Workflows

The Workflows page displays workflow publishing and performance details for your Nintex for SharePoint, Nintex for Office 365 and Nintex Automation Cloud platform capabilities.

Before you start You must add your Nintex platform capability as a data connection Method of connecting with Nintex platform capabilities e.g. a Nintex Workflow Cloud tenant that Nintex Insights displays data for in your dashboard. in Nintex Insights to view the data. For more information, see Data connections.

Note: If data inconsistencies occur between Nintex for Office 365 and Nintex Insights, check the following:
  • The Workflow or Forms app should not be deleted for the site or for site collection. If it is deleted, Nintex loses the permission to query SharePoint to reconcile your workflows and forms for that site.
  • The Nintex app permission should not be removed from the Nintex for Office 365 site permissions.

View the Workflows page

  1. On the upper-right of the Nintex Insights home page, click Insights.
  2. Click Workflows in the side navigation menu. The Workflows page displays the following details:

Workflow publishing frequency

The Workflow publishing frequency section displays the following graphs. Hover over the images to display more details.

  • Number of published workflows in the:
    • last 30 days
    • 31 - 90 days ago
    • 91 - 180 days ago
    • 180+ days
  • Workflow publishers: User name and number of published workflows for three highest number of published workflows. All other workflow publishers are included as "Other".

Workflows

The Workflows section displays the following details:

Column/Field Description
Search by workflow name or published by Search for specific workflows by workflow name or user who published the workflow.
(More options) Displays the Export CSV option which can be used to export the workflows list as a .csv file.
Workflow name Name of the workflow. Click on the workflow name to display more details. For more information, see View workflow details.
Type

Type of workflow. Values can be:

  • Development: Intended for testing and development use only. Counts as a development workflow under your subscription license.
  • Production: Intended for production use. Counts as a production workflow under your subscription license.
  • Unknown: The data is not yet available in Nintex Insights.
  • Deactivated: Workflows deactivated in Office 365
Action count The total number of actions in this workflow.
Data connection type

Type of data connection. Values can be:

  • Nintex Automation Cloud.

  • Nintex for Office 365: added as a SharePoint Online data connection.
  • Nintex for SharePoint: added as a SharePoint data connection.
Location

Location of the workflow. Values can be:

  • Site, List, or Library for SharePoint and SharePoint Online.
  • Tenant name for Nintex Automation Cloud.
Last published Date when the workflow was last published.
Published by Name of the user who published the workflow.
Upgrade status

Displays the status of a workflow that's being upgraded from Nintex for Office 365 to Nintex Automation Cloud. Values under this column can be:

  • In Progress

  • Error

  • Not started

  • Completed

For more information on values in this and the Upgrade availability column, see Identify the workflow you want to upgrade.

View workflow details

  1. On the upper-right of the Nintex Insights home page, click Insights.
  2. Click Workflows in the side navigation menu. The Workflows page displays.
  3. In the Workflows section, search or scroll to locate the workflow you want to view more details for.
  4. In the Workflow name column, click on the workflow name. The <workflow name> page displays the following details:

    5. Tip: To refresh the page, on the top-right click Refresh.

    Section Field Description
      Workflow designer

    Opens the design of the workflow.

    Note: Currently only available for Nintex Automation Cloud. After you click workflow designer, you must sign into Nintex Automation Cloud.
      (More options) Displays the Export CSV option which can be used to export the workflows list as a .csv file.
    Workflow performance overview  

    Displays the number of instances for the selected workflow that are Started, Completed, Failed and Terminated in the past 90 days.

    If you hover the pointer over a specific point the number of Started, Completed, Failed and Terminated workflow instances for that date is displayed.

    • Started: Instances of workflows that have started and are currently in progress.
    • Completed: Instances of workflows that have started and finished.
    • Failed: Instances of workflows that have started and ended because of an error.
    • Terminated: Instances of workflows that have started and are ended by a user.
    • Running: Instances of workflows that have started and are currently in progress.
    Workflow details Workflow ID Unique ID for the workflow.
      Data connection type

    Type of data connection. Values can be:

    • Nintex Automation Cloud.

    • Nintex for Office 365: added as a SharePoint Online data connection.
    • Nintex for SharePoint: added as a SharePoint data connection.
      Location

    Location of the workflow. Values can be:

    • Site, List, or Library for SharePoint and SharePoint Online.
    • Tenant name for Nintex Automation Cloud.
      Type

    Type of workflow. Values can be:

    • Development: Intended for testing and development use only. Counts as a development workflow under your subscription license.
    • Production: Intended for production use. Counts as a production workflow under your subscription license.
    • Unknown: The data is not yet available in Nintex Insights.
      Last published Date when the workflow was last published.
      Published by Name of the user who published the workflow.
      OData Displays the URLs you can copy and use to extract data using OData client tools for analysis and reporting. For more information, see Nintex Insights OData API Overview.
    Completion time   The minimum, maximum, and average time for workflow completion.
    Workflow actions Actions Name of the action used in the workflow.
      Count Number of times the action is used in the workflow.
    Tasks in the workflow  

    For each task-based action in the workflow, the bar chart displays:

    • The number of active tasks (click Active tasks). Active tasks are tasks that are waiting for an outcome.

    • The average duration of tasks (click Average task duration).

    Task-based actions in the y axis of the bar chart are labeled with the custom action labels (rather than the action name), which are configured in the workflow.

    Below the bar chart the task-based action details for the workflow are listed in a table.

      Action label

    Custom label set for the action in the workflow. Click on the action label in the table and a bar/line chart displays:

    • The total number of responses for each outcome for the action (click Outcomes).

    • The average duration of each outcome for the action (click Duration). Dot points in the line chart highlight the minimum, average and maximum duration of each outcome for the action.

      Action The type of task-based action e.g. Assign a task.
      Active tasks The total number of active tasks for the action. Active tasks are incomplete and waiting for an outcome decision.
      Total tasks assigned The total number of tasks assigned for the action in all workflow instances.
      Average task duration The average amount of time it takes from the task assignment until completion.

Refresh the Workflows page

  1. On the upper-right of the Nintex Insights home page, click Insights.
  2. Click Workflows in the side navigation menu. The Workflows page is displayed.
  3. On the top-right of the Workflows page, click Refresh.

Filter workflow details

Use the Filter option to filter the workflow details displayed on the page.

  1. On the upper-right of the Nintex Insights home page, click Insights.

  2. Click Workflows in the side navigation menu. The Workflows page displays.
  3. On the top-right of the Workflows page, click Filter. The Filter type and Select filter option drop-down lists are displayed.

    4. Note: The options displayed in the Select filter option drop-down list depends on the filter type selected and you can select multiple options.

  4. Select the option you want to filter by from the Filter type drop-down list.
    5. Tip: 

    After one filter type is selected you can click Add filter to add a filter using the other filter types. After you add all available filter types, the Add filter button is disabled.

    Filter type Select filter option: values and description
    Type

    Type of workflow. Values can be:

    • Development: Intended for testing and development use only. Counts as a development workflow under your subscription license.
    • Production: Intended for production use. Counts as a production workflow under your subscription license.
    • Unknown: The data is not yet available in Nintex Insights.
    Location

    Location of the workflow. Values can be:

    • Site, List, or Library for SharePoint and SharePoint Online.
    • Tenant name for Nintex Automation Cloud.
    Data connection type

    Type of data connection. Values can be:

    • Nintex Automation Cloud.

    • Nintex for Office 365: added as a SharePoint Online data connection.
    • Nintex for SharePoint: added as a SharePoint data connection.
    Last published Date when the workflow was last published.
    Published by Name of the user who published the workflow.
  1. Click Apply to apply the filter criteria and display the filtered workflow list.

Office 365 migration tracking report

To view a status on your Office 365 workflow migrations across all your sites, lists, and tenants:

  1. Activate the Nintex for Office 365 workflow upgrade option on the Settings page.

  2. On the Workflows table, filter the Type column to Deactivated and the view the migration status under the Upgrade status column.