Assign to-do 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.

Select this option to track assignee changes in Nintex Workflow. Assignee changes must be tracked to show new assignees in Nintex Workflow reports and web parts and to send Response Required notifications to new assignees.

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.

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

• All must respond: All assignees must complete the task before the workflow continues.
• First response applies: After the first response is received, all other tasks are set to "Not Required."

Content type for 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).

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 in the selected content type. The specified values are assigned to the fields when the task is created.

  Note: The selected content type must inherit from Workflow Task but not from Nintex Workflow Task. The later content type is reserved for the actions Request approval and Request review.

  • To add a field-value definition, select the field from the drop-down list and then fill in the value.
  • To remove a field-value definition, click (Delete).
• 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.

Date by which task should be completed.

Note: Nintex Mobile apps sort tasks by due date.

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 assignees as well as All Assignees (default). Individual assignee settings are retained separately from settings for All Assignees.

Select this option to track assignee changes in Nintex Workflow. Assignee changes must be tracked to show new assignees in Nintex Workflow reports and web parts and to send Response Required notifications to new 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.

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.