Manage connections

Use the Connections page to set up and manage connections Credentials and other settings that enables workflows to communicate with external systems, services, or applications. It's required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store. for passing data between workflows or agentflows on your tenancy and connectors A software component that allows seamless integration with third-party services, business applications, and content stores. Examples include Salesforce, Box, and Microsoft SharePoint. Connectors are used to create connections required for workflow actions and start events.. You can add, edit, and delete connections, as well as identify invalid connections. You can also Assign User and Owner permissions to connections.

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Important: 

  • You can create up to 1000 connections per tenant.

  • If your workflow is configured to start when an item is updated and also includes an action that updates the same item, we recommend using different connections with separate accounts for the start event and action. For more information, see Best practices when designing workflows.

View the Connections page

To view the Connections page:

  • Go to Workflows > Connections.

  • Go to Agents > Connections.

Add a connection

Note: This video was recorded using the classic navigation. If you're using the new navigation, you may notice differences in layout and menus. While the overall functionality remains the same, navigation steps may vary slightly.

  1. Obtain credentials and other requirements.

    Browser-stored credentials are accessed for new connections. Either clear credentials from memory or make sure the stored credentials are for the correct environment. For example, if you intend to create a connection to a Salesforce sandbox environment, then make sure the browser-stored Salesforce credentials are for the sandbox environment rather than another Salesforce environment.

    For other items required for your connection, see Connectors.

  2. Go to Workflows > Connections Or Agents > Connections.

  3. Click Add connection.

  4. In the Add connection panel:
    1. Select a Connector service, such as Salesforce.
    2. Click Next.
    3. In Connection settings, enter a Connection name.

      4. Note: The name must not include any of the following characters: < > " ' ` \ / { } [ ] % $ # * ^ ! @ ~ ? = , ;

      To make it easier to identify connectors created, we recommend using a name that is easily identifiable. You can use a naming convention such as the one given below:

      Environment Name-EnvironmentURL-Username

      For example, SFDC Sandbox-https://<environment>.com-username@domain.com

    1. Complete other fields as required. See Connectors.

    2. Click Connect.

    The entered name is validated for uniqueness. You are prompted for login credentials to the selected connector service. The URL for the connector service, including domain, is indicated above the credential fields.

  5. Enter login credentials for the connector service.

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

  6. Grant access to Nintex Workflow.

    The connection is available for use in workflows and agents, including start events and actions.

  1. Access the designer: 

    • Existing workflow or agent : Go to Workflows > All workflows or Agents > Connections and select the required item.

      • (Or)

    • New workflow or agentflow: 
      • Go to Workflows > All workflows and click Create workflow.
      • Go to Agents > All agents and click Create agentflow.
  2. Click the connector action or select the start event you want to add the connection to, or drag an action into the workflow or agentflow and select it.

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

  4. In Connection settings, enter a Connection name.

      Note: The name must not include any of the following characters: < > " ' ` \ / { } [ ] % $ # * ^ ! @ ~ ? = , ;

      To make it easier to identify connectors created, we recommend using a name that is easily identifiable. You can use a naming convention such as the one given below:

      Environment Name-EnvironmentURL-Username

      For example, SFDC Sandbox-https://<environment>.com-username@domain.com

  5. Complete other fields as required. See Connectors.

  6. Click Connect.

    The entered name is validated for uniqueness. You are prompted for login credentials to the selected connector service. The URL for the connector service, including domain, is indicated above the credential fields.

  7. Enter login credentials for the Connector service.

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

  8. Grant access to Nintex Workflow.

    The connection is available for use in workflows and agentflows, including start events and actions.

Edit, delete, and assign permissions to connections

  1. Go to Workflows > Connections or Agents > Connections.
  2. To the right of the connection you want to edit, click .
  3. Select Edit from the options menu.
  4. Edit the Connection name, if needed.
  5. Edit other fields as needed. See Connectors.
  6. Click Connect.
  7. Complete the authentication process.

  1. Go to Workflows > Connections or Agents > Connections. .

  2. To the right of the connection you want to delete, click .

  3. Select Delete from the options menu.

There are two types of connection permissions: Owners and Users.

Permissions for Owners include the following:

  • Assign Owner/ User permissions to other tenant members.
  • Use, edit, or delete connections.

Permissions and restrictions for Users include the following:

  • Use existing connections in the designer.
  • Users cannot assign connection permissions to other tenant members.
  • Users cannot edit and delete connections.
Note: 
  • The tenant member who creates a connection has Owners permissions by default.

  • Administrators have Owners permissions to connections in the tenant.

Follow these steps to assign connection permissions from the Connections page:

  1. Go to Workflows > Connections or Agents > Connections. .

  2. To the right of the connection to which you want to assign permissions, click .

  3. Select Permissions from the options menu.
  4. In the window that appears:
    • To assign all tenant members the Owners or Users connection permissions:
      1. Click in the Owners or Users field.
      2. Click Everyone.
      3. Click Save permissions.
    • To assign a group of users the Owners or Users connection permissions:
      1. Click in the Owners or Users field.
      2. Select the Group you want to assign permission to from the GROUPS list.
        • Hover over the name of the group and click Show members to see the list of members in the group.
      3. Click Save permissions.

      For information about adding and editing groups, see Create, edit, and manage user groups.

    • To assign individual tenant members the Owners or Users connection permissions:
      1. Type the name in the Owners or Users fields.
      2. Select the users to whom you want to assign permissions.
      3. Click Save permissions.

Identify invalid connections

  1. Go to Workflows > Connections or Agents > Connections.
  2. Under the Name column, look for any instances of the invalid indicator ().
  3. Click .
  4. Select Edit from the options menu.
  5. Update the configurations as required.

Column or selection Description

Add connection

Displays the Add connection panel with fields for connector and connection. Additional fields are displayed for some connectors.

Note: You can also add connections while designing your workflow or agentflow. For designer steps to add connections, see Connectors.

Connection name

Connection name specified when the connection was added. Example: MySalesforceEnvironment.

Note: If the connection has become invalid due to expired credentials or some other reason, then the invalid indicator () appears to the left of the connection name.

Connector

Connector specified when the connection was added. Example: Salesforce.

Date created

Date and time when the connection was added.
Created by The name of the user who created the connection.

Options ()

Lists the following options for the indicated connection.

  • Edit: Allows you to re-authenticate and rename the connection.
  • Permissions: Allows you to assign permissions for connections.
    • Owners: Owners can assign connection permissions, and use, edit, or delete connections. Note that users with the Administrator role also have the same connection permissions.
    • Users: Users can use connections in the Designer page. Users cannot assign connection permissions, edit, or delete connections.
  • Delete: Removes the connection from the tenancy.

Troubleshooting

If you receive a publish error stating that you do not have permission to use one or more connections in the workflow or agentflow, or that a connection has been deleted, use the following troubleshooting steps to resolve the issue: