Request Data

Single user or group to be assigned the task when the workflow is run. If a group, then the first response received represents the entire group; the task is then completed and no other input is allowed.  

Enter an external email address or enter a SharePoint username, full name, or email address. Where possible, entered text will be resolved against the SharePoint user list or Active Directory.

To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box. Although multiple users and groups can be added, only the first user or group added receives the notification and has the ability to respond to the task created by the workflow.

Content type to use when creating the task. Must inherit from the parent "Workflow Task" (not the parent "Nintex Workflow Task," which is reserved for the actions Request approval and Request review). Each data item is created as a field in the selected task content type. Changes are retained for the current design session only; changes are implemented on publishing the workflow.

Select one of the following options.

• Use existing: Select an existing content type from the drop-down list and then specify values for each field of the selected content type. The specified values are assigned to the fields when the task is created.

  • Edit the content type: Add new fields or modify or remove existing fields.

    Note: Use this option with caution. Changes may affect other workflows or applications that use the content type.

• Create new: Specify the name for the new content type.

For more information on content types in SharePoint, see https://support.office.com/en-us/article/Introduction-to-content-types-and-content-type-publishing-e1277a2e-a1e8-4473-9126-91a0647766e5#__toc323548991.

Data items to request from the assignee. Each data item represents a field in the selected content type. For later use in the workflow, you can store field values in variables rather than manually looking up field values using the action Set a variable.

Add field-value definitions to assign values to fields when the task is created.

• To add a field-value definition for an existing field, select the field from the drop-down list and then fill in the value.
• To add a field-value definition for a new field, click Add field, fill in the field properties (Name, Type, Default value, Required), and then click OK.

  New fields are retained for the current design session only; new fields are created on publishing the workflow.

  • Further configuration for new fields is available using content type settings pages in SharePoint once the fields are created.
• To remove a field-value definition, click (Delete).

For more information on content types in SharePoint, see https://support.office.com/en-us/article/Introduction-to-content-types-and-content-type-publishing-e1277a2e-a1e8-4473-9126-91a0647766e5#__toc323548991.

Publish task edit form: Publishes the task form generated by the workflow when it is published, overwriting any existing form associated with the task content type. Clear this check box if you want to keep any existing form for this content type. For example, you might want to keep a customized form or an existing form used by other applications.

Only show fields with variables assigned: 

Display link to workflow item on the task form: Includes a field named "Link" in the published task form containing a hyperlink to the item on which the workflow is running. Use this option to provide context about the workflow item for the assignee.

Display the item properties panel on the task form: On the default SharePoint task form, displays a panel with field names and values for the item on which the workflow is running. This option does not affect the task form published by Nintex.

Allow attachments: On the published task form, displays a link to add attachments to the task item. The assignee is able to optionally attach one or more files to the form.

(Available when Allow attachments is enabled or when Publish task form is disabled.) Variable to store URLs of attachments added by the assignee.

On the default task edit page, this text will appear at the top of the page before the input controls. The value is stored in the task's description field.

Allows assignee/approver/reviewer to delegate the task to another user. For more information, see Delegating approval tasks.

Title of the task.

Allows the assignee to complete the task by replying to the notification email.

The email message will contain a basic form, providing a location for the user to enter each requested value. By default, the form is appended to the message body. To control the location of the form, use the following token in the Input Required message:

{LAZY_APPROVAL_DATA_FORM}

Note: Only fields with variables assigned are shown in the email form.

For more information about LazyApproval, see About LazyApproval.

Value of priority flag for the task. For instructions on inserting references, see Insert references.

Date by which task should be completed.

Note: Nintex Mobile apps sort tasks by due date.

Variable to store the action ID. Use the action ID to link this action to the actions Delegate Workflow Task and Task reminder.

Note: The action ID does not correspond to the ID of the created SharePoint task item.

Variable to store the SharePoint list item ID of the created task. Variable type must be Integer. Use the task ID to reference the task list item later in the workflow.

Type of form presented to the assignee.

Sets the user permission on the item.

Method for notification delivery. Select one of the following options.

• Email: Sends notifications by email.
• User preference: Sends each notification by the user's preferred method. See User preferences.

• IM (displays if instant messaging is configured for the farm): Sends notification by automated OCS/Lync conversation. If the assignee/approver does not respond to the conversation within five minutes, then the conversation ends and the notification is sent by email.

  • Send a conversation request to confirm if the user is available to respond (displayed when both Allow LazyApproval and IM are selected): Prompts the assignee to confirm availability for response. If the assignee responds with "No," then the notification is sent by email.
• None

Note: Nintex does not provide support for troubleshooting email, SMS, or OCS / Lync systems.

Read-only users who receive the notification. CC recipients are not able to respond to the tasks. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

Read-only users who receive the notification. BCC recipients are not able to respond to the tasks. Other users addressed in the email notification via the To, CC, and BCC fields will not be able to see any addresses in the BCC field. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

The user or domain group that will appear as the sender of the message. This setting applies to email notifications only. If no user or domain group is specified, then the default From address configured for the farm is used. For more information on the default From address, see Messaging and notifications page.

The priority of the notification. Applies to email notifications only.

The title of the notification being sent. For Instant Message, the title is pre-pended to the body of the notification. You can manually specify the value or build the value dynamically at run time using  (Insert Reference). 

Attaches files to the notification by URL or new file. 

Include list item attachments: Includes attachments for the list item on which the workflow is running.

Note: Attachments are not included in notifications sent by SMS or IM.

Instructions for adding and deleting attachments

You can add attachments by URL or by new file.

To specify a URL for an attachment

1. Click Add attachment to display the unlabeled attachment dialog box.
2. Select Existing SharePoint Content.

3. Enter the URL to the file. For instructions on inserting references, see Insert references.

   You can specify multiple URLs by referencing a collection variable.

4. Click Save.

To add a new file as an attachment

1. Click Add attachment to display the unlabeled attachment dialog box.
2. Select New File.
3. Fill in the fields for file name, content, and mime type. For instructions on inserting references, see Insert references.
4. Click Save.

To delete an attachment

• Click (Delete).

Format of email notification. Select one of the following options.

• Rich Text enables italicize, bold, underline and indent information within the email notification using simple HTML styles provided by the SharePoint rich text tool bar.
• Plain Text is simply the text without any stylized formatting.

Scope of notification settings update. Lists individual assignees as well as All Assignees (default). Individual assignee settings are retained separately from settings for All Assignees.

Method for notification delivery. Select one of the following options.

• Email: Sends notifications by email.
• User preference: Sends each notification by the user's preferred method. See User preferences.

• IM (displays if instant messaging is configured for the farm): Sends notification by automated OCS/Lync conversation. If the assignee/approver does not respond to the conversation within five minutes, then the conversation ends and the notification is sent by email.

  • Send a conversation request to confirm if the user is available to respond (displayed when both Allow LazyApproval and IM are selected): Prompts the assignee to confirm availability for response. If the assignee responds with "No," then the notification is sent by email.
• None

Note: Nintex does not provide support for troubleshooting email, SMS, or OCS / Lync systems.

Read-only users who receive the notification. CC recipients are not able to respond to the tasks. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

Read-only users who receive the notification. BCC recipients are not able to respond to the tasks. Other users addressed in the email notification via the To, CC, and BCC fields will not be able to see any addresses in the BCC field. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

The user or domain group that will appear as the sender of the message. This setting applies to email notifications only. If no user or domain group is specified, then the default From address configured for the farm is used. For more information on the default From address, see Messaging and notifications page.

The priority of the notification. Applies to email notifications only.

The title of the notification being sent. For Instant Message, the title is pre-pended to the body of the notification. You can manually specify the value or build the value dynamically at run time using  (Insert Reference). 

Attaches files to the notification by URL or new file. 

Include list item attachments: Includes attachments for the list item on which the workflow is running.

Note: Attachments are not included in notifications sent by SMS or IM.

Instructions for adding and deleting attachments

You can add attachments by URL or by new file.

To specify a URL for an attachment

1. Click Add attachment to display the unlabeled attachment dialog box.
2. Select Existing SharePoint Content.

3. Enter the URL to the file. For instructions on inserting references, see Insert references.

   You can specify multiple URLs by referencing a collection variable.

4. Click Save.

To add a new file as an attachment

1. Click Add attachment to display the unlabeled attachment dialog box.
2. Select New File.
3. Fill in the fields for file name, content, and mime type. For instructions on inserting references, see Insert references.
4. Click Save.

To delete an attachment

• Click (Delete).

Format of email notification. Select one of the following options.

• Rich Text enables italicize, bold, underline and indent information within the email notification using simple HTML styles provided by the SharePoint rich text tool bar.
• Plain Text is simply the text without any stylized formatting.

The number of reminders to be sent.

The countdown delay in days, hours, and minutes.

The total time is calculated by summing all fields, regardless of your configuration for Time calculation. For example, 4 days and 4 minutes will be calculated as 96 (24x4) hours and 4 minutes.

Limits the countdown to business days or hours only. Choose among the following options.

• During business days only: Excludes weekends and holidays from the countdown, but includes after-business hours on business days.

  For example, you select this option and specify a one-day delay for reminders. The first reminder for a task assigned Friday morning is sent Monday morning. (Assumes Monday to Friday work week.)

• During business hours only: Excludes after-business hours from the countdown.

  For example, you select this option and specify a four-hour delay for reminders. The first reminder for a task assigned at 4 pm on Wednesday is sent at 11 am on Thursday. (Assumes 8 am to 5 pm business hours.)

If you do not select either option, then the countdown includes all hours. For example, you specify a one-day delay for reminders. The first reminder for a task assigned Friday morning is sent Saturday morning. As another example, you specify a four-hour delay for reminders. The first reminder for a task assigned at 4 pm on Wednesday is sent at 8 pm on Wednesday.

To manage holidays for your site or site collection, see Manage holidays (sites and site collections).

Read-only users who receive the notification. CC recipients are not able to respond to the tasks. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

Read-only users who receive the notification. BCC recipients are not able to respond to the tasks. Other users addressed in the email notification via the To, CC, and BCC fields will not be able to see any addresses in the BCC field. To search for users or groups, click (Browse) on the right of the text box to access the Select People and Groups dialog box. For more information on this dialog box, see Select People and Group dialog box.

The user or domain group that will appear as the sender of the message. This setting applies to email notifications only. If no user or domain group is specified, then the default From address configured for the farm is used. For more information on the default From address, see Messaging and notifications page.

The priority of the notification. Applies to email notifications only.

The title of the notification being sent. For Instant Message, the title is pre-pended to the body of the notification. You can manually specify the value or build the value dynamically at run time using  (Insert Reference). 

Adds a file attachment to the reminder. Applies to list and document workflows only. When selected, the following actions occur:

• Document workflow: Attaches the document on which the workflow is running to the reminder notification.
• List library: Sends the document attached to the list item in the reminder notification when the workflow is run.

Format of email notification. Select one of the following options.

• Rich Text enables italicize, bold, underline and indent information within the email notification using simple HTML styles provided by the SharePoint rich text tool bar.
• Plain Text is simply the text without any stylized formatting.

Select one of the following options.

• None: Does not follow any escalation path.
• Delegate task: Reassigns all pending tasks to the specified user after the specified time.
• Complete task: Auto-responds to all pending tasks. For the action Assign Flexi task, also sets the overall outcome of the action to the specified outcome after the specified time.

The countdown delay in days, hours, and minutes.

The total time is calculated by summing all fields, regardless of your configuration for Time calculation. For example, 4 days and 4 minutes will be calculated as 96 (24x4) hours and 4 minutes.

Limits the countdown to business days or hours only. Choose among the following options.

• During business days only: Excludes weekends and holidays from the countdown, but includes after-business hours on business days.

  For example, you select this option and specify a one-day delay for reminders. The first reminder for a task assigned Friday morning is sent Monday morning. (Assumes Monday to Friday work week.)

• During business hours only: Excludes after-business hours from the countdown.

  For example, you select this option and specify a four-hour delay for reminders. The first reminder for a task assigned at 4 pm on Wednesday is sent at 11 am on Thursday. (Assumes 8 am to 5 pm business hours.)

If you do not select either option, then the countdown includes all hours. For example, you specify a one-day delay for reminders. The first reminder for a task assigned Friday morning is sent Saturday morning. As another example, you specify a four-hour delay for reminders. The first reminder for a task assigned at 4 pm on Wednesday is sent at 8 pm on Wednesday.

To manage holidays for your site or site collection, see Manage holidays (sites and site collections).

(Displayed when Delegate task is selected.) User to delegate all pending tasks to.