Workflows

Use the Workflows page to manage workflowsA method of streamlining manual and paper-based processes often comprised of unstructured tasks involving people, processes, and content.. You can:

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

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

The Workflows page lists your workflows and those shared with you. Users with the Administrator role can see all workflows across the tenancy. For published Component workflowsA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event., this page also makes available the associated OpenAPI Specification (OAS)A standard, language-agnostic description of RESTful APIs that can be read by both humans and machines. Formerly known as Swagger. and REST URLs for calling the workflows from outside the Nintex Workflow Cloud tenancy.

View the Workflows page

Do one of the following: 

  • On the upper right of the dashboard (to the left of your user name), click Dashboard.

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

Create a workflow

On the upper left of the dashboard, click Create workflow. The designer canvas appears where you can begin creating a workflow.

Edit a workflow

Do one of the following:

  • On the Workflows page, click the name of the workflow you want.
  • On the right of the workflow you want, click and then select Edit from the context menu.

Assign workflow owner permissions

Workflow owners can assign workflow permissions and access workflows and associated workflow tasks and instances.

Note: Users with the Administrator role also have the same workflow permissions as workflow owners.

Assign workflow permissions to define which users can access workflows and provide workflow permissions to other users.

  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 Owners permissions:
      1. Click in the Owners field. A dropdown menu appears listing the users in the tenancy.
      2. Click Everyone.
    • To assign individual users with the Owner permissions:
      1. Click in or type the names of users in the Owners field. A drop-down menu appears to show 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.

Export and import workflows

  1. On the Workflows page, on the right of the workflow you want, click and then select Export from the context menu.

  2. To generate a key, click Generate Key.

    The generated key is listed along with its expiration date. You can now copy the key to import this workflow to this or another tenancy.

  1. Copy the workflow key for an exported workflow.
  2. On the upper right of the Workflows page, click Import.

  3. In the Import section, paste the copied workflow import key in the Workflow key field.

  4. In Workflow name, type a name for your workflow.

    5. The imported workflow appears at the top of the Workflow list with the specified workflow name. Imported workflows are set to Draft status, with Edited by set to the name of the user who imported the workflow.

Find URLs and snippets

You can find URLs for Component workflowsA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event. and formsA set of fields that accept user input.. You can also find snippets for forms.


For more information about Nintex - Form, see Nintex - Form.

  1. On the Workflows page, on the right of the workflow you want, click .

  2. From the dropdown menu that appears, select Form URL and snippet. A dialog box appears listing the workflow name and the URL for the web form.

    Note: This option is available for workflows configured with the start event Nintex - Form (Web form option) only. Note: For legacy forms configured with the start event Nintex - Public web form, the option is Public web form URL.

  3. To copy the URL of the web form, click the copy button for the link or copy the URL from its text box. Using this URL, you can paste it into a web browser to open the form or you can share the URL to interested parties.

    Alternatively, you can click the Open in new tab icon to directly navigate to the form in a new tab.

  4. To copy the code snippet for embedding the form on a web page, click the copy button for the snippet. Using this code, you can embed the form to your web page.

    5. To be able to copy the code, make sure that access to the Nintex - Form is set to Anyone with the form URL and the form is available as Web.

See Nintex - Component workflow for more information.

  1. On the Workflows page, on the right of the component workflow you want, click and then select {.} API endpoints from the context menu.

    The Component workflow dialog box appears. The workflow name is identified in the first section heading for the OpenAPI specification.

    Note: To reference the workflow name or identifier in your workflow design, use the related context variable. For example, you can insert this variable into an email message that is sent when the workflow runs, to pinpoint the workflow that sent the message. The workflow ID also appears in workflow URLs used for forms and Component workflows.

  2. To copy a URL or other item in the Component workflow dialog box, click Copy to the right of the item you want.

    Alternatively, you can copy the URL or item from its text box.

    You can now use the copied URL to view the JSON definition of the workflow and configure the tool or application of your choice to start workflows via HTTP REST calls. See Nintex - Component workflow.

Manually start, pause, and unpause workflows

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 context menu.

    The Manual start dialog box appears, listing fields corresponding to start event variablesA variable associated with the start event. Often referenced by actions in the workflow. For example, a start event variable might capture input in a form field.. For example, for the start event Box - New file, listed fields correspond to associated Box file attributes, such as Name and ID.

    Note: Start event variables are rendered and submitted as a simulation only. No record or object related to the start event is edited or created; however, once the workflow starts, all workflow actions execute as designed.

  2. (Optional.) In the Manual start dialog box, fill in the fields.

    Values entered and submitted through the manual start form do not interact with, create, or edit any record or object associated with the start event. For example, if the workflow start event configuration is Dropbox Business - New folder, then submitting the manual start form does not create a new folder in Dropbox Business. The values entered in the form may be referenced by subsequent workflow actions in the workflow instance.

  3. Click Start.

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

When a workflow is paused, it stops listening for the configured start event. Paused workflows never start.

  • On the Workflows page, on the right of the workflow you want, click and then select Pause or Unpause from the context menu.

Column or selection Description

Import

Displays the Import workflow section, with fields for the workflow import key and the workflow name.

Name

Workflow name specified when the workflow was saved or published. Drafts of published workflows include the icon .

Note: In your workflow design, use the context variable "Workflow name" to reference the workflow name. For example, you can insert this variable into an email message that is sent when the workflow runs, to pinpoint the workflow that sent the message.

Description

Workflow description specified when the workflow was saved or published. It appears below the name of the workflow.

Start event

Configured start event for the workflow.

Type

Workflow type as counted for subscription: 

  • Development: Intended for testing and development use only. Counts as a development workflow under your subscription license.

  • Production: Intended for production use. Counts as a production workflow under your subscription license.

Status

Published or draft status of the workflow.

Last edited

The date and time that the workflow was saved or published.

Edited by

The name of the user who saved or published the workflow.

Options ()

Lists selections relevant to the indicated workflow.

  • {.} API endpoints  (for Component workflows): Displays Component workflow URLs for the workflow.
  • Form URL & snippet (for form-triggered workflows): Displays the Public web form dialog box listing the workflow name, public web form URL, and code snippet for embedding the form into a web page.
  • Manual start (for published workflows): Displays the Manual start dialog box for manually starting the workflow.
  • Edit: Opens the workflow in the Workflow designer.
  • Delete: Deletes the workflow from the tenancy.
  • Pause: Ignores the configured start event if it occurs; does not start the workflow.
  • Unpause: Resumes listening for the configured start event and starts the workflow when it occurs.
  • Export: Displays the Export workflow dialog box, listing the following items.
    • Workflow name
    • Workflow key and Copy button (or Generate button)
    • Valid until date (expiration for current key)
  • Permissions: Displays the Workflow permissions dialog box for managing who has access to the workflow.
  • Instances: View all instances of this workflow that were initiated in the past five days.