Designing forms in Nintex Workflow
Nintex Forms can be used to edit and design workflow start forms and task forms from within Nintex Workflow.
Note: To design forms using Nintex Forms in Nintex Workflow, the Nintex Forms for Nintex Workflow site collection feature must be activated. Refer to Activating Nintex Forms for more information.
The following Nintex Workflow forms can be edited using Nintex Forms:
- Start form (list and site workflow)
- Assign Flexi task
- Request approval
- Request review
- Request data
Note: Nintex Forms does not support editing and designing Nintex Workflow forms in User Defined Actions.
Designing and editing Nintex Workflow forms
To design or edit Nintex Workflow forms using Nintex Forms:
- Open the Workflow Settings dialog (start forms), or the action settings dialog for one of the user request actions listed above (task forms).
- In the Ribbon, select Edit Task Form or Edit Start Form, then select Edit with Nintex Forms.
- The Nintex Forms designer will open in a new dialog. Edit the form as required. Refer to Getting started with the form designer for more information.
- Save the form once completed. No publish option is available in the Nintex Forms designer as the form is published when the workflow is published.
Note: To revert back to the default SharePoint form, set the Form type property to Default. The form created with Nintex Forms will be retained in the system and can be re-attached at any time by setting the Form type property back to Nintex Forms.
Note: For task forms within list workflows, the fields from the underlying list that the workflow is running on will be preloaded onto the form when it is created. These will be in read only and will replace the previously used list item control. This allows for the item information to be reviewed on live forms as well as Nintex Mobile.
Important
When designing start forms - The start form is auto-generated. All workflow variables that are set to Show on start form are added to the form when the form is first edited in Nintex Forms. Once the form has been saved, any new workflow variables that are set to Show on start form will not be displayed on the form. To add the new workflow variable onto the form, drag and drop the control from the Workflow Variable group in the Form Controls toolbox onto the form canvas.
When designing task forms for Assign Flexi task - The task form is auto-generated. The Outcomes are automatically added to the Decision choice control when the form is first edited in Nintex Forms. Once the form has been saved, any changes to the Outcomes will not be reflected in the Decision choice control. The values in the Decision choice control must be updated manually.
When designing task forms for Request data action - To create a new content type to collect data, the workflow must be saved and published. On publishing, the content type and columns specified are created. The task form can then be edited. The task form is auto-generated. All columns specified for the content type are automatically added to the form. Once the form has been saved, any new columns added to the content type will not be displayed on the form. A control must be added manually to the form and the Connected to setting must be set to the new content type column.
Shared forms
When a workflow action containing a form created with Nintex Forms is copied and pasted, each action will share the form by default.
When the form is edited, a dialog message will confirm whether a separate instance of the form should be created.
- Clicking OK will create a copy of the shared form. Changes to the form from this point onwards will apply only to this action. The original form will not be modified.
- Clicking Cancel will edit the shared form. Changes will affect this action and all other actions using this form.
Note: Once a separate instance of the form has been created and saved, the action cannot will not be able to revert back to the original shared form.
Publishing workflow forms to Nintex Live
Task forms (list and site workflow), and start forms (site workflow only), created with Nintex Forms can be published to Nintex Live.
- To publish a form to Nintex Live, configure the forms Live Settings and save the form.
- On a site workflow start form, the form is published to Nintex Live when the workflow is published.
- On a task form, the form is published to Nintex Live when the workflow action is executed.
To provide assignees with the URL to access the Nintex Live Form:
- Add the reference Approval URL (via Nintex Live) into the workflow action's Task Notification setting. Refer to Inserting reference fields for more information.
Important
When a site workflow start form is submitted by an anonymous user, the workflow will run under the identity of the form designer.
When a site workflow start form is submitted by an authenticated user, the workflow will try to run using the authenticated user's credentials if the user can be found in Active Directory. If the user credentials cannot be found, the workflow will run under the identity of the form designer. If the user is found but has no access to the site, the workflow will run under the identity of the form designer.
Related Topics
Activating Nintex Forms
Getting started with the form designer
Live Settings
Saving and publishing forms
Inserting reference fields