Workflow Settings

In the Workflow Settings window, you can:

  • Define a name and description for the workflow.
  • Configure where the workflow tasks and history is stored in SharePoint.
  • Define start options for list workflows.
  • Define conditional start options for list workflows.
  • Enable component workflows for site workflows.

Open workflow settings

  1. Open the Designer page to create a new workflow or for an existing workflow. For information about how to open the Designer for list and site workflows, see Designer.
  2. On the toolbar, click Settings.

    3. The Workflow Settings window opens.

For more information about fields descriptions, see Workflow Settings window fields, buttons, and settings.

Section

Field

Description

Toolbar

 

 

 

 Saves the specified workflow settings.
Closes the Workflow Settings window.
Displays a feedback tool allowing you to provide feedback directly to Nintex.
Displays the Nintex for Office 365 online help.

(unlabeled)

 

 

 

 

 Name Name for the workflow. "New Workflow" is given as a default name.
Description Description for the workflow.
Workflow owner

The workflow owner.

This field has to be configured only if you want to send workflow failure alert notifications to the workflow owner. See, Production workflow failure alerts description below.

Task list

SharePoint task list for storage of tasks created by the workflow.

Note: When a workflow is published, if the associated task list is not available the default task list is used.

For information about how to create a new task list in SharePoint, see Create a task list in SharePoint.

History list

SharePoint workflow history list. History for each workflow instance is saved to the history list selected.

For information about workflow status and history, see View workflow status .

Start options

(Available only for list workflows.)

Configuration for how a workflow can be started. Select one of the options:

  • Start manually: Allows workflows to be started manually. For more information, see Start a workflow manually.
  • Start when items are created: Start the workflow automatically when a new item is created in the SharePoint list or document library.
  • Start when items are modified: Start the workflow automatically when an item is modified in the SharePoint list or document library.
    Note: 

    • Items modified using the Update List Item action in a conditionally started workflow doesn't trigger another conditional start workflow. As a workaround, the Office 365 update items action can be used to modify the item and trigger the next conditional workflow.

    • Any modification to an item will trigger conditional start when the condition is satisfied even if the modified field is not the field that was specified in the condition.

Start when items are created / Start when items are modified

Add condition

(Available only when Start when items are created or Start when items are modified is enabled as a Start option.)

Displays Edit conditions fields to define a conditional start configuration to the relevant item. The workflow will start when the item meets the specified condition.

Note: A list item created or modified by a conditional start workflow will have "SharePoint App" in the "Modified By" column.

For more information of the Add conditions fields and buttons, see Add conditions fields, buttons and settings

You want to organize a demo and target prospective customers that have sufficiently engaged with the trial of a product. A workflow that starts when certain conditions are met enables you to do this.

The sales leads for your department are organized into SharePoint lists with the following columns:

  • Product
  • Lead status
  • Trial type
  • Demo request

The table below shows example values for the sales lead list columns :

Product

Lead status

Trial type

Demo request

Product A

Lead

Completed

Yes

Product B

Qualified lead

Extended

No

Product C

Prospect

Sophisticated

Online

Product D

Proposal

 

Face to face

Product E

Contract offer

 

 

You want to start a workflow that will trigger scheduling a product demo for potential customers when the values of added list items or modified list items meet the following conditions:

  • Demo request = Yes

    • AND

  • Lead status = Prospect OR Qualified lead

    • AND

  • Trial type = Extended OR Sophisticated

Click the image below to see how the conditions above appear in Workflow Settings dialog box:

(unlabeled)

Component workflow

(Available only for site workflows.)

Enables the workflow to be started from another workflow or HTTPS-capable service or application. See, Component workflows.

Call Component workflow from

 

Other workflows in this Office 365 tenant

(Available only for site workflows when Component workflow check box is selected.)

Enables calling this workflow from other workflows in the Office 365 tenant.

External applications, using a HTTPS API endpoint

(Available only for site workflows when Component workflow check box is selected.)

Enables calling the workflows from external applications.
(unlabeled) Production workflow failure alerts

The user to get an alert if an instance of the workflow fails. The alert is sent as an email notification to the selected user if an instance of the worklfow fails.

Note: Alert notifications are sent only for failed production workflows.

For more information about the failure notification, see Workflow failure alerts.

You can select one or both of the following users to send the notification to:

  • Last user to modify the workflow: The email notification is sent to the last user that modified the workflow.
  • Workflow owner: The email notification is sent to the workflow owner. You can specify a user as the workflow owner in the Workflow owner field described in this table, see Workflow owner.

Note: Edit conditions are available only if Start when items are created or Start when items are modified are selected as a Start option.

Field

Description
Based on conditions / Edit conditions Expands/Collapses the Edit conditions section for the relevant Start option.

(Based on conditions / Edit conditions)

Opens options menu for conditions specified for Edit conditions. One or more of the following options will be displayed:

  • Disable condition: Ignores the condition.
  • Enable condition: Activates the condition to be applied for the start option.
  • Delete condition: Removes the condition.

(Condition branch)

Opens options menu for a condition branch. One or more of the following options will be displayed.

  • Promote: Changes the position of the condition branch to be a parent branch.
  • Demote: Changes the position of the condition branch to be a child branch.
  • Move up: Moves the condition above its preceding sibling branch.
  • Move down: Moves the branch below its subsequent sibling branch.
  • Delete: Removes the condition branch.

Note: Moving a condition up or down does not change the definition of conditions, instead it changes the order it appears in relation to sibling branches.
Logical operator determining relationship among sibling branches. Both the conditions must be True for the workflow to start.
Logical operator determining relationship among sibling branches. At least one of the conditions must be True for the workflow to start.

Displays options for adding a branch to conditions.

  • Sibling branch: Creates a branch at the same level
  • "And" child branch: Creates a child branch with And relationship between the sibling branches.
  • "Or" child branch: Creates a child branch with Or relationship between the sibling branches.