Manage forms

You can control how forms look and operate across your site, allow forms to access user profiles, and export all forms on the site if you want to migrate to a new site.

Note: You must be a site owner to access this functionality

Control your site's forms with base forms

The base form for your site determines the formatting of forms created on your site. Use the site base form to pre-populate corporate, departmental, or other specific branding as a starting point for form design. You can set up a base form for each designer: responsive and classic.

The base form on the site determins:

  • All included device layouts and their configurations (classic designer only)
  • Branding and header elements
  • Background colors
  • Custom CSS (classic designer only)

Note: Only newly constructed forms begin with formatting from the base form. To take advantage of base form formatting, classic forms must use a device layout that is included in the base form.

Any exported Nintex form can be used as a base form.

Field Description
Current Base Form (listed for each designer) Indicates the name of the current base form and provides a link for download of the base form in .nfp format.
Replace

Replaces the current base form with the selected file.

Note: Legacy .xml files can be imported.

Device layouts included with current Base Form (classic designer only) Lists the layouts included with the current base form.

Set up site-specific branding

You can set up site-specific branding by developing a form to be used as base form and then uploading it to the site. You can set up a base form for each designer: responsive and classic.

To develop a base form

  1. Create a new form from a list.

    For instructions, see Create a form.

  2. Add your site-specific branding.
  3. Add layouts as desired. (Classic designer only)

    Note: Only those layouts included with the form are available for use in newly constructed forms.

  4. Export the form:
    1. In the NintexForms ribbon in the form designer, click Export.
    2. Click Save.

To upload a base form for the site

  1. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  2. On the upper right of the app page, click Nintex Forms Admin and then select Manage The Base Form.

    The page for base form management appears, listing the current base form for the site, if any, under each designer.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  3. In the section corresponding to the designer you want (responsive or classic), click Replace and then select the base form that you developed for site-specific branding.

To download the current base form for the site

  1. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  2. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Manage The Base Form.

    The page for Base Form management appears, listing the current base form for the site for each designer.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  3. In the section corresponding to the designer you want (responsive or classic), click the linked file name for the current base form.

Allow forms to access user profiles

As an administrator, you can allow Nintex Forms for Office 365 access to user profiles on SharePoint Online. This access is required for the userProfileLookup runtime function.

To allow application access to user profiles

  1. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  2. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Allow Application Access to User Profiles.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  3. Click Trust it

Unpublish all forms on the site

You can unpublish all forms on the site. Doing so is useful when decommissioning a site and moving forms to another site.

To unpublish all forms on the site

  1. If you want to reuse the forms, make sure you export them to file before unpublishing.

  2. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  3. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Unpublish All Forms on Site.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  4. Confirm the action.

    A message dialog box appears indicating that the forms for the site were unpublished.

    Note: Unpublished forms remain on the site in an unpublished state.

Export all forms on the site

You can export all forms on the site to a local .zip file. The file contains a separate .nfp file for each list that includes a form. Each .nfp file includes all configured device layouts for the form.

Exporting all forms on the site is useful for backing up forms, copying forms from one server to another, and using forms in other SharePoint lists.

To export all forms on the site

  1. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  2. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Export All Forms on Site.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  3. Follow browser prompts to open or save the .zip file.

Uninstalling Nintex Forms for Office 365

You may need to uninstall if you decide to use Nintex Forms for Office 365 on another site. Before uninstalling the app, unpublish all forms on the site.

To unpublish all forms on the site

  1. If you want to reuse the forms, make sure you export them to file before unpublishing.

  2. On the Site Contents page for your site, click the Nintex Forms for Office 365 app.
  3. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Unpublish All Forms on Site.

    Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

  4. Confirm the action.

    A message dialog box appears indicating that the forms for the site were unpublished.

    Note: Unpublished forms remain on the site in an unpublished state.

To uninstall Nintex Forms for Office 365

  1. Ensure that all forms on the site have been unpublished.
  2. Remove the app from your Site Contents page.

    For instructions on removing apps, see the following Microsoft article: Remove an app from a site.

  3. Delete the app from the second stage recycle bin.

    For more information about recycle bins on SharePoint sites, see the following Microsoft article: View, restore, or delete items in the Recycle Bin of a SharePoint site.

    All Nintex forms on the site are replaced by standard SharePoint forms.

    Nintex task forms are retained (recoverable) to ease future reinstallations of Nintex Forms for Office 365. Upon reinstallation, Nintex task forms are displayed for related task items and for workflows when published.

App Page fields and buttons

The Nintex Forms for Office 365 app page is displayed when you click the app from the Site Contents page.

The app page contains the Nintex Forms Admin menu on the upper right, which lists the following options.

If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account.

Option Description
Unpublish All Forms on Site Unpublishes all forms on the site. This task must be completed before uninstalling Nintex Forms for Office 365.
Export All Forms on Site Exports all forms on the site to a local .zip file.
Manage The Base Form Displays the Manage the Base Form for this site page.

Allow Application Access to User Profiles

Displays the page for allowing the forms app access to user profiles.

Also see the minimum permissions required for various forms activities: Minimum permissions.

Forms