Edit InfoPath Forms

This topic describes how to edit start and task forms using Microsoft InfoPath.

The Nintex Workflow InfoPath Forms feature allows workflow designers to edit start and task forms using Microsoft InfoPath.

InfoPath forms can be defined for start forms (accessed from Workflow Settings) and for the following actions.

  • Request data
  • Assign Flexi task
  • Request approval
  • Request review

Server requirements

  • The server must have Microsoft SharePoint Server 2019 or later installed (not just SharePoint Foundation 2019).
  • Clients must have Microsoft InfoPath installed.

Assigning form type

Nintex Workflow supports the use of the following form types.

  • Default: An .aspx form provided out of the box (not editable by end users)
  • InfoPath: Editable in Microsoft InfoPath
  • Custom: Pre-developed .aspx form

To assign the form type for an action

  • Open the action configuration settings dialog box, select the form type from the drop-down list for Form type, and then click Save.

To assign the form type for a start form

  • Open the Workflow Settings dialog box, select the form type from the drop-down list for Form type, and then click Save.

To edit a Microsoft InfoPath form

  1. Do one of the following to open the form in Microsoft InfoPath.
    • For an action, open the action configuration settings dialog box, click Edit Task Form, and then select Edit with Microsoft InfoPath .
    • For a start form, open the Workflow Settings dialog box, click Edit Start Form, and then select Edit with Microsoft InfoPath .
  2. In Microsoft InfoPath , edit the form as required, and then click Quick Publish (Ctrl+Shift+Q) to display the Save As dialog box.

  3. Specify a local location for the saved form.

    InfoPath requires you to save the form locally before it can publish to SharePoint. "Temp" can be used. The file saved to this location will then save the changes back to SharePoint and Nintex Workflow and not required to be used again; that is, the next time the form is edited, a new instance in InfoPath is created.

    Once the publish back to Nintex Workflow has completed, the "published successfully" message will appear.

  4. Close InfoPath.

    The form type will be automatically changed to InfoPath. The changes will take effect once the workflow is published.

Shared forms

When a workflow action using InfoPath is copied and pasted, the InfoPath form is shared by both actions by default.

  • Prior to editing the form in InfoPath, Nintex Workflow will confirm if the form is to remain a shared form or a separate instance of the form should be created.
  • Clicking OK will create a copy of the shared form. Changes to the form from this point onwards will apply only to this action. The original form will not be modified.
  • Clicking Cancel will edit the shared form. Changes will affect this action and all other actions using this form.

Important note

Nintex Workflow will automatically attempt to update fields in the InfoPath form when the action configuration changes. However, if the Cancel button within the form is modified, the form fields will no longer update automatically but can still be added manually in InfoPath. 

Data context (Advanced)

The InfoPath forms contain a data source called NWContext which provides additional information relevant to the current item, list and user permissions. A developer or designer can use this information to extend the functionality of the form.

To access the data source:

    • Click Show advanced view.
    • Change the Fields dropdown to NWContext.
    • A list of available context fields will be displayed.

These fields can be used to extend the functionality of the form. Some examples are:

    • Call a Nintex Workflow web service to delegate a task.
    • Show additional information to a site administrator.
    • Display information about the item the task is for.