Nintex for Office 365

Assign a task

Depending on configuration, this action may not be fully bounded by your Office 365 tenancy. When using external configuration, the action either calls outside of the tenant or executes on servers potentially running outside your region. When using in-tenant configuration, the action executes within your Office 365 tenancy. Before implementing, consider performance and regional concerns where digital boundaries are an issue.

Nintex in a Minute: Assign a Task Action

Nintex in a Minute: LazyApproval

Assigns a task to a single user and directs the workflow based on the task outcome.

What can I do with this workflow action?

You can assign tasks to single users, such as leave requests to managers. In the example leave request workflow described in Automate leave request notifications, this action is used to route the leave request to the manager of the person who submitted the request. Related action configuration details are covered in Create the leave request workflow.

External configuration

Under the following external configuration, this action is not fully bounded by your Office 365 tenancy as it either calls outside of the tenant or executes on servers potentially running outside your region.

Action settings

Following are the fields and options visible in the configuration settings dialog box for this action. For more information about the configuration settings dialog box, see Configuration settings dialog box.

Section Field Description
(none) Participant

The participant list contains the user who will be assigned the task when the workflow runs.

Required format: 

  • Manager of workflow initiator: Email address or username. For references, use Manager email address or Manager login name.
  • Others: Email address, username, or full name.

    The entry is resolved where possible against SharePoint profiles. If configured by your administrator, SharePoint profiles may be populated from Active Directory.

Note:  Email recipients are restricted to those with email accounts in the Office 365 tenancy.

Note:  When using LazyApproval, email messages addressed to SharePoint groups are transmitted only if "Everyone" is selected for the group setting "Who can view the membership of the group." If this setting is not selected, then email messages are not transmitted. For more information on SharePoint groups, see https://support.office.com/en-US/article/Create-and-manage-SharePoint-groups-B1E3CD23-1A78-4264-9284-87FED7282048.

The lookup symbol () allows you to use lookups. For more information, see Work with lookups.

(none) Task Title

Allows the title of the task to be defined. This title appears in a SharePoint task list.

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

(none) Description

Allows the description of the task to be defined.

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

(none) Due Date

The date the task must be completed by. The task is considered overdue if not completed by this date. This date is used to graphically represent the due date within the Task Management capabilities of SharePoint Online.

For information about using lookups from the drop-down list, such as List Lookup, see Work with lookups.

The calendar icon () allows you to select a date, hour, and minute using a calendar interface.

To use the current date, select the check box Use date when action is executed. This selection returns UTC midnight.

(none) Related Item

Relevant items related to this task.

(none) Task outcomes

Define two or more uniquely named outcomes. Each outcome results in a branch of child actions.

Note: If LazyApproval is enabled, then the assignee can use the task outcomes in their email replies. For more information about LazyApproval, see LazyApproval.

The Task Outcomes section has a default view and a content type view.

Default view: Use this view to create outcomes during action configuration.

  • Outcome label text boxes: Editable labels for outcomes. The default outcome labels are Approved and Rejected.
  • Delete Outcome () (option available when three or more outcomes exist): Deletes task outcome from list.
  • Add Outcome: Adds another outcome label text box for naming a new outcome.
  • Use existing predefined content type: Displays the content type view.

Content type view: Use this view to create outcomes using previously defined content types.

  • Content Type: Lists content types defined in SharePoint. The selected content type determines the available fields.
  • Field: Lists fields defined for the selected content type. The selected field determines the choices used as outcomes.
  • Choices: Lists the choices for the selected field. The listed choices are used as outcomes for this action.
  • Define outcomes for task: Displays the default view.

To edit the task form for this action, click Edit Task Form in the ribbon of the configuration settings dialog box. For more information, see Design workflow forms (task forms).

Note: You can move branches contained in this action using the action context menu on the design canvas. Click the arrow to the right of the branch name and then select the desired option. For more information, see Action context menu.

(none) Default Outcome

Indicates the outcome to be used if the task is not successfully completed.

(none) Allow LazyApproval

When this check box is selected, the workflow outcome can be captured via an email response. For more information, see LazyApproval.

Default: Selected.

(none) Delivery method

(Available when the Allow LazyApproval check box is selected.)

Specifies the delivery method. Select one of the following values:

  • Email only: When selected, the assignee receives a customized email only, and not an Actionable Message, even when opening a task email in MicrosoftOutlook.
  • Email with Actionable Message (default): When selected, the assignee receives an Actionable Message from the workflow designer when the email is opened in Microsoft Outlook).
  • Actionable Message only, if supported: When selected, the assignee receives an Actionable Message, and not a customized email, when opening a task email in Microsoft Outlook.

    Note: The email body configuration will be hidden if the Actionable messages only delivery method is selected. Applies to the initial and reminder emails.

    See also Actionable Messages.

    Learn about delivery methods

    Note: If the user opens the email in a program that is not Microsoft Outlook, they will receive a standard LazyApproval email and not an Actionable Message.

(none) Comments

(Available when Email with actionable message or Actionable message only is the selected delivery method.)

Allows users to add a comment when responding to a task.

(none)

Open task form in the selected mode

Controls the system response when the task form is opened by clicking the URL in the email message. Select one of the following options.

  • View mode: Displays the task in view mode. The user must click the edit option to fill out and submit the task form.
  • Edit mode (default): Displays the task in edit mode. The user is immediately able to fill out and submit the task form.

Assignee options Wait for task completion

When this check box is selected, the workflow pauses until the task has been marked as complete before proceeding to the next action.

Default: Selected.

Initial email options Actionable Message example

(Available when Email with Actionable Message or Actionable Message only, if supported delivery method is selected.)

Shows preview of Actionable Message in a new browser tab.

Initial email options Subject

The subject is the title of the task creation email being sent.

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Initial email options Email body

Within the space provided, enter the content of the email. Use the Rich Text editor to display formatted text, pictures, hyperlinks and HTML in a workflow action. Click in the email body area to enter or edit content.

Note: If no font is specified, then font is inherited from the platform used to send email. For example, if email is sent using Outlook, then its default font is used (typically Times New Roman).

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Reminder email options Actionable Message example

(Available when Email with Actionable Message or Actionable Message only, if supported delivery method is selected.)

Shows preview of Actionable Message in a new browser tab.

Reminder email options Send reminder email

When this check box is selected, a reminder email is sent to the task owner when the task becomes overdue (as determined by the due date). The following options are displayed when the check box is selected.

  • Frequency: Select a frequency option: 
    • Daily
    • Weekly
    • Monthly
  • Number of times to repeat: Enter the number of times to repeat. Default value: 1.

For example, to send reminders every week for four weeks, select Weekly for Frequency and enter 4 for Number of times to repeat.

Reminder email options Subject

The subject is the title of the task overdue reminder email being sent.

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Reminder email options Email body

Within the space provided, enter the content of the email. Use the Rich Text editor to display formatted text, pictures, hyperlinks and HTML in a workflow action. Click in the email body area to enter or edit content.

Note: If no font is specified, then font is inherited from the platform used to send email. For example, if email is sent using Outlook, then its default font is used (typically Times New Roman).

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Cancellation email options Subject

The subject of the email that will be sent out when a task is canceled.

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Cancellation email options Email body

Within the space provided, enter the content of the email. Use the Rich Text editor to display formatted text, pictures, hyperlinks and HTML in a workflow action. Click in the email body area to enter or edit content.

Note: If no font is specified, then font is inherited from the platform used to send email. For example, if email is sent using Outlook, then its default font is used (typically Times New Roman).

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

Escalate and auto-complete options Escalate or auto-complete

Select one of the following options.

  • Do nothing
  • Escalate to person or group: Assigns the task to the specified person or group on the specified date.
  • Auto-complete the task: Updates task status to the specified outcome on the specified date.

Default value: Do nothing

Escalate and auto-complete options

Escalate on / Auto-complete on

The date on which to escalate or auto-complete the task.

To add days, minutes, or hours (business or calendar), select the unit for Add and then specify the value by entry or lookup.

Note: Business days, minutes, and hours are calculated using the work week defined in the regional settings for the SharePoint site. For more information, see the Microsoft article Change regional settings for a site.

For information about using lookups from the drop-down list, such as List Lookup, see Work with lookups.

The calendar icon () allows you to select a date, hour, and minute using a calendar interface.

To use the current date, select the check box Use date when action is executed. This selection returns UTC midnight.

(Displayed when Escalate to person or group or Auto-complete the task is selected for Escalate and auto-complete options.)

Escalate and auto-complete options

Task outcome

The outcome to use when updating task status.

(Displayed when Auto-complete the task is selected for Escalate and auto-complete options.)

Escalate and auto-complete options

Escalate to

The user or group to assign the escalated task.

Note: Once the task is escalated, the original participants can no longer update the task status.

Required format: 

  • Manager of workflow initiator: Email address or username. For references, use Manager email address or Manager login name.
  • Others: Email address, username, or full name.

    The entry is resolved where possible against SharePoint profiles. If configured by your administrator, SharePoint profiles may be populated from Active Directory.

Note:  Email recipients are restricted to those with email accounts in the Office 365 tenancy.

Note:  When using LazyApproval, email messages addressed to SharePoint groups are transmitted only if "Everyone" is selected for the group setting "Who can view the membership of the group." If this setting is not selected, then email messages are not transmitted. For more information on SharePoint groups, see https://support.office.com/en-US/article/Create-and-manage-SharePoint-groups-B1E3CD23-1A78-4264-9284-87FED7282048.

The lookup symbol () allows you to use lookups. For more information, see Work with lookups.

(Displayed when Escalate to person or group is selected for Escalate and auto-complete options.)

Escalate and auto-complete options

Inform original participants

When selected, sends email to original participants of task in addition to the person or group selected for escalation.

Note: If you intend to notify original participants of the escalation, consider adding indication of the new assignee to the subject or email body of the notification.

(Displayed when Escalate to person or group is selected for Escalate and auto-complete options.)

Escalate and auto-complete options

Subject

The subject of the email that will be sent out when a task is escalated or auto-completed.

(Displayed when Escalate to person or group or Auto-complete the task is selected for Escalate and auto-complete options.)

Escalate and auto-complete options

Email body

Within the space provided, enter the content of the email. Use the Rich Text editor to display formatted text, pictures, hyperlinks and HTML in a workflow action. Click in the email body area to enter or edit content.

Note: If no font is specified, then font is inherited from the platform used to send email. For example, if email is sent using Outlook, then its default font is used (typically Times New Roman).

Advanced Lookup: Displays available lookups. Click Insert to insert the specified configuration into the field. For more information, see Work with lookups.

(Displayed when Escalate to person or group or Auto-complete the task is selected for Escalate and auto-complete options.)

 

(none)

Task ID

Indicates the list item ID of the task that will be created. The ID is recorded by the collection after the task action is complete.

The ID can be used to query the task list and capture information such as who responded, their comments and response. For more details, read blog: Query Task IDs for Multiple Approvers

To store the Task ID: Select or create a workflow variable to store the task ID.

Note: If you previously configured this action, you have a new option to store the ID instead of the GUID of the task. We recommend storing the ID instead of the GUID. Once saved, the ID replaces the GUID option.

Related information

Working with tasks