Configure User Defined Action (UDA) settings

User Defined Actions (UDAs) provide the ability to string together a predefined set of multiple workflow actions for workflow designers to use when creating a workflow. The UDA feature is similar to using workflow snippets, however a UDA will allow for Input and Output parameters to be defined which can then be used as a single action within a workflow.

An example of when a User Defined Action (UDA) might be useful is preconfiguring a web request workflow action and saving it as a UDA which a workflow designer can then drag and drop into their workflow without having to configure any of the settings within the web request workflow action. In addition to that, an input parameter can be defined for a user to provide their credentials for the web request and the output parameter for any values that might be returned by the web request.

Note: Only site administrators, site collection administrators, and farm administrators can manage UDAs.

Managing and configuring UDAs

A User Defined Action (UDA) can be defined globally for the farm in SharePoint Central Administration, for a specific site collection or for individual sites.

• Site collection level by promoting the User Defined Action (UDA), or;
• Web farm level by exporting and importing the User Defined Action (UDA).

To manage UDAs for a site

1. Navigate to the site home page.
2. On the top right, click (Settings), click Nintex Administration, then User Defined Actions.

To manage UDAs for the site collection

1. Navigate to the top level site home page.
2. On the top right, click (Settings), click Nintex Administration, then User Defined Actions.
3. Click Switch to site collection level settings.

To manage UDAs for the web farm

1. On the Central Administration Home page, click Nintex Administration.

2. Click User Defined Actions.

   Things to consider when using UDAs:

   For UDAs that have been modified but are currently in use in a workflow, the new settings of the UDA will only be in place once the workflow using the UDA is republished.

   • A User Defined Action (UDA) containing a disallowed action will still run, but can only be imported if the user importing has rights to use all the workflow actions in the UDA.
   • A User Defined Action (UDA) has a unique GUID ID. When importing a UDA, if the UDA has the same name but a different unique GUID ID, the UDA can be imported, however if the UDA has been renamed and an existing UDA with the same GUID ID exists, the user will be presented with options to overwrite or create a new UDA.

To create a User Defined Action (UDA) for a site

1. Navigate to the User Defined Actions page and click Create.
2. Design the User Defined Action (UDA) in the same manner you would to create any other Nintex Workflow. Refer to Getting started with the Nintex Workflow Designer on how to create a workflow.
3. Configure the User Defined Action (UDA) settings that you want.
4. Save and publish the User Defined Action (UDA).

To create a User Defined Action (UDA) for a site collection

1. Create the User Defined Action (UDA) in a site.
2. Once completed, return to the User Defined Actions page at the Site level.
3. Promote the User Defined Action (UDA).

To create a User Defined Action (UDA) for a web farm

1. Create the User Defined Action (UDA) in a site.
2. Once completed, return to the User Defined Actions page at the Site level.
3. Perform an export and import process of the User Defined Action (UDA).

To modify a User Defined Action (UDA)

UDAs for a Site and Site Collection level can be modified. However, UDAs on the web farm level will need to be modified at the site level and re-imported at the site collection level.

1. Navigate to the User Defined Actions page.
2. Select the User Defined Action (UDA) from the list, click the Modify button.

To delete a User Defined Action (UDA)

UDAs can be removed from a site, site collection or web farm level.

1. Navigate to the User Defined Actions page.
2. Select the User Defined Action (UDA) from the list, click the Delete button.

To import a User Defined Action (UDA)

1. In the User Defined Actions page, click the Import button.

   The Import a User Defined Action dialog appears.

2. Click the Browse button and locate the '.uda' file to import.

3. Click the Import button. When the settings page appears, click Publish.

   The User Defined Action dialog, with all its settings, should now be listed in the User defined actions list.

To export a User Defined Action (UDA)

1. In the User Defined Actions page, select a User Defined Action (UDA) from the list, and click the Export button.

   The export file will be created and will trigger the file download process in the web browser.

2. Click the Save button and follow the standard procedure for downloading and saving files from the web browser. Consult the web browser documentation for more information on downloading and saving files.

To promote a User Defined Action (UDA)

This procedure moves the User Defined Action (UDA) to be managed from the parent scope.

1. In the User Defined Actions page, select the User Defined Action (UDA) from the list, and click the Promote button.
2. In the Confirmation dialog, click the OK button.

Note: Once a site level User Defined Action (UDA) has been promoted to the site collection level it cannot be undone.

Analyze User Defined Actions

This function displays all workflows that currently use the User Defined Action (UDA). It provides information such as the Workflow name and Workflow Version that uses the UDA and the version of the UDA it's using.