Create a Nintex Workflow in SharePoint Online 365

Developing Nintex on-premises and developing Nintex Online 365 has some similarity and some differences.

For example, installation of Nintex Workflow and / or Nintex Forms is no longer required in SharePoint Online, as Nintex is now available as an app.

Assuming we have a SharePoint List called Staff Details, with at least 3 fields:

Field Name Data Type
FirstName Single line of text
LastName Single line of text
FullName Single line of text

1.StaffDetailsSharePointList

The steps involved in creating a Nintex Workflow in SharePoint Online 365 are:

1. Click on Site contents

2.SiteContent.png

2. Click on New, and then select App.

3.NewAppMenu

3. click on SharePoint Store

4.SharePointStoreMenu

4. Search for Nintex, and then click on Nintex Workflow for Office 365, and add the app to the SharePoint site. This might take a while to add the app.

5.NintexWorkflow365App.png

5. Go back to the SharePoint List, Staff Details, and you should see Nintex Workflow link. Click on Nintex Workflow.

8.SeeTheNintexWorkflowLink.png

6. You will get a dialog box appearing about the trial version, just click on GO TO THE DESIGNER

9.GoToTheDesigner

7. And click on New list workflow

10.NewListWorkflow.png

8. You will now see you design mode of Nintex Workflow.

11.NintexWorflowDesignMode.png

9. Select Insert Action, then Libraries and List, and then Update List Item

12.SelectUpdateListItem.png

10. Click on the Update List Item drop down menu, and select Configure

13.UpdateListItemConfigureMenu.png

11. For the options, in the:

Target List: Select Current Item

List Item Properties: Select FullName

then click Add.

14.SelectTargetListANDListItemProperties.png

12. From Item Properties, select FirstName and LastName

15.SelectFirstNameANDLastName

And your FullName field should look like the following:

16.FullNameField.png

13. Then click Save.

14. Click on Settings in the ribbon menu.

17.ClickOnNintexWorkflowSettings.png

15. And type in your workflow name, in this case, Staff Details Workflow, and then check, Start When items are created, and then click Save.

18.SetWorkflowSettings.png

16. Then click on Publish, and then Publish the Workflow.

19.ClickOnNintexWorkflowPublish.png

17. Go back to your Staff Details SharePoint List, and create a new item.

And type in all the details, except for FullName, and then click Save.

21.TypeInFirstNameANDLastName.png

18. And then you will notice the Nintex Workflow has updated the FullName.

22.WorkflowUpdatedFullName.png

 

 

Custom SharePoint List Online Forms and Workflows to choose from

In this year of 2017, SharePoint has come out with many flavours and approaches in the way of developing online approval forms, such as a “travel expense form”. From a history list of SharePoint versions, such as SharePoint 2007 all the way to SharePoint 2013 and SharePoint Online 365, the question arises when wanting to develop a Custom SharePoint Form, of what approaches or technologies is their available in the market and what approaches we can use to develop Custom SharePoint Forms. And the next question arises, which workflow tool to use in creating for example approvals in workflows?

Well some of the well known tools in the market for SharePoint Online Form development are:

Online Form Technologies Advantages / disadvantages
infopath_logo.png InfoPath Forms Advantage:

  • Quicker Development Time as generally no code is required (although you can still add code to InfoPath Forms)
  • Very powerful form with views, rules, and many controls
  • Able to link with web services, and SharePoint list data
  • Easy to learn, and software development coding background is not required (unless adding code)

Disadvantage:

  • Not able to attach large files, such as small video files
  • InfoPath is getting deprecated by Microsoft
  • Might experience issues with non-internet explorer browsers
VS2012Logo ASP.NET Web Parts Visual WebParts Advantage:

  • Visual Studio required
  • Allow CSS and JavaScript coding
  • Able to use most ASP.NET controls, with some SharePoint controls such as People Picker

Disadvantage:

  • Longer to develop as code is required, and therefore ASP.NET (preferably C#) coding knowledge background is required.
SPServices HTML, JQuery, and SPServices Advantage:

  • Able to debug directly in web browser, such as google chrome, internet explorer.
  • Provides strong functionalities with HTML controls.

Disadvantage:

  • Longer to develop as code is required, and therefore JavaScript coding knowledge background is required.
  • Not able to use in SharePoint 2007
  • Sometimes harder to debug as the code is in JavaScript and JQuery.
AngularJS_Short.png Angular JS, JQuery, with SharePoint Rest Service API Advantage:

  • Able to debug directly in web browser, such as google chrome, internet explorer.
  • Angular modifies the page DOM directly instead of adding inner HTML code.
  • Provides strong functionalities with HTML controls.

Disadvantage:

  • Longer to develop as code is required, and therefore Angular, JavaScript coding knowledge background is required.
  • Not able to use in SharePoint 2007
  • Sometimes harder to debug as the code is in JavaScript and JQuery.
PowerAppsLogo PowerApps In this year 2017, PowerApps is fairly new in the market for form development. PowerApps is highly being pushed by Microsoft in the cloud on SharePoint Online 365, and it is seen as an alternative to InfoPath forms development, as InfoPath is getting depreciated by Microsoft.

Advantage:

  • Already comes with the Office 365 Online products (with SharePoint Online, PowerApps, Flows, etc.).
  • No code required, and therefore no coding knowledge required.

Disadvantage:

  • New in the market.
 NintexForms

k2SmartForms.png

AgilePointLogo.jpg

3rd Party
Forms
There maybe many 3rd Party Forms out there, but the 3 main 3rd Party Forms for SharePoint that I have come across with are from:

Advantage:

  • All these forms comes with workflows.
  • Comes with some great feature. Each 3rd Party tool has it’s own features.

Disadvantage:

  • Cost money to purchase.
  • Some of these forms might not be as powerful as InfoPath Forms, but you never know in the future.

 

Now moving on to workflows, how do we decide which workflow tool to use with SharePoint?

Well, the most cheapest option, out there is:

1. SharePoint Designer Workflows

SharePoint Designer Workflows are a free Workflow tool that can be downloaded from the internet, however even though it’s free, it doesn’t provide a image look and feel of the Workflow once it’s deployed. Basically, to find out what steps have been completed, and what is the current step in the Workflow, you would have to do a lot of logging in the Workflow.

Below is the design view of SharePoint Designer Workflow:

SharePointDesignerWorkflow

 

2. Nintex Workflows (https://www.nintex.com/)

Nintex Workflows might be one of the most used Workflows tools out there in this time by alot of companies. Nintex Workflow provide a great graphical interface, and it is easy to use and develop.

NintexWorkflow2007.png

 

3. AgilePoint Workflows (http://agilepoint.com/)

AgilePoint Workflow are one of my favourites. Really complicated Workflows can be developed with AgilePoint. This is definitely one of the options considered when deciding to purchase a online Workflow tool.

Workflow4

 

4. K2 Workflows (https://www.k2.com/)

K2 Workflows are another great option to choose from, and comes with many features, including Lazy Approval. K2 Workflows are a real advantage with your work environment. The design interface of K2 Workflows can be browser based, hosted in SharePoint, Visio and Visual Studio.

K2Workflow

 

5. Flow Workflows

Flow is relatively new to the market, and is a Microsoft based Workflow. Flow is highly being pushed by Microsoft in the cloud on SharePoint Online 365.Flow goes well with PowerApps. It might be a good option with SharePoint Online 365, but currently SharePoint on-premises, other Workflow tools are more used.

FlowWorkflow.png

 

In conclusion, spend some good research time into what Custom SharePoint Online Forms and Workflows tool to choose from, as generally when a SharePoint Online Forms and Workflow tool is selected, then many projects will be developed using those tools.