Reflects the current release of Nintex for SharePoint 2016. For your version, please access assistance through the Help button in the product.
Assigns a task to the specified user and requests a value for each specified data item. The workflow waits for task completion before continuing. At task completion, the submitted data item values are available within the workflow.
For more information on the task review process, see Approving, rejecting, and viewing tasks.
The fields and options displayed in the configuration settings dialog box for this action depend on the button clicked in the General ribbon. For more information, see General ribbon (configuration settings dialog box).
The following fields and options are displayed when you click Action in the General ribbon of the configuration settings dialog box for this action.
Section | Field | Description |
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(unlabeled) | Collect data from |
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. |
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Content type |
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.
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. |
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Content type fields |
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.
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. |
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Store attachment URLs in |
(Available when Allow attachments is enabled or when Publish task form is disabled.) Variable to store URLs of attachments added by the assignee. |
Task description |
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. |
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Allow delegation |
Allows assignee/approver/reviewer to delegate the task to another user. For more information, see Delegating approval tasks. |
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Task name |
Title of the task. |
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Enable responses by email using LazyApproval |
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. |
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Priority |
Value of priority flag for the task. For instructions on inserting references, see Insert references. |
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Due Date |
Date by which task should be completed. Note: Nintex Mobile apps sort tasks by due date. |
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Store action ID in |
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. |
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Store task ID in |
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. |
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Form type |
Type of form presented to the assignee. |
Item permissions |
Set user permissions to |
Sets the user permission on the item. |
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When task is complete, set user permissions to |
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. |
The Task Notification settings govern the initial task notifications sent to assignees, including new assignees as a result of delegation.
The following fields and options are displayed when you click Task Notification in the General ribbon for this action.
Field | Description |
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Delivery type |
Method for notification delivery. Select one of the following options.
Note: Nintex does not provide support for troubleshooting email, SMS, or OCS / Lync systems. |
CC |
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. |
BCC |
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. |
From |
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. |
Importance |
The priority of the notification. Applies to email notifications only. |
Subject |
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). |
Attachments |
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
To add a new file as an attachment
To delete an attachment
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(unlabeled field for format) |
Format of email notification. Select one of the following options.
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(unlabeled field for text) |
The body of the notification. Adapts to the selected format. Within the space provided, enter the content for the notification as straight text, references, or a combination. For instructions on inserting references, see Insert references. |
The Not Required Notification settings govern the not-required notifications sent to assignees/approvers/reviewers. Scenarios for use of the not-required notification follow.
The following fields and options are displayed when you click Not Required Notification in the General ribbon for this action.
Field | Description |
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Edit settings for |
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. |
Delivery type |
Method for notification delivery. Select one of the following options.
Note: Nintex does not provide support for troubleshooting email, SMS, or OCS / Lync systems. |
CC |
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. |
BCC |
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. |
From |
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. |
Importance |
The priority of the notification. Applies to email notifications only. |
Subject |
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). |
Attachments |
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
To add a new file as an attachment
To delete an attachment
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(unlabeled field for format) |
Format of email notification. Select one of the following options.
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(unlabeled field for text) |
The body of the notification. Adapts to the selected format. Within the space provided, enter the content for the notification as straight text, references, or a combination. For instructions on inserting references, see Insert references. |
The Reminders settings govern the optional notification reminders sent to assignees who have not yet completed their tasks.
The following fields and options are displayed when you click Reminders in the General ribbon for this action.
Field | Description |
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Number of reminders |
The number of reminders to be sent. |
Time between reminders |
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. |
Time calculation |
Limits the countdown to business days or hours only. Choose among the following options.
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). |
CC |
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. |
BCC |
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. |
From |
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. |
Importance |
The priority of the notification. Applies to email notifications only. |
Subject |
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). |
Attach file |
Adds a file attachment to the reminder. Applies to list and document workflows only. When selected, the following actions occur:
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(unlabeled field for format) |
Format of email notification. Select one of the following options.
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(unlabeled field for text) |
The body of the notification. Adapts to the selected format. Within the space provided, enter the content for the notification as straight text, references, or a combination. For instructions on inserting references, see Insert references. |
The Escalation settings govern the optional escalation behavior after all reminders have been sent and the specified time to escalation has elapsed.
The following fields and options are displayed when you click Escalation in the General ribbon for this action.
Field | Description |
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Escalation type |
Select one of the following options.
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Time to escalation |
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. |
Time calculation |
Limits the countdown to business days or hours only. Choose among the following options.
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). |
Delegate to |
(Displayed when Delegate task is selected.) User to delegate all pending tasks to. |
Comments |