Nintex Workflow 2013 Creating a Simple Approval Workflow

Create a Simple Approval Workflow

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Nintex Workflow 2013 Creating a Simple Approval Workflow

Contents
Introduction ................................................................................................................................................................. 3 Create a document library ........................................................................................................................................... 3 Build your workflow ..................................................................................................................................................... 4 Send notification...................................................................................................................................................... 4 Request Approval.................................................................................................................................................... 6 Send final email notifications ................................................................................................................................... 7 Finish the workflow off and publish! ............................................................................................................................. 9 Run the workflow ...................................................................................................................................................... 10

Nintex Workflow 2013 Creating a Simple Approval Workflow

Introduction
Hi there, this tutorial will guide you through creating a simple document approval workflow attached to a SharePoint document library.

Create a document library

Create a new document library, by selecting the Settings Icon in the top-right hand corner. Click on Add an app and select Document Library. Call it Simple Approval, and click Create.

Once you have created and opened the app, click on the Library Tab and use the SharePoint Ribbon to locate the Nintex Workflow icon. Click on Nintex Workflow and select Create a workflow with Nintex Workflow.

Nintex Workflow 2013 Creating a Simple Approval Workflow

Build your workflow

Well start with a blank canvas and create the workflow from scratch. We dont need to look far, the first workflow action we need for this workflow is immediately available in the Commonly Used category. The first Send Notification action will send an email to the initiator acknowledging receipt of the documentation review request. Send notification Drag a Send Notification action onto the design canvas and click on the drop down arrow. Select Configure.

In the To field, click the Lookup icon and select Lookup again.

The good thing is we dont need to know who the user is; we can use Active Directory to look for this information. Select Initiator, click Add and then Ok.

Nintex Workflow 2013 Creating a Simple Approval Workflow Now to configure the Subject of the email. Type Document review and add a lookup fields. In the Common tab, click Initiators Display Name and click Ok.

The final step is to configure the email text. Type the following message: Your document has been received and forwarded to M anagers Display Name for review. Note: Use the Insert Reference icon to locate the Managers Display Name value in the Common tab, to compose the message as below. Click on the General tab and then Save.

Nintex Workflow 2013 Creating a Simple Approval Workflow

Request Approval The second workflow action well use is the Request Approval action. This action informs the selected user/approver of the document review request, usually the manager. Click on the User Interaction workflow action category and select the Request Approval action.

Double-click on the Request Approval action to open the configuration dialog. To begin, lets address the request to the reviewer/manager via our Active Directory lookup function. In the Approvers field, click the Lookup icon. Select Lookup again, select Manager, Add and then OK. We also need to configure the email message the manager will receive. Select Task Notification in the Ribbon. In the Edit settings for field, select Manager. We want to deliver this notification via email, so in the Delivery Type field, select Email.

The email requires a Subject, type Document Approval Required and a message in the email body. Begin the email with A document approval request has been received. Well add some more detail to the email, including Staff member, and document name.

Nintex Workflow 2013 Creating a Simple Approval Workflow On a new line, type Staff member and click on the Insert Reference icon. In the Common tab, select Initiators display name and OK. On another line, type Document name and click on the Insert Reference icon. In the Item Properties tab, select Title and OK. Go ahead and save this workflow action.

Send final email notifications We have two final Send Notification actions to configure. These two actions will be used to send an email to the initiator notifying them whether their leave request has been accepted or denied. Drag two Send Notification actions onto the canvas, one onto the Accepted branch and one beneath the declined branch.

Nintex Workflow 2013 Creating a Simple Approval Workflow

Double-click on the Send Notification action on the declined branch to open the configuration dialog. To direct this email to the initiator, click on the Lookup icon in the To field. Select the Lookup tree and click Initiator. Click Add and then Ok. The next step is to add a Subject to the email. Document review: Changes required Its also a good idea to include an email message, so in the email text body, type The document has changes to be reviewed.

Weve now reached the final action!

Nintex Workflow 2013 Creating a Simple Approval Workflow

As the employee, I want to know that the document has been approved, so we should send an email confirming that. Double-click on the second Send Notification action. Select the Lookup icon in the To field and address the email to the Initiator. Click Add and OK. Lets add a Subject to the email. Document Review: This document has been approved. Finally, type the following message in the email message body. Your document has been reviewed and accepted.

Finish the workflow off and publish!

Lets automate the start of the workflow. Click Workflow Settings in the Ribbon, and select the Yes option for Start when items are created.

Youve now completed your first workflow, lets Publish it. Click Publish in the Ribbon and call the workflow Document Approval and click Submit. Your workflow is now ready to use.

Nintex Workflow 2013 Creating a Simple Approval Workflow

Run the workflow

To run the workflow, close the designer and return back to your Document Library. Submit a New Document and the workflow will now run.

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