Add a document

Adding documents to your process allows you to add things like step-by-step procedures, policy documents, information diagrams, objectives, and how to videos.

Add documents using the Documents tab. You can upload a document or link to a document in Nintex Process Manager, depending on the type of document and your storage systems.

Note: You must publish the process to create the dependency between the document and your process. While the document is added to Nintex Process Manager using the upload a document steps, the dependency between the process and the document, which prevents a document from being deleted until it's removed from the process, is only created when the process is published.

Upload a document

Upload a document if the document is only used in Nintex Process Manager or you want to use Nintex Process Manager as a basic document management system.

  1. Go to Documents > All Documents.

  2. On the top right of the page, click Add a New Document.
  3. Click Upload New Document.
  4. Select the appropriate document Type, and the process group you want to associate the document with.

    If you want to use the document on a variety of processes across your site, you may want to consider creating a Document only group for storing this file and other files.

  5. Select the document from your drive and add a description to clarify the document’s purpose.

  6. Click Upload.

    The document is uploaded and ready to be attached to your process when it is published.

    7. Note: Nintex Process Manager can only host documents up to 15 MB. If your document is larger than this, store it on a network or online drive and create a link to it instead.

Link to a document

Link to documents if you already have a document management system for your organisation. Linking documents is particularly useful if the document is confidential in nature or is likely to change frequently.

  1. Go to Documents > All Documents.

  2. On the top right of the page, click Add a New Document.
  3. Click Link a Document.
  4. Select the appropriate document type, and the process group you want to associate the document with.

    If you want to use the document on a variety of processes across your site, you may want to consider creating a Document only group for storing this file and other files.

  5. Type the Display Name. This is the title that the document will display in Nintex Process Manager. If you use document reference numbers, you can include them as this field is searchable. Do one of the following:

    • Link Network Documents: Select Link to a network file to add a document from a shared network drive. Type the full path name of the network file you want to link. Ensure the file or folder is on a SHARED network drive, otherwise this attachment will not be accessible to other users. For example: \\server\share\filename.doc or Z:\folder\filename.doc. You cannot link to a local file (i.e. one on your hard drive) as this won’t be available to other Nintex Process Manager users viewing your processes.
    6. Note: 
    Google Chrome, Firefox and Safari browsers don’t support embedded local file downloads. When a user clicks the document link in these browsers the address will be displayed in a pop-up dialog with instructions to copy the network address and paste it into to address bar of their browser or Microsoft Windows Explorer to open it.
    • Link Intranet documents: Select Link to an external/internet file to add a document from your Document Management System or an online source. Ensure the URL is valid, including the top-level domain (for example: .com, .gov, .org) and starts with either http, https, file://, or ftp.
    Note: Nintex Process Manager has built-in validation to ensure only well-formed document URLs are added to your processes. If the document link results in an Invalid URL error, a Promaster can add the root domain to the allow list. For example, if Z:\shared\file.doc results in an error, add (Z:\.*) to the allow list. For more information, see Allow linking (web links/documents) to non-standard URLs that match this regular expression (for example: (wc://.*)|(http://kinnect.*)) .
  6. Click Upload.

    The document link is created.

How to attach documents and web links to a process