Data sources

Use the Data sources 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 data source variables on your form to display data from third-party services.

When you configure the Data lookup form control in forms or use the data source 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 on embedded forms, see Find a form URL or snippet.

You can create data sources for:

Access the Data sources page

  1. On the top navigation bar, click Automate.

  2. On the left menu, click Data sources.

Create a connection for your data source

You need to add a connection in your Nintex Workflow 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 connection.

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

For more information about creating a connection for your data source, see Connectors.

Create a data source

Before you start 

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.

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.
  • Delete: Displays the Delete data 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 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 sources. 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 controls using the old Azure Active Directory data source, reconnect it to the new data source.

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:

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.

  • 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.