workflow and allows users to specify a value for the workflow variable before the workflow starts, basically passing values into the workflow before it starts.

Variables displayed on a start form are also known as the "start data" of the workflow and represent data that must be collected when the workflow is started.

Note:  If the workflow starts automatically, then default values are used for start data.

To learn how to manually start a workflow, see Start a workflow manually.

Configure a variable to show on a workflow start form:

  1. Open the required workflow. The workflow designer opens.

  2. On the toolbar, click Variables. The Variables window opens.

  3. To edit an existing variable, click the required variable. The row becomes editable.

    or

    4. To create a variable, click New on the Variables window toolbar, enter a Name, and select the Type for the variable.

  4. Select the Initiation check box for the required variable.
  1. Click Save to commit changes.

Add and configure the State machine action

  1. Click the Logic and Flow action group in the action toolbox.

    or

    Type the action name or function in the Search field at the top of the action toolbox.

  2. Drag the State machine action to the designer canvas.

  3. Do one of the following to open the Action configuration window:

    • Double-click the action.
    • Click on the action and then click Configure.

    See Action configuration window for more information.

  4. Type the states to use in Enter the possible state for this state machine.
    • Click Add state to add more states.

  5. Select the state to start the state machine in Choose the state that this state machine will start in.

  6. Click Save.

If you want you can change the sequence of branches in a State machine action:

  • On the design canvas, click the down-arrow for the state branch and then select one of the following items.
    • Move branch left
    • Move branch right

For more information about the fields and settings, see State machine fields, buttons, and settings

Field Description
Enter the possible states for this state machine

The states to be used in the State machine. You can add, rename, and delete states as needed.

Two states are provided with the names "State 1" and "State 2" by default which you can rename if you want.

  • To add a state, click Add state.
  • To rename a state, click the state name and edit.

  • To delete a state, click .

    Note: Deleting a state also deletes any actions within that state.

Choose the state that this state machine will start in

The initial state for this state machine to start from.

Note: To set the initial state using a lookup, select Other Value.

For more information about how to use Lookups in configuration fields, see Lookups in action configuration fields.