Assign Flexi task

Users and groups to be assigned the tasks when the workflow is run.

Enter external email addresses or enter SharePoint usernames, full names, or email addresses. 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.

Create individual tasks for all group members: Applies when groups are entered as assignees. When selected, assigns a task to each member of the group. When cleared (not selected), assigns a task to the group; the first response represents the entire group.

Groups expand to one level only. Groups within groups are not expanded.

Note: Users external to the SharePoint environment can only respond to tasks using LazyApproval. For more information, see Managing LazyApproval settings (farm level).

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

Allows task responses using LazyApproval. For more information, see About LazyApproval.

Description of task as it will appear on the task response form. Use this description to communicate additional information about the task. For instructions on inserting references, see Insert references.

Possible responses to the task. When completing the task, assignees must choose from one of the listed outcomes.

To add an outcome, click Add outcome and specify a name, optional description, and comments setting (Optional, Required, or None).

To delete an outcome, click (Delete).

Outcome behavior for tasks with multiple assignees. Select one of the following options.

• First response applies: The first response received is used for the overall outcome. All other pending tasks are set to "Not Required."
• Majority must choose a specific outcome: The majority of assignees must agree on the same outcome. If a majority is not reached, then the Outcome achieved variable is set to "No" and the overall task outcome is blank. As soon as Nintex Workflow determines that a majority cannot be reached, the action completes and all pending tasks are set to "Not Required."
• All must agree on a specific outcome: All assignees must select the outcome specified in Outcome. If any assignee chooses an alternative outcome, then all pending tasks are set to "Not Required," the Outcome achieved variable is set to "No," and the overall task outcome is blank.
• Majority decides: The outcome variable is set to the most popular outcome. If Nintex Workflow can determine the most popular outcome before all assignees have completed the task, then all pending tasks are set to "Not Required." If two or more outcomes have the same number of responses after all tasks are completed, then the Outcome achieved variable is set to "No" and the overall outcome is blank.
• All must agree: All assignees must agree on the same outcome. If an assignee responds with an outcome different from a previous respondent, then all pending tasks are set to "Not Required," the Outcome achieved variable is set to "No," and the overall task outcome is blank. 

(Displayed when selecting a "specific outcome" behavior.) The outcome related to the behavior option.

Variable to store the outcome for the action, depending on configured outcome behavior (Behaviour).

Variable to store whether or not an outcome has been reached ("Yes" or "No"), depending on outcome behavior (Behaviour).

Name of task as it will appear in the SharePoint task list. If left blank, the action's title will be used by default. For instructions on inserting references, see Insert references.

Content type for the task. Must inherit from the parent "Nintex Workflow Multi Outcome Task." Use this option to select an alternative task content type available on the site, to enable custom task response forms.

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.

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.

Type of form presented to assignees.

Variable to store IDs given to tasks. Variable type must be Integer, List Item ID, or Collection.

Sets the user permission on the item.

Sets the user permission on the item after the task has been completed. Use this setting for delegated tasks to give new assignees the necessary permissions to view the item.

Does not create branches on the design canvas for the action.

Adds a branch titled "Other" on the design canvas for undefined outcomes.

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.

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

Allows task responses using LazyApproval. For more information, see About LazyApproval.

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 Configuring notification 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 Configuring notification 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.

(Displayed when Complete task is selected.) Overall outcome to apply to the action. Does not have to be a possible outcome configured in the action.