Data source variables

You can use data source variables to display data from third-party services in a Nintex Workflow Cloud form. You just need to connect the data source variable to the right data source. With data source variables, you can fill forms faster and ensure that the data entered is correct because data from third-party services is displayed automatically.

You can add data source variables to Label controls or populate a form control through a rule in the Rules tab, and you must specify a data source to complete the configuration.

For example, if you want to display an ID from a SharePoint list, you need to add a data source variable that is connected to a SharePoint data source. You can then select the newly added data source variable and insert the SharePoint ID into your form. Once added, you can also use the data source variable in form rules. For example, you can add a rule to display the ID only when a particular condition is met.

You can currently select only data sources that are linked to the following Connectors:

  • Azure Active Directory

  • SharePoint

To ensure that critical data is made available, yo can also control the form's ability to be submitted should data source variables time out, not resolve, or have errors. For more information on the setting for form submissions, see Settings.

Add and insert data source variables

You can add a data source variable from a Label control or from a form rule.

  1. Do one of the following to open the Insert panel:

    • If you are configuring a Label control, do the following:

      1. In the Designer tab of the Form designer, drag the Label control onto the canvas.
      2. Click the control to open the configuration.
      3. Click or hover over the Text field, and click Insert.
    • If you are configuring a form rule, do the following: 

      1. In the Rules tab of the Form designer, add or edit a form rule.

      2. In the Then field, select a Label control, and then select Text.

      3. In the third field that appears, click Insert.

  2. In the Insert panel, click External data.

  3. In the panel that appears, click Create data source variable.

  4. Specify a Name.

  5. Specify a data source.

    Fields are displayed depending on the specified data source and the Connector linked to the data source.

    Note: You can currently select only data sources that are linked to Azure Active Directory or SharePoint.

  6. Specify the required details related to the data source.  

    Note: When configuring a condition for the data source variable, currently, you can use only form variables or form controls.

    For more information on data sources and Connector fields, see Data sources and Connectors.

  7. Click Create variable.

  8. Navigate to the variable that you want to insert, and then click Insert.

    The variable is added to the Text field of the Label control.

  9. If you want to deny form submissions when data source variables have errors, do not resolve, or time out, go to the General settings page to enable or disable the toggle for form submissions. For more information, see Settings.

Use data source variables in rules

You can add a rule to display a data source variable only when a particular condition is met, such as when a specific data is selected from a form control.

  1. In the Rules tab of the Form designer, click Add form rule.

  2. Specify the Name of the form rule.

  3. In the first field for If, select a form control, and in the second field, select Is selected or Is not selected.

  4. In the first field for Then, select a Label control, and then in the second field, select Text.

  5. In the third field that appears, click Insert.

  6. Click External data, and insert the data source variable that you want to be displayed when the condition is met.

  7. Click Create rule.

    For more information on adding rules, see Rules.