Workflow list

The Workflows page displays a list of your workflows and those shared with you. You can view the list of workflows you have access to and manage your workflows. You can:

  • Open, filter, share, export, import, or delete workflows.
  • Find URLs and snippets.
  • Manually start and pause workflows.

Users with an Administrator role can see all workflows across the tenancy.

When there are published Component workflows A workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event., you view the API endpoints and copy the associated OpenAPI Specification (OAS) and REST URLs to call the workflows from outside the Nintex Workflow Cloud tenancy.

Note: While workflows are paused, events are ignored. That is, a paused workflow does not run, even if the configured workflow start event occurs.

Important: If your workflow is configured to start when an item is updated and also includes an action that updates the same item, we recommend using different connections with separate accounts for the start event and action. For more information, see Best practices when designing workflows.

This page includes the following topics:

Access the Workflows page

The workflow list is displayed in the Workflows page.

  • On the top navigation, click Automate.

  • If you are already on Automate but on a different page, click Workflows on the left navigation.

Open the workflow designer

The Create workflow button that's available in the Workflows page opens the workflow designer. The workflow designer page is where you create, save, and publish workflows.

Note:  New workflows will run in engine v2 only, and workflows created in engine v2 can be tested and published in engine v2 only. For more information on the Nintex Workflow Cloud engine, see Workflow engine.

  • On the left navigation of the Workflows page , click Create workflow.

The workflow designer appears where you can begin creating a workflow. For more information about the workflow designer and creating workflows, see Workflow designer and Create a workflow.

Manage workflows

You can edit, delete, filter, edit tags, import, and export workflows with the options available in the workflows page.

Each workflow in the Workflows list has an options menu that lists options relevant to that workflow. While there are options common to all workflows there are some options that are only available to some workflows depending on the type of workflow or the status of the workflow.

  • To open the options menu, find the workflow you want and click that's displayed on the right of the workflow you want.

For information about all the different options available, see Options () .

Manually start a workflow

You can start an instance of a workflow manually. Starting the workflow initiates an instance An occurrence of a workflow. of the workflow and will be available on the Instances page.

Manual start is only available for:

Business owners can manually start a workflow with a SharePoint Online or Nintex - Form start event from the Workflow tracking page in My Nintex. For more information, see Start workflows with a SharePoint Online or Nintex - Form start event.

Note: When you manually start a workflow, you are prompted for values to simulate the start event.

  1. On the Workflows page, on the right of the workflow you want, click and then select Manual start from the options menu.

    The Manual start dialog box is displayed. The fields displayed depend on the type of start event.

  2. Enter the values based on the start event as described below:

    Note: Values entered and submitted through manual start are submitted as a simulation only. It does not create, or edit any record or object associated with the start event. The values entered in the form may be referenced by subsequent workflow actions in the workflow instance. After the workflow starts, all workflow actions execute as designed.

    Starting the workflow initiates an instance An occurrence of a workflow. of the workflow. Details about running and completed workflow instances are available on the Instances page.

Manage workflow permissions

Workflow permissions determines which users can access workflows and its instances. The workflows you can see and have access to in the tenant depend on your role. Users with:

  • Global administrator or Automation administrator role: Can see all workflows in the tenant.

  • Other users: Can view and edit workflows for which they have workflow owner permission.

A workflow owner or users with a Global administrator or Automation administrator role can assign and remove workflow permissions as required. You can assign individual users or groups as workflow and business owners.

  • Workflow owners: Workflow owners can assign workflow permissions, modify the workflow and view instances and tasks for that workflow. Users with an Administrator role have the same workflow permissions as workflow owners.

    Note: 
      • A workflow must always have at least one user or group as workflow owner.

      • You cannot remove yourself from the workflow owners list.

  • Business owners: Business owners are able to view instances and tasks for that workflow in the Workflow tracking page in My Nintex.

For more information, see My Nintex.

  Workflow owner Business owner
View workflow
Edit/Delete workflow
Pause workflow
Maintain My Nintex settings
Access instances in Automate
Access tasks in Automate
Assign workflow permissions
Access workflow tracking in My Nintex

To assign permissions:

  1. On the Workflows page, on the right of the workflow you want, click .
  2. Select Permissions from the context menu.
  3. From the Workflow permissions window that appears, do any of the following:
    • To assign all users with the Workflow owner or Business owner permissions:
      1. Click in the Workflow owners or Business owner field. A dropdown menu appears listing the users in the tenancy.
      2. Click Everyone.
    • To assign Workflow owner or Business owner permission to a group of users:
      1. Click in the Workflow owners or Business owner field. A dropdown menu appears listing the groups and users in the tenancy.
      2. Select the Group you want to assign permission to from the GROUPS list.
        • Hover over the name of the group and click Show members to see the list of members in the group.

      Note: GROUPS list is shown only if there are groups created in the tenant. For information about adding and editing groups, see Create, edit, and manage user groups.

    • To Workflow owner or Business owner permissions to an individual user:
      1. Click in or type the names of users in the Workflow owners or Business owner field. A drop-down menu is displayed with users related to your search query.
      2. Select the users you want to assign owner workflow permissions to.
  4. After you make changes, click Ok.

Regenerate a component workflow token

The tokens of component workflows that are close to expiring or have already expired must be regenerated. Component workflows that are close to expiring will have a warning icon and workflows that have already expired will have a red error icon appearing against the workflow name to make them easily identifiable.

Caution: Regenerating a token replaces the current active token, which will be invalid in 24 hours. Regenerating a token that is revoked or expired will make the component workflow become available for external start again. After the token is regenerated, you must update the external workflows or applications that call the component workflow with the new token.

Note: 
  1. On the Automate > Workflows page, on the right of the workflow that has the expired or warning icon, click and then select API endpoints.

  2. Click next to the Token field, and select Regenerate from the menu.
  3. A message appears asking you to confirm.

  4. Click Regenerate to confirm.
  5. The token is regenerated and the component workflow is valid for external start again.

My Nintex settings

Use My Nintex Settings to specify who has access to see the form submissions and task details and history of instances of workflows they have interacted with.

In My Nintex, participants can see forms they have submitted and tasks they have responded to. You can use the settings in this section to allow other participants that are part of the process to see the form submission and task history for instances of a workflow.

In Nintex Workflow Cloud, for a workflow instance a participant can be either the user who submitted the form or responded to a task. All participants can see the forms and all files uploaded to submitted workflow start event forms or task forms for a workflow instance, depending on the settings selected in My Nintex settings and File upload storage.

A participant has permissions to submit forms and close task forms via Nintex Mobile and My Nintex in the Nintex Workflow Cloud tenant.

Access My Nintex settings

  • On the Workflows page, on the right of the workflow you want, click and then select My Nintex settings from the context menu. The My Nintex settings panel is displayed on the right.

Important: By default all options are selected to give full visibility of all form submissions and task history to all participants who have interacted with an instance of a workflow.

Workflow initiator settings

  1. On the Workflows page, on the right of the workflow you want, click and then select My Nintex settings from the context menu. The My Nintex settings panel is displayed on the right.

  2. Select any of the following settings:

    • View submitted start form: The Workflow initiator is always able to see forms they submit and this check box is always selected by default.

    • View task details: When selected, Workflow initiators are able to view all the task outcome details in the details panel.

    • View completed task forms: When selected, Workflow initiators are able to view the completed task form through a link available in the details panel.

Task assignee settings

Note: Users can always view their own start form and task activity details.

  1. On the Workflows page, on the right of the workflow you want, click and then select My Nintex settings from the context menu. The My Nintex settings panel is displayed on the right.

  2. Select any of the following settings:

    • View submitted start form: When selected, all task assignees will have access to a link that opens the submitted form from the details panel in My Nintex. If this check box is not selected only the workflow initiator is able to see the link.

    • View task details: Whens elected, all task assignees are able to view all the task outcome details in the details panel.

    • View completed task forms: When selected, all task assignees can see the completed task forms in My Nintex.

    • Delegate tasks: When selected, assignees will have the ability to delegate tasks through the task activity feed in My Nintex.