Default file storage

 

Note: Default file storage will be deprecated soon and is not available in the APAC region. For more information about the deprecation and what you need to do, see the Default File Storage deprecation FAQ

  An administrator role is required. For information, see User roles.

The Default file storage page determines where received files are stored during the progress of a workflow instance.

The default file storage location holds files for later reference by workflows on your tenancy. This location is used for uploaded files and for files stored as output from actions.

Before you start 

Note: Default file storage will be deprecated soon. Read the FAQ.

Yes. Set up your tenancy's default file storage location to hold files for later reference by the workflow A method of streamlining manual and paper-based processes often comprised of unstructured tasks involving people, processes, and content.. When you have this location set up, you can store files received during the course of a workflow, whether from email replies, uploads, or action A tool for building the processes, logic, and direction within workflows. output. You can also store files attached to forms or included when starting Component workflows A workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event.. Files are stored while the workflow instance is in progress, so you can reference them throughout the workflow without using a file share connector.

This approach is helpful when you do not have a final location for a file at the current point in your workflow. For example, you may want to process email attachments received by task assignees before deciding which folder to use to store them, or even whether to store them at all.

In the context of start events, storage of file references applies to forms and Component workflows A workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event. only. Once you have the default file storage location set up, you can use files in these start events. With forms (Nintex - Form), add the File upload file control. With Component workflows (Nintex - Component workflow), create start event variables of file or collection type.

Other start events that work with files automatically store files in file share connector services, so storage is not required for referencing those files.

You can store files that are output from actions if the action configuration fields allow use of file or collection variables. For example, task actions include output options for email attachments received by the task assignee.

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

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 to multiple users Multiple file attachments output field.

  3. In the output field, select a file or collection variable. (Use a collection variable to store a set of files.) 

    Some fields are limited to either file or collection.

You can reference files that are output from actions, attached to forms, or included when starting Component workflows, if the action configuration fields allow use of file variables. For example, the Generate document action can reference an image received by a task assignee.

Availability of variable options for referencing files varies by action. See Connectors and Workflow 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, select the file variable associated with the stored file. For example, select the variable storing Multiple file attachments output from a task action.

    If the file you want is within a collection variable, loop through the variable first using the Loop for each action.

Note: Default file storage will be deprecated soon. Read the FAQ.

A default file storage location is required when you want to store files related to the following workflow logic:

A warning message appears in the configuration panel if you need to create a default file storage location for your workflow.

View and update the default file location

  1. On the top navigation bar, click Settings.

    The License and subscription page appears, with options on the left.

  2. On the left, click Default file storage.

    The Default file storage page appears, listing the currently specified default location for this tenancy (if any).

On the Default file storage page: 

  1. Select a Connector.

    You can choose only Box, Dropbox Business, Google Drive, and Microsoft OneDrive for Business as the connector.

  2. Select an existing connection associated with the connector you chose.

    3. If the list is empty, you must create a connection first. See Manage connections.

  3. Select a folder path using the folder browse icon ().

  4. Click Create to save your changes.

    The details for the new default are listed on the page.

On the Default file storage page: 

  1. On the right of the row for the currently specified default location, click and then select Edit. A warning message appears.

  2. Click Yes to confirm that you want to edit the default file storage.

  3. In the configuration fields that appear, edit the values you want to change.

  4. Click Update to save your changes.

    The updated details are listed on the page.

Note: Instances of workflows that handle files may not successfully complete if your tenancy has no default file location. Examples of workflow configuration for file handling include forms or start events that upload files and workflow actions that reference files, such as actions that get signatures for documents.

  1. On the Default file storage page, on the right of the currently specified default location, click and then select Delete. warning message appears.

  2. Click Yes to confirm that you want to delete the default file location.

    3. The default file location is removed.

Selection (column or field) Description
Name

Name of an existing connection that you can use for the default location. Example: 'HR Files' in your Box account

If the list is empty, you must create a connection first. See Manage connections.

Connector

Name of file storage application.

You can choose only Box, Dropbox Business, Google Drive, and Microsoft OneDrive for Business as the connector.

Default storage location

Folder path to use for the default location. Browse the folder structure of the selected connection using the folder browse icon (). Example folder path: /Incoming Files/

Date created

Date on which the default location was specified.

Options ()

Lists the following selections.

  • Edit: Displays the properties of the default location for editing.
  • Delete: Deletes the default location from the Nintex Automation Cloud tenancy.

Clicking each option displays a corresponding warning message that informs possible outcomes of your action. Click Yes to confirm your action.

Create

Creates the default file storage.
Update Saves changes to configuration.
Cancel Cancels any changes made to configurations.