Request approval

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.

Behavior for tasks with multiple approvers. Select one of the following options.

• All must approve: Each approver must approve the item for it to qualify as approved. If one of the users denies or rejects the item, the item will be considered denied or rejected.

• First response applies: The first response received is used for the overall outcome. All other pending tasks are set to "Not Required."
• Only one approval is required: The task is approved when the first approval response is received. All other pending tasks are set to "Not Required."
• Vote: The task is approved when the specified number of approval responses is received.
  • Approvals required (displayed when Vote is selected): The number of required approval responses. Must be a whole number equal to or less than the total number of approvers (Approvers field). 

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.

(Available when custom content types exist on the site.) Content type for the task. Must inherit from the parent "Nintex Workflow 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 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 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.

Scope of notification settings update. Lists individual approvers as well as All Approvers (default). Individual approver settings are retained separately from settings for All Approvers.

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 approvers as well as All Approvers (default). Individual approver settings are retained separately from settings for All Approvers.

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.