Data sources

Use the Data source page to create and manage data sources, which can be used to retrieve data from third-party services.

After you create the data source, you can use the Data lookup form control or External data variables on your form to display data from third-party services.

When you configure the Data lookup form control in forms or use the external data variables, your third-party service data will be accessible to form designers and participants (end-users).

With data source permissions, you can manage access for other users to use, edit, and delete data sources. For more information, see Assign data source permissions.

Note: Data sources are not currently supported for embedded forms. For more information, see Find a form URL or snippet.

Jump to:

You can create data sources for:

Access the Data source page

  1. On the top navigation bar, click Automate.

  2. On the left menu, click Data source.

Create a connection for your data source

You need to add a connection in your Nintex Automation Cloud tenant to configure a data source. You can use an existing connection to create a data source or if you want to use a new connection you must create the connection before you start configuring a data sourcen. For more information about creating a connection for your data source, see Connectors.

Caution:  Deleting a connection will impact all data sources and forms (with Data lookup form control) using that connection.

Create a data source

Note:  As a designer, you should either have Owners or Users permission for the required connection in order to use it to create a data source. For information about connection permissions, see Assign User and Owner permissions to connections. By default, users with administrator role will have the same rights as Owners of a connection.

  1. On the Data source page, click Add new.
  1. In the Add new section, do the following:
    1. Type a data source name and description.

      2. Note: The name must not include any of the following characters: < > " ' ` \ / { } [ ] % $ # * ^ ! @ ~ ? = , ;

    2. Select a connector service and the corresponding operation. For example:
      • Connector: Google Directory
      • Operation: Get groups

      Note:  Once the data source is saved, the Connector and Operation fields cannot be edited.

    3. Select a Connection.
    4. Configure the data source fields depending on the selected connection. For information about a specific connection, see Connectors.

      Note:  Any of the optional inputs in this section that are unpopulated will be configurable in the Nintex Forms designer Data lookup form control.

    5. Click Save data source.

      6. The permissions dialog is displayed.

    6. In the permissions dialog, you can do the following:
      • In the Data source owners field, type the name of the user, and select from the list.
      • In the Data source users field, type the name of the user, and select from the list.

      For information on user permissions, see Assign data source permissions.

    7. Click Save permissions.

      8. The newly added data source is listed in the Data source page. You can now use a Data lookup form control to display a list of input values from the connected third-party service.

Assign data source permissions

Permissions enable you to manage access for other users to use, edit, and delete data sources.

  Use

Edit

 Delete

Assign
permissions

Connection owners

 ✔ ✔ ✔ ✔

Data source editors

 ✔ ✔ ✔ ✘
Data source users ✔ ✘ ✘ ✘

Note: By default, users with administrator role will have the same rights as a Connection owner.

Follow these steps to assign data source permissions from the Data sources page:

  1. On the Data source page, click for the required data source.
  2. From the menu, select Permissions.

    3. The corresponding data source permissions window is displayed.

  3. To assign permissions:
    • In the Data source editors field, type the name of the user, and select from the list.
    • In the Data source users field, type the name of the user, and select from the list.
  1. Click Save Permissions.

Data sources columns, fields, and selections

Section Field or selection Description
Data sources Name Name specified when the data source is added. Example: Google Directory - Get groups
  Description Description to identify the purpose of the data source.
  Connector Connector specified when the data source is added. Example: Google Directory.
  Connection Connection used to create the data source is added. Example: GoogleDirectoryConnection.
  Date created Date and time when the data source is added.
  Created by Name of the data source creator.
  Date modified Date and time when the data source is edited.
  Modified by Name of the user that last edit the data source.
  Options ()

Lists the following options for the selected data source:

  • Edit: Allows you to edit the data source configuration except for Connector and Operation fields.
  • Permissions: Displays the data source permissions dialog where you can edit data source permissions.
    • Field Description
    Connector The connector that was selected when the data source was created. For example, Google Directory.
    Connection Name of the connection that is given when the connection was created.
    Connection owners List of users with owner access.
    Data source editors List of data source editors who can use and edit data source. Additionally, with connection owner permission, editors can update data source permissions.
    Data source users

    List of data source users who can use an existing data source created by another user. Additionally, with connection owner permission, users can update data source permissions.

  • Delete: Displays the Deletedata source dialog where you can delete a data source.
Add new Data source name Name of the data source to be created.
  Description Description to identify the purpose of the data source.
  Connector Lists the available connectors.
  Operation Displays the operation available for the selected Connector. For more information, see Connectors and Xtensions.
  Save data source Adds the data source in the Data sources page.
  Cancel Closes the Add new section.

Manage data sources

Editing data sources that are used in Data lookup form controls may impact the forms with the associated Data lookup form control.

You may encounter an error when editing a data source due to one of the following reasons:

  • It's an old data source and the operation for the data source may not exist or may have been updated.

  • The output of the Azure Active Directory - Query users action has been updated to include a collection variable named Users to store the properties of the users returned by the query. Existing Azure Active Directory data sources created before the output of the action was updated will work but you may see an error if you try to edit existing Azure Active Directory data source. If you want to leverage the new functionality in your data source you must create a new data source. If you want to use a new Azure Active Directory data source or if you encounter an error when you edit an existing Azure Active Directory data source:

    1. Delete the existing Azure Active Directory data source.

    2. Create a new Azure Active Directory data source.

    3. If you have any Data lookup form controls using the old Azure Active Directory data source, reconnect it to the new data source.

Before you start 

You can edit a data source, if you:

  • are the creator of the data source.
  • have Data source owners permission.
  • are the owner of the connection that is used in the data source. For more information, see Assign data source permissions.

    • By default, users with administrator role will have the same rights as an owner of a connection.

By default, if you are the owner of the connection that is used in the data source, you can edit data source permissions. For more information, see Assign data source permissions.

By default, users with administrator role will have the same rights as an owner of a connection.

Note: 

  • Any changes made to a data source will impact the forms with the associated Data lookup form control.

  • You cannot edit the Connector and Operation fields. Instead, you can add a new data source with the required connector and operation. For field information, see Data sources columns, fields, and selections.
  1. On the Data source page, click to the right of the data source that you want to edit.

    2. The Edit data source section appears.

  1. Update the configuration as required.
  2. Click Save data source.

    3. Once the data source is saved, you can configure the Data lookup form control to add a drop-down field to display a list of input values from the connected third-party service.

Before you start 

You can delete, if you:

  • are the creator of the data source.
  • have Data source owners permissions.
  • are the owner of the connection that is used in the data source. For more information, see Assign data source permissions.

    • By default, users with administrator role will have the same rights as an owner of a connection.

  1. On the Data source page, click for the data source that you want to delete.

    2. The Delete data source dialog appears.

  1. Click Delete.

    2. Note: Deleting a data source will impact the associated forms containing the related Data lookup form control.

  1. Click Save data source.

    2. The data source is removed from the Data sources page.

Example: Using a data source

In this example we will guide you on how to create a SharePoint Online data source to retrieve data from existing SharePoint Online lists.

Let's say you are creating a job application form that lets the applicants:

  • Choose the following field values from a drop-down:
    • Job Location
    • Job Type
    • Job Title

    The field selections will filter down the list of jobs available in another drop-down to select.

  • Add applicant details
  • Submit the form

In this example, we will also set conditions so that when a job applicant selects the Job Location, the Job Type drop-down displays the type that is only available for the selected location and subsequently the Job Title.

Assuming that we have the following:

For this example, we will need to create data sources to retrieve:

On the Data sources page, click Add new:

  1. For Data source name, type "JobLocations".
  2. For Description, type "Fetch locations".
  3. For Connector, select SharePoint Online.
  4. For Operation, select Query a list.
  5. For Connection, select the SharePoint Online connection created for the data source.
  6. Type the SharePoint site URL and click Retrieve lists.
  7. For List name, select the Locations list from the drop-down.
  8. For Columns, select Title and Location ID.
  9. For Item limit, type the maximum number of rows to fetch from the list.
  10. Click Save data source.

On the Data sources page, click Add new:

  1. For Data source name, type "JobTypeTitle".
  2. For Description, type "Fetch job type and title".
  3. For Connector, select SharePoint Online.
  4. For Operation, select Query a list.
  5. For Connection, select the SharePoint Online connection created for the data sourcee.
  6. Type the SharePoint site URL and click Retrieve lists.
  7. For List name, select the Jobs list from the drop-down.
  8. For Columns, select Title, Job Location, and Job Type.
  9. For Item limit, type the maximum number of rows to fetch from the list.
  10. Click Save data source.

    11. Click to expand

  1. In the dashboard, click Create workflow to open the Workflow designer.
  2. Click the Start event to open the configuration.
  3. Select Form in the Start from field.
  4. Select to make the form available in:
    • URL
    • Nintex Mobile and My Nintex
  5. Click Design Form.

    6. The form designer opens.

In the forms designer:

  1. Drag a Data lookup form control onto the form designer canvas.

    Click to expand

  2. To create data lookup for Job Location: Click on the data lookup form control to open the configuration panel.
    1. For the Title, type "Job Location".
    2. Click Data source configuration and do the following:
      1. Select JobLocations for the data source.
      2. Click Back to complete configuration.
    3. For Option label, select Title.
    4. For Option value, select Title.
  3. To create a data lookup for Job Type:
    1. Drag and drop a Data lookup form control onto the form designer canvas.
    2. Click on the data lookup form control to open the configuration panel.
    3. For the Title, type Job Type.
    4. Click Data source configuration and do the following:
      1. Select JobTypeTitle for the data source.
      2. Click Add condition and do the following:
        1. For When, select Job Location.
        2. For Operator, select equals (ignore case).
        3. For Value, click + Variable > Form controls.
        4. Hover over the Job Location variable and then click .
        5. Click Save condition.
      3. Click Back to complete configuration.
    5. For Option label, choose Job Type.
    6. For Option value, choose Job Type.
  4. To create a data lookup for Job Title:
    1. Drag and drop a Data lookup form control onto the form designer canvas.
    2. Click on the Data lookup form control to open the configuration panel.
    3. For the Title, type Job Title.
    4. Click Data source configuration and do the following:
      1. Select JobTypeTitle for the data source.
      2. Click Add condition and do the following:
        1. For When, select Job Location.
        2. For Operator, select equals (ignore case).
        3. For Value, click + Variable, click Form controls.
        4. Hover over Job Location variable and then click .
        5. Click Save condition.
      3. Click Add condition and do the following:
        1. For When, select Job Type.
        2. For Operator, select equals (ignore case).
        3. For Value, click + Variable, click Form controls.
        4. Hover over Job Type variable and then click .
        5. Click Save condition.
      4. Click Back to complete configuration.
      5. For Option label, select Title.
      6. For Option value, select Title.

  5. Add form controls for the applicant details:
    1. Drag a Text - Short control onto the form designer canvas.
      1. Click on the Text - Short control to open the configuration panel.
      2. Type First name in the Title field.
    2. Drag a Text - Short control onto the form designer canvas.
      1. Click on the Text - Short control to open the configuration panel.
      2. Type Last name in the Title field.
    3. Drag an Email control onto the form designer canvas.
      1. Click on the Email control to open the configuration panel.
      2. Type Email in the Title field.

  6. Click the Preview tab.

    7. A preview version of the form is displayed.

  7. Click Job Location.

    8. List of all the locations is displayed.

  1. Select a location and click on Job Type.

    2. The job types for the selected location is displayed.

  1. Select a job type and click on Job Title.

    2. The job title(s) available for the selected location and type is displayed.

    Click to expand

  1. Click the Designer tab and click Apply changes.

    2. You have now successfully created a form with the Data lookup form controls.

Troubleshooting

If you receive a publish error that states that you do not have permissions for data sources used in the workflow or that data sources used in the workflow have been deleted, attempt to resolve the error with these troubleshooting tips:

  • Verify that the relevant data sources have been created on the tenant where the workflow has been imported. If needed, Create a data source in the correct tenant.

    Note: Importing custom Xtensions is not currently supported.

  • Contact your administrator to Assign data source permissions.

  • Update the actions and forms where the data source has been used and replace it with the new data source. If needed, Create a data source.