Nintex Drawloop DocAutomation for Salesforce

Move beyond simple task automation to achieve intelligent process optimization natively in Salesforce, and go from quote to close to customer success more often with Nintex Drawloop DocAutomation for Salesforce.

What is Nintex Drawloop DocAutomation for Salesforce?

Nintex Drawloop DocAutomation for Salesforce is an app that allows you to access Nintex Workflow Cloud from within Salesforce. Without leaving Salesforce, you can use this app to:

  • Design Nintex workflows.
  • Monitor workflow activities.
  • Pause activities.

You can show Nintex workflow forms directly in relevant records. For example, show a discount approval workflow form in opportunity records.

The following sample animation shows a Salesforce user opening Nintex Drawloop DocAutomation for Salesforce and then editing a discount approval workflow.

Note: Instructions in this topic assume the use of Salesforce Lightning. The Nintex Drawloop DocAutomation for Salesforce app is also available in Salesforce Classic.

Before you start 

Salesforce is a customer relationship management (CRM) suite that offers applications with a focus on sales and support.

For more information on Salesforce, see the company website.

In the context of Nintex Workflow Cloud, Salesforce is a connectorService used to define a connection required for associated actions and start events. Examples include Salesforce and Box. Method of integration to cloud services, business applications and content stores.. For information on actions and start events available with Salesforce, see Connectors.

The Nintex Drawloop DocAutomation for Salesforce app must installed in a Salesforce organization with API access. See the Salesforce editions with API Access knowledge article for more information.

You can start a workflow whenever a new or updated file is detected (example: Box - New file), upload files on start or at any point in the workflow, generate documents from tagged templates, send and receive files via email, and manipulate files. File handling can be set up in your workflow start eventThe connector and event for triggering the workflow to run, including required configuration. An example is Box - New file, which triggers the workflow to run when a new file is uploaded to the specified folder. and actionsA tool for building the processes, logic, and direction within workflows..

Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow. This location is used for uploaded files and for files stored as output from actions.

In addition to handling files in workflows, you can start workflows from files in Box using Nintex Workflow for Box.

  • Generate documents from tagged templates using Generate document
  • Send and receive files via email; for example, see Assign a task
  • Manipulate files in services (see Connectors): 

  • For example, store any email attachments received by the task assignee.

    In the Designer page: 

    1. On the design canvas, click the action you want to configure.

    2. Find the output field for storing the file or set of files.

      For example, to store attachments received in task assignee email replies when they may attach multiple files, use the Assign a task Multiple file attachments option for the Store output field.

    3. In the output field, do one of the following: 

      • Select a variable.

        For output storing multiple files, select a collection variable. For output storing a single file, select a file variable.

        Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow.

      • Specify a file path.

        You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

      Availability of variable or path options for storing files varies by action. See Connectors and Workflow actions.

  • For example, reference the new Box file that started the workflow to attach it to a task email notification or reference an image received by the task assignee to generate an invoice document.

    Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow. This location is used for uploaded files and for files stored as output from actions.

    In the Designer page: 

    1. On the design canvas, click the action you want to configure.
    2. Find the field where you want to reference the stored file.
    3. In this field, do one of the following:

      • Select the file variable associated with the stored file.

        For example, select the variable for the new Box file that started the workflow or select the variable storing Multiple file attachments output from a task action.

      • Specify the file path where the file is stored.

        You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

        Both a file variable and a file path are used in the example image below for the Dropbox Business - Copy a file action. A file variable is selected for Source and a file path is specified for Destination.

        The variables "CountryVariable" and "Program" insert the values into the file path as determined by earlier workflow logic (in this case, fields in a submitted form). For example, if the person submitting the form selects Australia for country and specifies Inspire2017 for program, then the resulting file path is "/SpecialProgramNDAs/Australia/Inspire2017NDA.docx."

      Availability of variable or path options for referencing files varies by action and field. See Connectors and Workflow actions.

1

Get started with the Nintex Drawloop DocAutomation for Salesforce app

Getting started with the Nintex Drawloop DocAutomation for Salesforce app involves installing the app in your org, connecting to your Nintex Workflow Cloud tenancy, and granting app access to others.

Note: My Domain must be implemented in your Salesforce organization. Your Salesforce org URL indicates whether or not My Domain is implemented. For example, "https://acme.my.salesforce.com" implements My Domain; "https://na35.my.salesforce.com" does not.

  1. Download the app from AppExchange at the following link.

    https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000EJHPIUA5

    Note: To install an app from the AppExchange, you must have the Download AppExchange packages user permissions. For more information, see Installing Packages in Salesforce Application Installation Guide.

  2. In the detail page for the package, select Get It Now.

  3. Salesforce prompts you to log into your account. Use the credentials for the Salesforce organization where you intend to install the package.

  4. Choose whether to install the app into a production or sandbox organization.

  5. Agree to the terms and conditions and choose Confirm and Install!

    You may be prompted to login to Salesforce again.

  6. Choose Install for All Users (recommended) and click Install.

    Tip: You can modify access to security settings once the app is installed.

  7. In Approve Third-Party Access, select Yes, grant access to these third-party web sites and click Continue.

    You may get a message saying the app is taking a long time to install. This is common. You will get an email notification after the app installs.

  8. To confirm your installation: From Setup in Salesforce, click Installed Packages.

    You should see a package named Nintex Workflow listed with any other packages you may have installed.

    Your next step is to connect to a Nintex Workflow Cloud tenancy.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Connect to an existing or new tenant.

    1. From the Nintex Workflow Configuration tab, click Connect Existing Tenant.

    2. In Tenant Subdomain, type your Nintex Workflow Cloud subdomain and click Authorize Tenant.

      A popup window appears for you to authenticate.

    3. Type your Email and Password and click Sign In.

    1. From the Nintex Workflow Configuration tab, click Free 30 Day Trial.

    2. In Connect Nintex Workflow Cloud Tenant, type or select your information.

      Tip: You must use your business email address (no personal gmail or yahoo addresses, for example).

    3. Select I agree to the Terms and Conditions and click Start Free Trial.

    4. Check your email.

      Within a few minutes, messages arrive for the email address you supplied, containing the details you need to create a password and sign in to your tenancy.

    5. In Tenant Subdomain, type your Nintex Workflow Cloud subdomain and click Authorize Tenant.

      A popup window appears for you to authenticate.

    6. Type your Email and Password and click Sign In.

    Once you have connected to a Nintex Workflow Cloud tenancy, you're ready to grant app access to others.

Grant users access to the Nintex Workflow app (or component) and the connected Nintex Workflow Cloud tenancy.

You have to grant users access to both the Nintex Workflow app (or component) and the connected Nintex Workflow Cloud tenancy. This access granting is done in two places: 

  • In the app, you grant app or component access to Salesforce organization users.

  • In the tenancy, you create or update users with the required role to grant them tenancy access through the app. Required for app access.

When users from your organization launch the app, they are prompted to sign into the tenancy. To let others access the app, you will have to do all of the following: 

  • Grant users access to the app.

  • Create and distribute credentials for the tenancy.

  • Provide users the instructions for logging into the tenancy from the app (see "To sign into the tenancy from the app" below).

Tip: When you install and connect to a tenancy, you are automatically given access to the app (during install) and the tenancy (when you connect the app to the tenancy).

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow Configuration tab and navigate to Application Access.

  3. In the Available Users list, select the user name that you want, and then do one of the following.

    Tip: Filter the list of users to a profile by selecting that profile in Profile.

    • To grant component access only (when the component is added to the page layout for the viewed object), click the lower-most Add button (to the left of Application Users).

    • To grant dashboard and other access, click the upper-most Add button (to the left of Application Users).

    The following message appears: "User access has been updated."

    The available user is added to the app. The user name now appears in the Application Users list and that user has access to the app.

  1. In Nintex Workflow Cloud, access the User management page: Click Settings and then click User management.

    To access this page, your tenancy user must be assigned to the Administrator role. If you created a trial tenancy, you are assigned to this role.

  2. Click Add new.

  3. In the Add user section, specify an email address of the required domain by doing one of the following.

    • Manually type the full email address.

    • Select an email address that is already registered with Nintex: Type the domain to list existing email addresses and then select the email address you want.

      When you select a previously registered email address, the first and last names are pre-populated.

  4. For a new email address, enter the first and last names of the user.

  5. For role, select Designer or a role with higher permissions.

    The Designer role provides access to all functionality in the app. For more information about permissions in each role, see User management.

  6. Click Add.

    The new user is added to the list of users on the page and a green checkmark appears to the left of the user's email address. The checkmark remains until the page is refreshed.

    If the added user is already registered with the tenancy, then the user receives a reference email message with a permanent link to the Nintex Workflow Cloud tenancy.

    If the added user is not yet registered with the tenancy, then the user receives an email message to create a password before receiving the reference email message with the permanent link.

    Note: Passwords must have at least 8 characters including at least 3 of the following 4 types of characters: a lower-case letter, an upper-case letter, a number, a special character (such as one of the following: !@#$%^&*).

    For more information about adding users in Nintex Workflow Cloud, see User management.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow Configuration tab and navigate to Application Access.

  3. In Connect Nintex Workflow User, click Connect User.

    A popup window appears for you to authenticate.

  4. Type your Email and Password and click Sign In.

Start a Nintex workflow from Salesforce

You can start a Nintex workflow from Salesforce by submitting its associated form or otherwise satisfying the workflow's start event configuration. For example, a workflow configured to start on new lead records automatically runs when you create a lead record.

Salesforce users can submit forms directly from the record of interest when the workflow is configured to display in the Nintex Workflow component.

In the example animation, a Salesforce user submits a discount approval form for the "55 High Street" opportunity.

You can also start Nintex workflows by submitting forms on the web or in a Nintex Mobile app. The example image shows a web form capturing name and contact information related to a particular product of interest. In this example, the associated workflow automatically creates a lead record in Salesforce using the submitted information.

Make the form available publicly on the web or securely through Nintex Mobile. You can configure the workflow to create a lead record in Salesforce, add a note to a Salesforce object, or simply email you the captured information.

2

Add the component: Nintex Workflow

Let users in your org run Nintex workflows. When the Nintex Workflow component is added to the page layout for the related object, users in your Salesforce organization can view and run workflows from Nintex Workflow Cloud in the context of a given record.

In the example image, the Nintex Workflow component appears on the right of the page for an opportunity record.

Once the user submits the form, the associated workflow is started.

To show your workflow form in the Nintex Workflow component, select the event Nintex Workflow for Salesforce form.

Note: Make sure you grant component access to the intended Salesforce users.

  1. Select a record from an object.

    For example, select the ACME record from Opportunities.

  2. In the upper right, click (Setup gear) and click Edit Page.

  3. In the Lightning App Builder, from Custom - Managed, drag Nintex Workflow onto the page.

  4. Click Save.

To make the Drawloop Lightning Component available to your Lightning Experience users, you must activate the page. You can activate the page from the Save dialog when you save it for the first time, or later using the Activation button. For more information, see Activate Lightning Experience Record Pages in the Salesforce documentation.

Use the Nintex Drawloop DocAutomation for Salesforce app

You can design, browse, pause, import, export, and delete Nintex workflows from Salesforce. You can also monitor Nintex workflow activity and terminate instances from Salesforce.

You can design and edit Nintex workflows using the Nintex Workflow app. Set up a workflow form that starts from Salesforce, a form accessed via web or mobile, or a workflow that starts when a Salesforce record is created or updated.

The example image shows a discount approval workflow with a Salesforce action open for editing.

Follow these steps to set up a workflow start form that shows up in Salesforce. The example image shows a discount approval form available for submission from an opportunity record.

  1. Open the Start event configuration panel for a new workflow.

      In Lightning, click for the App Launcher, and then click Nintex Workflow.

    1. On the right of the Nintex Workflow Dashboard tab, click New Workflow.

      The workflow designer is displayed.

    2. In the workflow designer, click Start event to display its configuration dialog box.
  2. For Start from, select Salesforce.

  3. For Event, select Nintex Workflow for Salesforce form.

  4. For Connection, select your Salesforce connection.

    1. In the drop-down list for Connection, select Add new connection.

      The example image shows Add new connection being selected during start event configuration.

      Nintex for Salesforce form

      A window appears, prompting you for a connection name and an endpoint address. (The URL for the connector service, including domain, is indicated above the credential fields.) The example image shows the name "Support Group Salesforce" being entered as the name of the new Salesforce connection.

      The entered name is validated for uniqueness and additional configuration is validated as needed.

      If credentials are not stored in the browser for the selected connector service, then you are prompted for credentials.

    2. Enter credentials if prompted.

      Upon successful login, you are prompted to grant or deny access to Nintex Workflow Cloud.

    3. Click the option to grant access.

      The "Connection" window closes. Your newly added connection now appears in the Connection field.

  5. For Show embedded form on, select the object you want.

    You can type partial names to filter the list. The example image shows "opp" typed into the text box to limit selections to opportunity-related objects.

    Nintex Workflow for Salesforce form

    Start event variables are generated for your selected object and event. The example image shows a start event context variable for the opportunity ID.

    Nintex Workflow for Salesforce

  6. Click Design form to add fields to the form.

  7. To modify Salesforce objects while the workflow is running, drag a Salesforce workflow action onto the canvas and then open it for configuration.

    Example action updating an account to a channel partner type:

    Make sure you publish the workflow when you're done.

Follow these steps to set up a form available from the web or a Nintex Mobile app. The example image below shows a lead generation form on the web.

  1. Open the Start event configuration panel for a new workflow.

      In Lightning, click for the App Launcher, and then click Nintex Workflow.

    1. On the right of the Nintex Workflow Dashboard tab, click New Workflow.

      The workflow designer is displayed.

    2. In the workflow designer, click Start event to display its configuration dialog box.

  2. For Start from, select Form.

  3. Click Design form to add fields to the form.

  4. To modify Salesforce objects while the workflow is running, drag a Salesforce workflow action onto the canvas and then open it for configuration.

    Example action updating an account to a channel partner type:

    Salesforce update record

    1. In the drop-down list for Connection, select Add new connection.

      The example image shows Add new connection being selected during start event configuration.

      Salesforce Nintex Workflow Cloud

      A window appears, prompting you for a connection name and an endpoint address. (The URL for the connector service, including domain, is indicated above the credential fields.) The example image shows the name "Support Group Salesforce" being entered as the name of the new Salesforce connection.

      The entered name is validated for uniqueness and additional configuration is validated as needed.

      If credentials are not stored in the browser for the selected connector service, then you are prompted for credentials.

    2. Enter credentials if prompted.

      Upon successful login, you are prompted to grant or deny access to Nintex Workflow Cloud.

    3. Click the option to grant access.

      The "Connection" window closes. Your newly added connection now appears in the Connection field.

    Make sure you publish the workflow when you're done.

Follow these steps to design a workflow that starts whenever a Salesforce record is created (or updated, depending on your selection).

  1. Open the Start event configuration panel for a new workflow.

    1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

    2. On the right of the Nintex Workflow Dashboard tab, click New Workflow.

      The workflow designer is displayed.

    3. In the workflow designer, click Start event to display its configuration dialog box.
  2. For Connector, select Salesforce.

  3. For Event, select the event you want.

    The example image shows the update event being selected.

    Nintex for Salesforce - Update record start event

  4. For Connection, select your Salesforce connection.

    1. In the drop-down list for Connection, select Add new connection.

      The example image shows Add new connection being selected during start event configuration.

      Nintex for Salesforce form

      A window appears, prompting you for a connection name and an endpoint address. (The URL for the connector service, including domain, is indicated above the credential fields.) The example image shows the name "Support Group Salesforce" being entered as the name of the new Salesforce connection.

      The entered name is validated for uniqueness and additional configuration is validated as needed.

      If credentials are not stored in the browser for the selected connector service, then you are prompted for credentials.

    2. Enter credentials if prompted.

      Upon successful login, you are prompted to grant or deny access to Nintex Workflow Cloud.

    3. Click the option to grant access.

      The "Connection" window closes. Your newly added connection now appears in the Connection field.

  5. For Object name, select the object you want.

    You can type partial names to filter the list. The example image shows "opp" typed into the text box to limit selections to opportunity-related objects.

    Salesforce - Nintex Workflow Cloud

  6. Add variables for the fields of interest.

    The example image shows variables available for the Opportunity object in the selected Salesforce org.

  7. To modify Salesforce objects while the workflow is running, drag a Salesforce workflow action onto the canvas and then open it for configuration.

    Example action updating an account to a channel partner type:

    Make sure you publish the workflow when you're done.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflows tab to view existing workflows.

  3. To open the workflow for editing, do one of the following.

    • Click the name of the workflow you want to edit.

      In the example image, the workflow designer is clicking the workflow named "Sales Discount Approval."

    • On the right of the workflow you want, click to display its context menu and then select Edit.

    The workflow designer opens, showing the design of the selected workflow.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflows tab.

You can pause and resume published workflows from within Salesforce. While workflows are paused, events are ignored. That is, a paused workflow does not run, even if the configured workflow start event occurs. If the workflow is configured to start when a form is submitted, then nothing happens when the form is submitted.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow tab.

    All workflows on your tenancy appear.

  3. On the right of the workflow you want, click to display its context menu and then select Pause.

  4. Click Confirm.

    The status of the workflow is updated to "Paused."

Note:  Resuming a paused workflow will cause events in the past to be triggered and workflows to run.

  1. On the right of the workflow you want, click to display its context menu and then select Unpause.

  2. Click Confirm.

    The status of the workflow is updated to "Unpaused."

You can export and import workflows directly from Salesforce to share them among Nintex Workflow Cloud tenancies. Connections are removed from imported workflows, changing the status of associated start events and workflow actions to unconfigured. For example, an imported workflow that contains a Salesforce start event and action show both as unconfigured because the connection is no longer specified.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow tab.

    All workflows on your tenancy appear.

  3. On the right of the workflow you want, click to display its context menu and then select Export.

  4. 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 import key for an exported workflow.

    For instructions, see the previous procedure on exporting workflows.

  2. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  3. Click the Nintex Workflow tab.

    All workflows on your tenancy appear.

  4. On the upper right, click Import Workflow.

    The Import Workflow dialog box appears, listing fields for specifying the workflow import key and desired workflow name.

  5. Paste the copied workflow import key and enter the desired workflow name.

    The imported workflow appears at the top of the 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.

You can view and monitor workflow instances that are in progress or finished. The example image shows the instance details for a lead generation workflow instance that initiated at 3:33 p.m. and finished at 3:36 p.m.

If you encounter a problem, you can open a support ticket. Support tickets are useful when you need assistance troubleshooting an instance that is not behaving as expected.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow Instances tab.

    By default, the Instances list shows all workflow instances initiated during the last five days. For each workflow instance, the list indicates the name of the associated workflow and the initiated and completed dates.

  3. To filter the list, click Instances and then choose an option.

  • Click the instance name (first column).

    A summary of the current status appears.

  • Look under Instance Activities.

    A summary of the activities in this instance by workflow action appears. Information shown includes latest status and start and end times.

  1. For the instance that you want, access the Instance Details section as shown.

  2. Click Create Support Ticket and then follow the prompts to submit instance details to NintexSupport.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow tab.

    All workflows on your tenancy appear.

  3. On the right of the instance you want, click to display its context menu and then select Terminate.

  4. Click Confirm.

    The instance is terminated.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow tab.

    All workflows on your tenancy appear.

  3. On the right of the workflow you want, click to display its context menu and then select Delete.

  4. Click Confirm.

    The workflow is deleted from the tenancy.

3

Configure the Nintex Drawloop DocAutomation for Salesforce app

You can disconnect the app from tenancies or user accounts as well as remove users from the app and component.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow Configuration tab and navigate to Connected Tenant Details.

  3. Disconnect from the tenancy or user account as follows:

    • Connected to:, click Disconnect Tenant

    • Connected as:, click Disconnect User.

  4. In the confirmation message, click Disconnect Tenant or Disconnect User as appropriate.

    The app is disconnected from the tenancy or user account.

  1. In Lightning, click for the App Launcher, and then click Nintex Workflow.

  2. Click the Nintex Workflow Configuration tab and navigate to Application Access.

    Users listed on the right have access to the app or component; those under Application Administrators have access to the dashboard and other app items while those under Application Users have access to the component.

  3. On the right, select the user you want to remove and then click Remove.

    The example image shows the user "Pamela" being selected for removal from app access (Application Administrators).

    The following message appears: "User access has been updated."

    The user is removed from the app or component per your selection.

Legal notices

For the latest information, please see https://nintex.com/legal/.

Nintex Drawloop DocAutomation for Salesforce uses ApexMocks, which is governed by the following legal notice.

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