Nintex: Your Ultimate Tool For Process Automation

Introduction

Integrating Nintex with Salesforce can revolutionize your business processes, making workflows more efficient and data management seamless. Whether you’re new to these platforms or looking to enhance your existing setup, this guide will walk you through everything you need to know to get started.

What is Nintex?

Nintex is a leading workflow automation platform that helps businesses automate repetitive tasks, streamline processes, and improve productivity. It offers a user-friendly interface and powerful tools for creating and managing workflows without requiring extensive coding knowledge.

Products of Nintex:

1. Workflow Automation:

i) Automate simple to complex processes :
Workflow automation is a way to complete a series of tasks without the need for human intervention. Using rule-based logic, the software manages tasks, workflows, and routing for everything from document approval to data entry.

ii) Workflow automation in action :
Using workflow automation tools, companies can streamline nearly any business workflow to save time and money. For example, you can:

• Collect e-signatures in your approval process
• Gather and share data
• Add leads to drip campaigns
• Send alerts for approaching deadlines
• Route tasks to the person responsible
• Onboard customers
• Gather post-purchase feedback
• Generate and send invoices
• Approve leave requests
• Manage support tickets
• Create reports

Workflow automation software integrates with other tools, so you can easily manage complex and related workflows. For example, you might set up a single workflow that creates a record in your customer relationship management (CRM) software, populates a list in a database, and alerts select employees in your company’s messaging app.

iii ) Steps to implement workflow automation :
Workflow automation streamlines and optimizes business tasks, saving time, reducing errors, and improving your company’s overall efficiency. Here’s how to get started with workflow automation in six steps:

• Step 1: Identify a workflow to automate
  The first step in implementing workflow automation is to identify tasks or operations that might benefit from automation. Try not to rely on guesswork or hunches. Instead, map your current operations, and analyze where you can improve them. Look for repetitive tasks, manual approvals, or any areas where bottlenecks occur. Then, interview or survey employees about their biggest roadblocks and frustrations.
• Step 2: Define your goals
  The data you collect in step one should help you articulate your desired goals. What do you hope to get out of eliminating this workflow’s inefficiencies? For example, you may want to achieve faster time-to-market, increased productivity, or a higher return on investment (ROI). Make sure your objective is measurable and that it supports at least one organizational goal to improve buy-in.
• Step 3: Choose the right tool
  If you don’t yet have a workflow automation tool, choose one that aligns with your company’s needs. Look for a user-friendly, scalable solution that offers robust features like drag-and-drop functionality, integration capabilities, and reporting. Many companies offer a live demo or free trial to ensure the software works for you before you invest in it.
• Step 4: Design and build the new workflow
  In your automation tool, map out the new workflow on a canvas. First, identify and configure the start event — the beginning of your workflow. For example, your workflow might start when someone creates a file in Google Drive or fills out a form. Then, add and configure additional actions and dependencies on your map. This sounds complicated, but you can do this easily through a drag-and-drop interface with the right software.
• Step 5: Test and refine the workflow
  Before deploying the workflow automation, test it to ensure it functions as intended. Many workflow management platforms let you run a sample workflow before you hit publish. Then, continue to iterate until you achieve the desired outcome.

iv) Workflow automation vs. robotic process automation :
Workflow automation and robotic process automation (RPA) both help an organization streamline workflows and improve efficiency by reducing employees’ workload.
Workflow automation defines and optimizes an end-to-end process to run independently without human intervention. You might use it to map your expense approval process from start to finish—creating a workflow that automatically generates forms, automates tasks, sends status updates, and collects signatures. With low-code workflow automation software, it’s easy to drag and drop components onto a visual interface.
Robotic process automation provides organizations with a team of virtual software ‘robots’ to complete repetitive tasks for human employees. These bots can do time-consuming tasks like monitoring inventory, training employees, or populating spreadsheets. For example, instead of manually transferring data from one application to another, RPA can do it for you. This eliminates possible errors and saves you from a tiresome task — giving you more time for creative or strategic responsibilities.
Organizations don’t have to choose between workflow automation and robotic process automation. Most find the two solutions complement each other to improve their operational efficiency, allow for business agility, and improve employee satisfaction.

v) Future trends in workflow automation :
Workflow automation is changing the way people do business. By 2030, companies could automate activities accounting for up to 30% of hours currently worked in the US, according to McKinsey.
With more organizations leaning on automation, it’s worth taking a closer look at four rising trends:

• Artificial intelligence (AI)
  With the help of AI, workflow automation tools can identify data patterns and use predictive analysis to improve workflows. Generative AI capabilities help you create documents and translate PDFs from one language to another. As time goes on, more solutions will offer built-in connections to OpenAI and Azure to offer easy options for writing, designing, and building.
• Low-code and no-code automation
  Companies want workflow technology that allows for quick adoption and scaling. Low-code and no-code tools make that possible. They empower anyone to create or revise a workflow, democratizing the automation process and making it more collaborative. Teams don’t have to wait for IT to add a task; they can do it on their own, ensuring work continuity.
• Hyperautomation
  Hyperautomation is the process of automating everything possible in a company. Organizations that lean into hyper-automation adopt multiple tools to streamline repetitive or mundane tasks, such as AI, RPA, and machine learning (ML). Named by Gartner as a top strategic technology trend in 2022, hyper-automation continues to soar. It allows companies to tap into their operational data and achieve better efficiency and accuracy in complex workflows like billing cycles, shipping logistics, customer service communications, and business analytics.

vi) The rise of workflow automation in IT :
According to Salesforce, 95% of IT and engineering leaders are prioritizing workflow automation. More software solutions will offer features to improve IT’s ability to automate network administration and configure, manage, and monitor network services and devices.

2. Process Manager:

i) Process Manager and the advantage of process mapping :
Automated workflows remove mundane and manual processes from the remit of knowledge workers. Automation frees up time for individuals and helps organizations remain competitive by empowering workers with tools that remove low-value administrative tasks from their workloads.
However, automating inefficient processes is not enough to create lasting change throughout an organization.
Process experts understand that mapping your business processes is the first step to automating them. Discovering which processes can provide the most benefit to your organization requires an understanding of the processes that currently exist and how they connect. Once a map makes every process visible, it’s easier for businesses to understand where automation can be deployed for the best effect.

ii) What’s holding businesses back from digital transformation?
Despite the obvious benefits, many businesses struggle to pursue end-to-end digital transformation because of a lack of visibility over their existing processes. This can manifest in different ways:
Employees are in the best position to document and automate the processes they use every day, but they may not have the technical knowledge to create and manage their workflows
The processes that could be automated for the best effect usually require a complex solution
An organization may choose a solution that isn’t intelligent enough to automate complicated processes, meaning only simple processes can be improved
To combat these issues, organizations should look to implement a solution that’s intelligent, and able to optimize complicated processes. And also one that is intuitive enough that everyone in the business can use it. With Nintex Process Manager, employees are empowered to identify, edit, and evolve their business processes.

iii) Your guide to business process mapping
Creating a process map for an individual department, line of business or IT system increases the visibility of that process. You can shine a light on every process in your organization, provided you take a few important organizational steps:

• Create accountability :
  Everyone needs to be involved – not just managerial staff or IT workers. Collaboration must be encouraged through process mapping. Workers from every LOB should be able to identify areas for optimization within their processes. This increased accountability creates a culture of shared responsibility, with every worker able to contribute to your organization’s success.
• Spread standardization :
  You must understand how identifying and improving processes can support your business’s overall goals. When you realize this, verbalize it to the wider business department and organization as a whole. Standardizing processes allows you to create consistent experiences for workers and/or customers, guaranteeing ongoing success.
• Consider all outcomes :
  Identifying interdependent processes is important because changes have a cascading effect. A map of processes will help you identify the impact of any changes, ensuring every area of your business can make the changes they need.
• Monitor your process map :
  Process mapping should be an ongoing practice—using your map, processes must be managed over time to ensure they’re always working optimally within your organization. This helps organizations remain agile, reacting to inefficient processes and implementing new ones as needed. 
• Build compliant processes :
  Risk management can be built directly into your processes through process mapping. By identifying processes that handle sensitive data, a layer of compliance can be built with automated compliance records and approvals.
  Process mapping makes identifying opportunities for automation simple and empowers every worker to take control of the processes they oversee every day. With a Process Manager, a culture of process change can be created to drive digital transformation in your workplace.

iv) The advantages of process mapping with Nintex :
Nintex Process Manager makes it easy to create and manage processes, ensuring that ongoing improvements can be made in your organization. Operational success requires total visibility of business processes – every worker must be able to access and update process maps in real time. You can give workers the tools they need to effect change at every level of your organization.
Pursuing digital transformation is an ongoing pursuit, but with Nintex Process Manager it can be a simple one.

With process mapping, you can:

• Increase productivity and efficiency, reducing repetitive administrative tasks and giving workers more time to focus on high-value work
• Eliminate paper-based processes
• Make change management easy with automatic notifications about changes to process
• Create automated, multi-level approval processes that reduce approval time
• Create clean, simple process maps that anyone can follow
• Automate low-value processes and replace them with processes that contribute to business success

3. Robotic Process Automation:

Robotic Process Automation (RPA) is a solution enabling businesses to replace human intervention in repetitive tasks with virtual software ‘robots’. The technology results in cost and time efficiency, as well as increased job satisfaction by allowing employees to focus on higher-value tasks.

i) What is Robotic Process Automation (RPA)?
In the simplest terms, RPA is an intelligent automation solution that allows businesses to create a virtual software robot workforce that performs repetitive tasks just as a human would, freeing human employees from mundane, repetitive work. Think about manually transferring data from one software application to another – a mind-numbing daily need that is rife with opportunities for errors.
RPA enables businesses to create distinct virtual workforces that drive speed, agility, and efficiency and can take over those repetitive tasks. But the potential for RPA is greater than just one task, RPA stands out for its ability to positively impact outcomes business-wide by providing efficient ways to carry out processes across the organization, resulting in significant ROI.

ii)What is RPA software?
RPA is a virtual workforce of software robots that can execute business tasks in and across applications, becoming an integral part of a business’s workforce. The virtual workforce is managed just as any other team in the organization and can operate in the background without human intervention or interact with people to complete tasks. The robots complete business processes, just as a person would, but in less time, with greater accuracy, and at a fraction of the cost. One RPA robot can do the work of 3 to 5 full-time employees because the robots can work 24/7/365.
RPA is used for automating and optimizing repetitive, time-consuming manual tasks, such as populating spreadsheets, generating reports, monitoring inventory, and even more complex actions such as employee training and compliance. With repetitive tasks taken care of by the bots, employees can focus on more strategic, creative, and high-value tasks that drive innovation and customer satisfaction.
According to the Institute for Robotic Process Automation and Artificial Intelligence (IRPAAI), almost any organization that has many different, complicated systems that need to mesh together is a good candidate for RPA. In fact, across nearly every industry – finance, insurance, healthcare, legal, manufacturing, retail, banking and utilities, and others – RPA is used to create virtual workforces to automate burdensome, high-volume, and time-consuming business processes.

iii) What are the benefits of RPA?
By driving business agility and productivity, RPA benefits the entire organization from data entry to sales efficiency. Some of the benefits of robotic process automation are:

• Greater business flexibility :
  Scale your virtual workforce quickly and easily. RPA allows for rapid change response and quick deployment when business needs arise.
• Improved employee satisfaction :
  Employees who would otherwise spend a large amount of time on rote, mundane, and repetitive tasks can use their skills to accomplish more challenging and business-critical work.
• Increased cost savings :
  RPA saves costs by reducing valuable time spent by employees on mundane, repetitive tasks, and decreasing FTE workforce needs. By improving accuracy, the bots eliminate time and cost-intensive corrections and re-work.
• Quick scalability :
  RPA operations can be scaled up quickly and easily. Users can add, change, or expand automation processes as needed without incurring downtime.
• Increased accuracy :
  Eliminate human oversight by assigning to robots error-prone processes such as procure-to-pay, quote-to-cash, and claims processing. By reducing how often employees input data manually, you decrease the risk of human error and improve accuracy. Fewer mistakes mean happier customers.
• Increased customer satisfaction :
  For customer service, automating the repetitive tasks that consume representatives’ attention, empowers them to get more done in less time – so they can minimize their average handling time and offer more personalized service. Better service experiences mean happier customers.
• Improved productivity :
  Execute unlimited processes with a single robot, including during peak periods. Virtual robots work 24/7, non-stop to complete more tasks in less time, and can do the work of 3 to 5 full-time employees.
• Decreased Operational Costs :
  Decrease in-house or outsourced workforce and training costs, and save valuable time by offloading mundane, repetitive tasks to virtual robots, that work 24/7.
• Improved speed and efficiency :
  Virtual robots work 24/7/365 without breaks and at digital speeds. A task that may have previously involved many people and hours using fragmented processes now only requires one person to set up the RPA bots which work quickly.

iv) What is the future of RPA?
In 2022, Gartner, the technological research firm, reported the emergence of ‘hyper-automation’. This is the idea that businesses are seriously scaling up their approach to automating workplace processes, finding many more opportunities to automate tasks that were once the exclusive domain of human workers. Rapid advances in Artificial Intelligence (AI) are making the digital transformation journey more accessible for businesses.
AI is taking RPA to the next level, making it better – and smarter – than ever before. Assertions of RPA as a simple solution that can’t learn or handle complex thinking are a thing of the past.
With technologies such as computer vision, optical character recognition (OCR), speech recognition, natural language processing (NLP), machine learning, and deep learning, AI is making it possible to automate processes that were once unsuitable for automation, including those requiring complex decision-making.

4. Document Generation:

Nintex DocGen for Salesforce eliminates the time, expense, and risk of manual document creation, routing, and approvals. Convert data into compliant documents and instantly distribute them across your enterprise.
DocGen works behind the scenes to automatically populate Word, PowerPoint, Excel, and PDF templates with data from Salesforce and other systems and send the resulting document to any destination. Customizable workflows automatically route documents to expedite reviews and approvals, and eSignature options make sign-offs easy.

i) Nintex DocGen for Salesforce :
Nintex DocGen for Salesforce is an application that extracts data from custom or standard objects in your Salesforce org and includes the extracted data in documents it generates.
In the context of Nintex Automation Cloud, Nintex DocGen for Salesforce is a connector used to create connections for Nintex DocGen for Salesforce actions.

ii) Nintex DocGen for Salesforce :
Run DocGen Package

The Nintex DocGen for Salesforce – Run DocGen Package action triggers the Run Document Package in Salesforce.
For more information about the Nintex DocGen for Salesforce connector, see Nintex DocGen for Salesforce.

iii) Configure the Nintex DocGen for Salesforce – Run Document Package action

1. Add the action to the workflow and open the action configuration panel. For more information, see the Add, rename, and Copy actions.
2. Select a Connection. If you do not have a connection, see Add a Connection.
3. Select a Salesforce Object.
4. Select the DocGen Package you want to run in Salesforce.
5. Select a Delivery Option.
6. Type a Record ID.

iv) Use Nintex DocGen with Process Builder and Flow Builder :
Use this reference topic when using Nintex DocGen with Salesforce Process Builder and Flow Builder workflows. These workflows can be customized to automate document generation.
Nintex DocGen includes an Apex class for the Flow Apex Action that can also be used in both Salesforce Process Builder and Flow Builder, and a Preview Screen component for Flow Screens that can be used in Flow Builder workflows. For more information on how to use Process Builder and Flow Builder in Salesforce, see Salesforce Lightning Flow, or view the relevant Salesforce Trailhead modules.
Important: Each user who initiates Flow and Process Builder workflows must have a Nintex DocGen license as these workflows are triggered and run by the end-user.

v) Use Nintex DocGen with Process Builder :
To generate documents with Salesforce Process Builder, use the RunDocGenPackage Apex Action in a Process Builder workflow.

• Gather option IDs :
  Before you create your Process Builder workflow and Select and configure a RunDocGenPackage Apex Action, you’ll need to gather the option IDs. These are configurable options for your DocGen run that determine the following:

1. Which DocGen Package to run
2. Which Delivery options to use
3. Which Record to run the DocGen package for
4. Which Account and/or contact record to use

These fields can be defined by the Salesforce Admin or Designer.

• Gather the option IDs for the following options:
  1.DocGen Package ID.
  2. Delivery Option ID.
  3. Record ID.
  4. Contact ID (optional).
  5. Attach ID (optional).
• How to find option IDs :
  The easiest way to find the option IDs listed above is to open the appropriate records and locate their IDs. Once the IDs are located, store the record IDs in a convenient place for future reference.
  In the Lightning experience in Nintex DocGen for Salesforce, click on the DocGen metadata panel to find the list of record IDs.
• Select and configure a RunDocGenPackage Apex Action :
  To use the RunDocGenPackage Apex Action in a Process Builder workflow:
  1. Open Salesforce Process Builder from the Salesforce Setup, and create a new Process workflow.
  2. Click + Add Action under the Immediate Actions, option  and set the following:
  • Action Type: Apex
  • Action Name: Run DocGen Package  (or any other descriptive name)
  • Apex Class: Run DocGen Package

vi) Use Nintex DocGen with Flow Builder :
The following Flow Builder workflows are available to use with Nintex DocGen:

• An Apex Action that can be selected to automatically generate and deliver documents (via a DocGen run) in the background once an event happens, for example, when a record is updated/created.
• Since the DocGen Package is run in the background for this workflow, refrain from using the download delivery DocGen Package as there is no interface to retrieve the documents. Instead, use an Attach or DocQueue delivery option. A Preview DocGen Screen component that displays the process of a DocGen run, and includes the option to allow end users to download the generated files via a link. 
• Gather option IDs
  Before you select and configure a workflow with Flow Builder, you’ll need to gather the following option IDs:
  1.DocGen Package ID.
  2. Delivery Option ID.
  3. Record ID.
  4. Contact ID (optional).
  5. Attach ID (optional).
• How to find option IDs
  The easiest way to find the option IDs listed above is to open the appropriate records and locate their IDs. Once the IDs are located, store the record IDs in a convenient place for future reference.
  In the Lightning experience in Nintex DocGen for Salesforce, click on the DocGen metadata panel to find the list of record IDs.
• Set the required options
  1. Open Salesforce Flow Builder from Salesforce Setup, create a new Flow, then deploy the Flow Screen Component for the page layout to your end-users. (The Preview DocGen screen is only available for screen flows.)
  2. Click the Manager tab > New Resource and configure the options listed in the table below. The API names in the table below are examples, but you can choose to use them if needed. 

vii) Apex Action :
To use the Apex Action to trigger and generate documents in the background without customer interaction, in the Apex Interaction (located in the Interaction section), search for and select RunDocGenPackage, then set the following values for these fields:

• Label: RunDocGen (or any label you want to use)
• API Name: This label is automatically entered, but you may change based on your needs
• DocGen Package Id: {!DocGenPackageID}
• Delivery Option Id: {!DeliveryOptionId }
• Record Id: {!RecordID}
• Record Ids: {!CollectionofRecords}
• Contact Id: {!Send_To}
• Attach Ids: {!AttachIds}

5. Form Automation:

Form automation can be defined as the electronic collection of data into a digital form presented on a user’s device. Form automation goes further than just static fields on a digital form, providing intelligent forms that trigger from previous process steps and kick off the next steps; dynamically adjust based on user input; and send field values to the downstream systems that need it.

i) Understanding Form Automation :
If you were to ask any businessperson today if their forms are still paper-based, you may be surprised at the response. Paper forms are still here, making up some of the 12.1 trillion sheets of paper US offices use each year. US companies spend more than $120 billion a year on printed forms, with most becoming outdated within three months. Paper forms and paper-based processes cost the US federal government $39B. We still have a paper problem.
Advanced OCR technology known as Intelligent Document Processing (IDP) or Intelligent Forms Processing can help solve this problem through the scanning/digitization of the form, followed by automated classification algorithms that determine the document type and automated extraction algorithms that pull data from the form based on its location or field name/value pairs. Any errors can be corrected by a human being in a data validation step before being sent on to downstream systems. While Advanced OCR can reduce the burden of paper processing, the process still starts with paper.
Ideally, the paper would never get created in the first place. Enter Digital forms. Digital forms are forms that are born digital and never live on paper, to begin with, with form submitters using electronic devices to complete the form, thereby eliminating the inefficiencies of paper form completion and return. A digital form is the central component of any form of automation.

ii) What is the purpose of an automated form?
70% of AIIM survey respondents indicate that they plan to expand their efforts to encourage and support more digitally-born documents. 41% said they plan to fully embrace electronic forms. Why are automated forms so valuable? Organizations opt for automated forms over paper forms for many reasons:

• H3: Cost savings :
  Perhaps the most obvious benefit of form automation is the drastic cost savings over paper forms. With digital forms, organizations can completely zero out the expense of paper, printing, transportation, scanning, manual document classification and data entry, and storage costs. These can add up to thousands of dollars per year for each form an organization processes.
• Accelerated processes :
  Forms automation accelerates the processes that require forms to be completed as part of the process. Instead of days to complete, return, receive, process, and respond to a paper form, digital forms allow for instant submission of form data and faster turnaround of requests—in minutes or hours.
• Reduced processing errors :
  Field accuracy validations and automatic multi-field calculations ensure that fields are correct before the form is submitted. With paper forms, errors are not caught until the form is received, and then the process must start over again, wasting time and effort for the organization and the form submitter. With human operators manually entering data from dozens of forms every day, data entry errors are inevitable. Form automation removes human data entry errors from the equation.
• Greater information sharing :
  Unlike their paper counterparts, automated forms are centrally stored easily shared, and searchable across a distributed and/or remote organization. Instead of thumbing through filing cabinets, form automation allows you to quickly search by keyword for a form name or field value within the form, either after pre-deployment of the form or after thousands of forms have been completed and submitted. With remote work at an all-time high, convenient information sharing and searchability are key to business agility and competitiveness now more than ever.
• Form adaptability and optimization :
  Automating forms opens up the ability for dynamic forms that adapt to a user’s responses. Automated forms allow for an ideal user experience where I am only completing the forms required that apply to me. No more reading through an entire form and deciding whether or not I need to skip a section, and which section to jump to. Form design can be optimized as well, enabling testing of different form fields and layouts over time to optimize response rates.
• Reporting, compliance, and security :
  With form automation, reporting on data submitted within the form across hundreds or thousands of forms becomes a realistic option—something not possible with paper forms. Organizations can spot trends in the data and make adjustments to the business. This improved reporting also helps an organization stay compliant and be more prepared for data audits. Last, collecting sensitive data in an encrypted manner and storing it in encrypted cloud storage provides a much more secure approach to form data collection than filing cabinets.

6. eSign:

Nintex eSign is an electronic signature software that can be deployed as a Software as a Service (SaaS) application. Documents are signed using a device that has an Internet connection. Nintex eSign’s electronic signature technology uses patent-pending biometric, handwritten, mouse-based signatures. Nintex eSign’s tools enable users to integrate with existing environments. For more information on Nintex eSign, see Nintex eSign.

Dashboard:

The dashboard is the landing page that is displayed when you click on My Nintex. It provides a summary of the user’s most recent interactions. It displays the following information that is most important to the user in separate sections:

• Active tasks: The ten most recent active tasks assigned to you.
• Latest form submissions: The five most recent forms submitted by you.
• Favorite forms: Forms you have marked as favorites for quick access. A maximum of ten is displayed.
• Draft forms: A list of Draft forms that you have saved recently. Forms that you have saved but not yet submitted are draft forms. Draft forms that are not submitted will be deleted 30 days from when it is first saved.

Access the Dashboard:

Do one of the following to open the Dashboard page:

• On the top navigation bar, click My Nintex. The Dashboard is displayed. You can click on any of the items to view more details.
• If you are on any other page available under My Nintex, click Dashboard on the left menu to open the Dashboard.

i) Activity feed :
The activity feed can be opened for a task or form. The activity feed displays details of the task or form you click on.

ii) View the activity feed for a task :
Open a task from the Dashboard to view the details of the task displayed on the activity feed. The task and the activity feed for the selected task are shown side by side as shown in the image below. The activity is displayed on the right and the task on the left.

The activity feed shows the following details of the task in separate sections:

Active task details: This section displays the status of the task, the name of the user the task is assigned to the time the task is initiated, and a Link to view the active task.

iii) To view the activity feed for the task :
1. Open the Dashboard page.
2. In the Active Tasks section, find the task that you want to view the details of and click on it. The task and the activity feed for the task is displayed.

iv) View the activity feed for a form :
Open a form from the Dashboard to view the details of the form displayed on the activity feed. The start form and the activity feed for the selected form are shown side by side as shown in the image below. The activity is displayed on the right and the start form on the left.

The activity feed shows the following details of the form:

• The status of the form.
• The name of the user that submitted the form.
• Link to hide the submitted form that is shown on the left pane.
• Pending tasks associated with the form. For active tasks, this section shows a link a view the active task
• Task history.

You can open a submitted, favorite, or draft form from the dashboard to view the details of the form.

1. Open the Dashboard page. The favorite, draft, and recently submitted forms are displayed in separate sections.
2. In the Recent Form submissions section, find the form that you want to view the details of and click on it.

v) Resubmit a form
You can resubmit a submitted form from My Nintex. This can be from anywhere in My Nintex that gives access to the original form submission, such as:

• the Dashboard
• the Tasks page
• The form submissions page

The form is resubmitted with the same data. Only Forms with Completed, Failed, or Terminated status can be resubmitted. If a form has been submitted more than once you can resubmit only the latest submission of the form.
After the form is resubmitted the activity feed shows details of the original submitter as well as the user that resubmitted the form.

For more information about resubmitting workflows, see Resubmit workflows.

1. On the top navigation bar, My Nintex. The Dashboard is displayed.
2. In the Latest form submissions section, click a form to open the activity feed.
   
3. Click Show form to open the submitted form.
4. Click the Resubmit form.

The form is resubmitted with the same data. After it’s resubmitted, the activity feed shows details of the original submitter as well as the user who resubmitted the form.

My Nintex permissions:

Each workflow has unique My Nintex settings that can be controlled by the workflow owner. With My Nintex settings for the workflow, the workflow owner can configure which users can see certain information from workflow executions. Users first need Participant access to the Nintex Automation Cloud tenant, to have access to My Nintex. The settings for workflow initiators and task assignees can be changed using My Nintex settings.

For more information about My Nintex settings, see My Nintex settings.

Business owner:

As a Business owner, users can access Workflow tracking in My Nintex, allowing them to view all instances of that workflow. Business owners can see the start date and start forms that started the workflow, and view and manage any tasks that were created within the instances.

Workflow initiator:

Any user who initiates an authenticated workflow can view that instance. My Nintex settings can manage the workflow initiator’s ability to view any tasks that are created within the instance.

Task assignees:

When a task is assigned to a user, they will gain access to the associated instance. My Nintex settings can manage the ability of the task assignee to view the start date and start form that started the instance, other tasks that are created within the instance, and the ability to delegate tasks.

Workflows:

Build workflows in Nintex Automation Cloud to streamline and automate repeatable business tasks. For example, you can create a workflow to automate document approvals with multiple review cycles, email notifications, and express approvals.

1. Create your Workflow:

Create a workflow easily in Nintex Automation Cloud with an easy-to-use drag-and-drop workflow designer. Each workflow consists of a start event and a series of workflow actions. Actions and start events can interact with third-party applications using connections.

• Workflow start events: Every workflow starts with a start event. You configure the start event to define when the workflow will start. Available start events are:
  • Nintex – Component workflow: Start the workflow from another workflow.
  • Nintex – Form: Start the workflow when a form is submitted.
  • Nintex -Scheduled start: Start the workflow at a scheduled time.
  • Connector start event: Start the workflow when a specific event happens in a third-party application. For example, use the SharePoint Online connector and the New list item event to start the workflow when a new item is created in a SharePoint Online list.
• Workflow actions: After you specify the start event of the workflow, add the actions to define what you want the workflow to do. Actions are the steps that the workflow performs to complete a process. If an action is a connector action, you must create a connection so the action can interact with a third-party application. For more information about creating connections, see Manage Connections.

For more information about creating a workflow, see Create a workflow.

2. Use forms in your Workflow:

You can build forms within your workflow in the Nintex Automation Cloud. The user-friendly design canvas, drag-and-drop controls, and advanced business logic make it easy to customize your forms for every business need. A form can be a start event to start a workflow or part of a task action for task assignees. For more information, see Forms.

3. Integrate your workflow with third-party applications:

Start events and actions in your workflow can interact with third-party applications using connections. You can create workflows that start when a specified event happens in a third-party application, or you can use connector actions such as creating or moving files in Box or updating Salesforce records.

4. Use variables in your Workflow:

Variables allow your workflow to store data that can be used in actions in the workflow. Variables can be created by you, created as the result of actions in the workflow, or created by the start event (via data collected in a start event form, for example). You can define, use, and update variables as many times as you need throughout your workflow. For more information, see Variables.

5. Session expiry:

After you authenticate and sign in, a session is established and re-authentication is not required for the duration of the session. A session expires when inactive for two hours or when the browser or tab is closed. The sign-in page is displayed after the session expires.
A message is displayed 15 minutes before the session expires and you can choose to continue or sign out and end the session. This message includes a countdown timer to show how much time is left before the session ends.
If a session is about to expire while you are creating a workflow, your unsaved changes will be automatically saved. If you modify an existing workflow, a new version with your unsaved changes is automatically saved. If you are creating a new workflow that has never been saved before, then Nintex Automation Cloud will save the workflow as Unnamed workflow – [current date/time]. All auto-saved workflows include “Auto-saved by Nintex” version comments. If applicable, the draft version number is incremented.

6. Access the Workflows page:

• On the top navigation bar, click Automate.
• If you are already on another page in the Automate menu, click Workflows on the left navigation.

The Workflows page is displayed. For more information, see Workflow list.

Summary:

Integrating Nintex with Salesforce offers numerous benefits, from streamlined workflows to enhanced data management. By following the steps outlined in this guide, you can successfully integrate these platforms and unlock their full potential. Embrace the power of workflow automation to transform your business operations and stay ahead of the competition.