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.. Connections securely authenticates your tenant with external services, such as Salesforce, Microsoft, and other supported connectors to pass data between your tenant and the service.

Use the Connections page to create and manage the connections. You can:

  • Create new connections.

  • Edit existing connections.

  • Delete connections you no longer need.

  • Assign Owner and User permissions.

  • Identify and repair invalid connections.

A connection stores the credentials and configuration for a specific connector.

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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:

  1. Go to Integrations.

  2. Select the tab you want to view:

    • Workflows

    • Apps

  • Go to Agents > Connections.

Add a connection

Note: This video was recorded using the previous user interface, so you may notice differences in the layout and menus. While the overall functionality remains the same, the user interface and navigation steps may vary slightly.

Before you begin

  • Ensure you have permission to create or manage connections.

  • Have the credentials for the external service available.

  • Some connectors may require administrator approval or additional authentication.

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.

  1. Open the Connections page.

  2. Click Create connection.

  3. Select Workflow, or Apps depending on the type of connection you want to create.

    For information about creating Apps, see Create a connection.

  4. In the Create 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. Open the Designer.

  2. Click the connector action or select the start event you want to add the connection to, or drag an action into the Designer canvas 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 connections

  1. Open the Connections page.

  2. Select the Workflow or Apps tab.

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

  1. Open the Connections page.

  2. Select the Workflow or Apps tab.

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

  4. Select Delete from the options menu.

Assign permissions to connections

There are two types of connection permissions: Owners and Users. These permissions determine who can manage a connection and who can only use it.

Owners:

  • Use connections in workflows.
  • Edit or delete connections.
  • Assign Owner/ User permissions to other tenant members.

Users:

  • Use existing connections.
  • Users cannot assign connection permissions to other tenant members.
  • Users cannot edit and delete connections.
Note: 

  • The tenant member who creates a connection is automatically assigned Owner permissions for that connection.

  • Tenant administrators have Owner permissions for all connections in the tenant.

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

  1. Open the Connections page.

  2. Select the Workflow or Apps tab.

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

  4. Select Permissions from the options menu.
  5. In the window, assign Owner or User permissions using one of the following methods:
    • Assign permissions to all tenant members:
      1. Click in the Owners or Users field.
      2. Click Everyone.
      3. Click Save permissions.
    • Assign permissions to a group:
      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.

    • Assign permissions to individual tenant members:
      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. Open the Connections page.

  2. Select the Workflow or Apps tab.

  3. Under the Name column, look for any instances of the invalid indicator ().
  4. Click .
  5. Select Edit from the options menu.
  6. Update the configurations as required.

Column or selection Description

Create connection

Displays an options drop-down to select , Workflow or Apps depending on the connection you want to create.

Displays the create 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:

  • Verify that the required connections are created in the tenant where the workflow or agentflow was imported. If needed, Add a connection in the correct tenant.

  • Contact your administrator to Assign permissions to connections.

  • Update the actions and forms where the connection has been used and replace it with the new connection. If needed, Add a connection.