To do this, however, it’s important to take the time to explore the different functions of the Nintex Platform. Here are a few examples of our favorite Nintex workflow tutorials for SharePoint to help get you started.
Assign a flexi task
A flexi task is one of the most fundamental, yet powerful functions that Nintex Workflow for SharePoint can perform. In short, it allows you to customize a task to your own unique needs.
When a user is assigned a standard task by the Nintex workflow, they’re presented with two options: reject or approve. It’s easy for the user to input this decision into the workflow and is, in many cases, the only options a process requires.
Sometimes, however, you’re going to need to create a slightly more dynamic task – which is where the flexi task comes in. If, for example, you want the user to be able to acknowledge or assess something, rather than specifically reject or approve it, you can create alternative outcome branches for that. In fact, you can create outcome branches for any possible response you can think of.
The flexi task also allows you to customize various elements of the task, including:
- If a response is required, optional or not possible
- If the task is assigned to a group, which response or combination or response decides where the workflow progresses
- How, when and how often reminders are sent out to users
- Whether or not users are able to sub-delegate tasks
Check out this video below to find out more about creating and getting the most out of a flexi task.
Assign dynamic users to a flexi task
Let’s say, for example, you’d already automated your quote-to-cash process. One of the stages of this process would require approval, perhaps from the team manager. We’ll call her Kristen.
What would happen to the workflow if Kristen left, or went on vacation for a few weeks and needed her tasks covered? You’d have to go into the workflow and change the assignee from the old team manager to the manager who is now responsible for responding to the workflow request.
That might not sound like it would take very long, but think how many different workflows Kristen could be involved in. How much time would it take to edit the user on each individual workflow? Luckily, there’s a better way of solving this potential issue.
Assigning a dynamic user allows you to instead delegate the tasks to ‘team manager’, rather than Kristen specifically. That means when she’s away or has left the organization, all you need to do is change the user associated with ‘team manager’, and all the workflow tasks would automatically be directed to them.
Thankfully, adding a dynamic user is quick and easy to do too. Watch the video to see how:
Add a ‘for each’ loop to your task
One of the most useful functions of Nintex for SharePoint is the ability to assign a task to multiple people, using established SharePoint groups. If you need multiple people to complete a task or give access to any individual in the group to complete a task, the group user feature is there to help customize your flexi task.
With multiple users, however, there are exponentially more outcomes to each task; a minimum of two for each user per task. A ‘for each’ loop is one of a range of functions that lets you specify what kind of response or combination of responses is needed for the workflow to progress to the next stage.
In this case, it specifies that a response is required ‘for each’ of the users within a group before the workflow can progress.
Here’s a look at how it works in practice:
Not every stage of the workflow process can be completed immediately. Think how many tasks in your office are time-dependent, which of them can only be completed on certain days, and others that need approval and input from colleagues/departments before they can be completed.
The ‘calculate date’ function does exactly what it says on the tin; it allows you to customize a task on your workflow to be sent out to the user at a specific time and date. But you can also set time delays on tasks, add or subtract time from a specific date and a range of other customizable options that would ensure the task notification gets sent out at the right time.
It even allows you to ensure that the notifications get sent out during regular office hours.
Find out everything you can do with the calculate date feature right here:
Make your tools fit your business with Nintex for SharePoint
As an entirely customizable, end-to-end workflow automation tool, there’s almost no limit to the efficiency-boosting potential of Nintex for SharePoint. The interface slots seamlessly into your existing SharePoint platform and optimizes tedious yet essential day-to-day business practices. Get in touch to find out more.