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    Step 2: Build your first Nintex workflow in SharePoint

    Prepare for success

    • You must have the following SharePoint account permissions to complete this step:
    • You must also be a member of the Workflow Designer's group within SharePoint
      • To configure allowed workflow designers, please follow the steps here.

    Create your first workflow

    This short tutorial demonstrates how to create a SharePoint list for a leave request in Nintex Workflow 2013 or 2016. Once that list has been created, a workflow or a form can be attached to the list.

     

    Add a list for your workflow

    Navigate to the site in which the list will be created. From the Settings Icon, select Add an App.

    add_an_app.png

     

     

    Click Custom List. In the Name section, enter a title and click Create.

    custom_list.png

    create_list.png

     

    Add the list columns

    Click the new Leave Request list. In the List ribbon, click Create Column.

    create_column.png

    In the Column Name field, type “Leave Type” and select Choice.

    leave_type_column.png

    In the Type each choice on a separate line field, enter the types of leave.

    • “Annual Leave”
    • “Sick Leave”
    • “Leave without pay”
    • “Maternity Leave”
    • “Bereavement Leave”

    Select Drop-Down Menu. Click Ok.

    type_of_leave.png

    Now you can create the remaining columns for dates and description:

    Start Date

    1. In the Column name field, type “Start Date” and select Date and Time.
    2. In the Date and Time Format field, select Date & Time.

    End Date

    1. In the Column name field, type “End Date” and select Date and Time.
    2. In the Date and Time Format field, select Date & Time.

    Description

    • In the Column name field, type “Description” and select Multiple lines of text.

     

    The columns should appear as below. A Nintex workflow or form can now be attached to this list.

    list.png

     

    Build the leave request workflow

    A leave request is a simple business process that Nintex Workflow can automate to enable employees to apply online for time off work. Once this workflow has been created and an employee uses it to submit a leave request, the workflow acknowledges receipt, sends a request for approval to the user’s manager, and acts on the manager’s decision.

    Get started in the SharePoint environment

    Now that you have your SharePoint list created, we can begin designing the workflow itself. Open the SharePoint list that you want to attach the workflow to. In the List ribbon, select Workflow Settings and click on Create a Workflow in Nintex Workflow.

    create_NW.png

    Select the Blank template and click Create.

    Configure an email notification

    Use a Send notification action to send an email to the initiator acknowledging receipt of the request.

    Drag a Send notification workflow action onto the design canvas. Double-click the Send notification action to open the configuration dialog. In the To field, click the Lookup Icon.

    send notification.png

    Select the Lookup section and click Initiator. Click Add and OK.
    initiator.png

    In the Subject field, type "Leave Request" and then add references to the leave type and the employee name:

    1. Click the Insert Reference icon.
    2. In the Item Properties tab, click Leave Type.
    3. In the Common tab, click Initiator's Display Name and then OK.

    leave request.png

    In the email body text box, type the following message. "Your leave request has been received and forwarded to Manager's Display Name for review". Note: Use the Insert Reference icon to locate the Manager's Display Name value in the Common tab, to compose the message as below.
    managers_name.png

    Insert details about the leave request:

    • In the textbox, type "Leave Details".
    • Press ENTER for a new line and then type "Type". Click the Insert Reference icon and select the Item Properties tab. Click Leave Type and then OK.
    • Repeat to insert Start Date and End Date on new lines and compose the message as shown below.

    send_notification_email.png

    Click the General tab and then Save.

    Configure a Request Approval action to inform the manager of the leave request

    Use the Request Approval workflow action to inform the selected person of the leave request.

    1. Drag a Request Approval action onto the design canvas below the Send Notification action.
    2. Double-click the Request Approval action to open the configuration dialog.
    3. In the Approvers field, click the Lookup icon.
    4. Select the Lookup section and click Manager. Click Add and then OK.
      Note: To enable the automatic selection of a user's manager, the information must be available in the user's Active Directory account. If you are accessing a Nintex trial on a Nintex-hosted site, the user's manager information will not be available as the Standard Edition of Nintex Workflow does not support Active Directory.
    5. In the ribbon, click Task Notification.
    6. In the Edit settings for field, select Manager.
    7. In the Delivery type field, select Email
    8. In the Subject field, type "Approval Required".
    9. In the email body text box, type the following message: "A leave request has been received".
    10. Press ENTER to start a new line in the text box and then type "Staff member". Click the Insert Reference icon.
    11. In the Common tab, select Initiator's display name and then OK.
    12. Repeat the previous two steps to insert Start Date and End Date on new lines and compose the message as shown previously.
    13. Click the General tab and click Save

    Send an email to notify the initiator of a denied leave request

    The next step is to configure a Send Notification action to inform the initiator of a rejected leave request.

    1. Drag a Send Notification workflow action onto the design canvas on the left side of the Request Approval workflow action.
    2. Open the configuration dialog and in the To field, click the Lookup icon.
    3. Select the Lookup tree and click Initiator, then Add and OK.
    4. In the Subject field, click the Insert Reference icon.
    5. In the Item Properties tab, click Leave Type and then Add.
    6. After the Leave Type value, type "has been rejected".
    7. In the Email body text box, type the following message: "Your leave request for Start Date to the End Date has been rejected".
      Note: Use the Insert Reference icon to locate the Start Date and End Date values in the Item Properties tab and insert the values to compose the message.

    Send an email to inform HR of the leave approval

    Now we can also add a Send Notification action to inform the HR Manager that leave has been approved for the employee.

    1. Drag a Send Notification action onto the design canvas, on the right side of the Request Approval action.
    2. Open the configuration dialog. In the To field, select the Lookup icon.
    3. Select External email address and enter the email address the notification is to be sent to. Or use an internal search for your HR department.
    4. Click Add and then OK.
    5. In the Subject field, type "Leave Request Approved".
    6. In the email body text box, type the following message: “Initiator’s display name has been approved by Manager for Leave type between Start Date and End Date.”
      Note: Use the Insert Reference icon to locate the message elements in bold above. The values are in the Item Properties tab. 

    Send an email to inform the initiator of an approved leave request

    Instead of configuring the Send Notification action from scratch, we can copy the Send Notification action from the left side of the Request Approval branch to the right side and then update the action to inform the initiator their leave request has been approved. 

    1. Click the drop down arrow of the Send Notification action and select Copy. Below the Inform HR workflow action, right-click on the drop zone and select Paste
    2. Open the configuration dialog for the pasted action. In the Subject field, change "has been rejected" to “has been accepted”.
    3. In the email body text box, change the message to read as follows: “Your leave request for Start Date to the End Date has been accepted.”
    4. Click Save. 

    Save and publish the workflow

    1. In the Nintex Workflow ribbon, click Save.
    2. In the Title field, type “Leave Request”.
    3. In the Description field, type “Use this workflow to process leave requests”.
    4. Click Submit.
    5. In the Nintex Workflow ribbon, click Publish and Submit.

     

    Check for success

    • Were you able to create your Leave Request list?
    • Were you able to access the Nintex Workflow Designer?
    • Were you able to publish your workflow?
    • Was this article helpful?