Building SharePoint Forms & Workflows using Nintex

and like I said here we'll show you some of the more information about some of the things that you can do here with mobile as well I'll be doing a demonstration of that as well this is the actual nin text form designer a lot of different capabilities out of the box on the left hand side you have a bunch of different forms controls that you could use the great thing about this that I want you to take away is that when you create a SharePoint list and create a bunch of columns for that list ninh Tech's will Auto generate the form for you so I'll demonstrate that to you here in a minute but the whole premise here is that we have a starting point we're not always starting from scratch you will have a starting point where you'll actually be able to have everything laid out for you and then you can move stuff around up here in the top here where my cursor is my little laser pointer you can see I also have create column so if I'm missing any columns in SharePoint I don't have to go to lift settings and do this whole thing of going all the way back to SharePoint and creating a new column I can do it directly in this product and have it appear in my SharePoint column list down in the lower left so I have access to all my different items that are there but as you can see on the left hand side we have a bunch of very rich controls like a people chooser where I can if I was choosing a manager for approval like you're seeing on the screen right here yeah it'll actually go to Active Directory and try to find that individual for you so you're not having to type out the whole name when you do a partial name it'll try to match that we also have the ability to do a lot of stuff we've done things that you can do the text box and the lower right here in the in the in the forum controls right here actually allows you to use your mobile device as a barcode scanner so if you're using any type of barcode scanners within your organization you can eliminate those purchases by just using anyone that has a tablet or a mobile device we can convert that in to an actual barcode scanner so some pretty rich features along the top there's a bunch of different devices that we target remember I was telling you about NIM Tech's mobile and then Tech has a bunch of different applications that are generic portals on that you can put on your phone or your device but if you want to target an individual device exclusively you can do that as well so out of the box there's about 18 different devices that are supported mobile devices when you take a look at NIM Tech's mobile like I said this is a free product that you download and what it does is it gives you the ability to expose your forms on the mobile device where you can attach you know pictures videos documents you can input forms like it says here you can also do this when you're not connected to the Internet or any cell phone service so you could do an expense report on your cell phone on the plane and then when you get when you touch down and you have cell service and you can hit submit so there's some pretty unique scenarios you could take advantage of whether it's a mobile phone or a tablet and one of the things that we allow you to do if you take a look here's a tablet on the right here's the phone on the left so some of the things that you can see on the right-hand side is we can also look at all the tasks that have been assigned to me so if I'm a manager and I have to approve like expense claims or something like that I can do that but I also have the ability to look at all my forms where my cursor is on the right if I were to click on forms I would see all the forms that are available to me that I have access to so I could do a submission there as well and as you can see on the left hand side on the mobile on the mobile phone you have the exact same functionality it's just a little bit different as far as where the menus are you look at the bottom you can see your tasks that are assigned to you you can see the forms that you have access to any drafts you've created while you're disconnected and all the forms that you sent as well so this is like I said out-of-the-box functionality ninh techs live like I said NIM techs live was your ability to connect with the third-party application so when you think about you know connecting the box Dropbox office 365 Google Drive pushing and pulling information from all these you do have the capability to connect to over 150 different services so you can push and pull information and make that part of your workflow so think about a DocuSign integration if you're a DocuSign customer or you've been thinking about integrating DocuSign into your workflow process one of the things you can do very easily with with nintendo sign and make it part of a workflow so with that let me go ahead and in this slideshow and then we'll actually take a look at the demo so what you're looking at right now is you're looking at a sharepoint and what i wanted to create for you is a very simple leave request and this is very common and you know if you're doing something like a leave request or an expense reporting HR onboarding there's just a bunch of different things but I just wanted to show you what is the user experience and how technical do I need to be to start using this product so if you take a look at this I have basically four columns that I added to the SharePoint list that you're seeing here I added a leave type start date end date in description so what I was trying to do here is create a leave request that would go to a manager and if you were to take a look at this and add a new item you would see by default we get a very vanilla form here that's bit your your vanilla sharepoint form but what we want to do is do something a little more dynamic than that so what we need to do is be able to create a form is I go up to lists I go up to noon text form when its installed and what it's going to do is it's going to give me the default form so what you're looking at is the default form that it created for me and I can go up here and I can change and give it a different look and feel if I want to with a different graphic at the top you know to depict your company and put some text up here that says leave requests or something like that but some of the things I wanted to show you here is that it already Auto generated the form for me now it's up to me to figure out if I want to move stuff around so I can do stuff really cool like I can say that maybe I don't want to show description unless the leave type is something other is other otherwise I don't need a description so the things that you can do inside of this is you can actually preview and take a look before I even publish it to say what is this going to look like to my users so you'll see that it says preview mode no data will be saved on submit so I can actually look at what the forms going to look like here you know I can input data you can do stuff like have required field so I'll put a star next to required field so even if I select everything that I need here and try to hit save it's going to give me an error and give me a red box saying this is a required field so I put in some text there and one of the things I don't like is if I know if it's going to be annual leave sick leave floating holiday or leave without pay those are pretty well defined but if someone were to put in other then I need them to fill out the description so let's put a user case here where we actually only want to show description if the leave type is other let me show you how to make that kind of custom modification to a form so there's something called rules up here in the upper right and I could add rules to different controls so what I want you to look at is I'm going to select these two controls and then I'm going to say add a rule so I'm on the right side I'm adding a rule and my rule I'm just leaving it to the default name but you can create two different types of rules a formatting rule and a validation rule so I use a formatting rule to kind of hide stuff and disable stuff but I can use a validation rule to make sure that I'm getting the proper input otherwise we would actually have some kind of error message come up to them so I'm going to use a formatting rule in my formatting rule if you look in the lower right I want to hide these two controls based on a condition so if this condition is true I want to hide that control so what I do is I go in here and this will be the simple formula that's very simple like you would do inside of Excel is I'm going to say and we're going to look at all the name controls so I have the leave type control I'm gonna say if the leave type does not equal other now let me get my typing together here so if the leave type does not equal other if that is true then I want to be able to hide that control so let's go ahead and take a look at that in preview mode so we go to preview and what you should see now is that we have the ability to be able to hide that information so notice unless we go to other that control is not available anymore and if we it's done dynamically so that we're making sure that people aren't seeing that type of information so the scenario that this works on very well is when you think about it is that you might have some very complex forms that you have but the users having to make some kind of selection and then based on the selection you can hide and show controls to make the form much simpler to use so in this situation that's pretty much what I want to do there you can do all kinds of fancy formatting if I wanted to I could you know fill this in with some colors or anything I want to you'll notice that I have the ability to add attachments if I want to so there's a lot of different things that you can do here let me go ahead and and do that coloring again go ahead and just choose a light color and one of the things I want to do here is I'll go ahead and say now I want to have this form available for my employees or some other contractors possibly that might work for us that might be working and they're they we need to know when they're going to be gone so this was also another thing called an in-text live in text live allows you to publish your form outside the firewall so when I hit this I can actually get a link to where that user will have to go in there and authenticate themselves to get to this form so I can put in someone like myself at some different URL and what this means is now this person who's sitting out I'm not at net woven anymore I'm at my private email there and I'm gonna say that this user can submit I'm just gonna say a thousand times that we don't get anything but notice that I can either do anonymous access or I can actually have it be defined user so the perfect situation is you're dealing with some external partners that you want to have them have access to a form but you don't want to have them in Active Directory and you're giving them access to the actual form via the Internet so when I save that and we go ahead and preview this what I want you to see is Thrun in tex live we can actually generate a preview and we'll see what this will look like to an actual users sitting on the internet so the same things going to apply here to where all the different colors all the different things that we've done are still going to apply here so when we publish this will actually have a URL externally for the user to have to authenticate to so let me go ahead and publish and let's go ahead and take a look at what happens here so here's the URL let's go ahead and open this in a new window what I want you to notice is that we're not inside my firewall anymore but notice it's making me authenticate myself and now I can only gain access to that form if I authenticate myself so I have to be have that email aligned with either one of these three ways of authenticating so let me see if I can authenticate with Windows Live and since I'm already authenticated because I'm logged in as Alex via technology rocks in this session so now I have access to this so I can put in you know my time off I can say that my leave type is other I can say I want to take off you know a week I'll put in a description and I save so what's happening now is I've just gone through the internet I've I'm outside of the firewall I don't exist an active directory but I have access now through NIM Tex live that was given to me but the cool thing here is within a few minutes that will actually be published to this list so that'll actually come through the gateway and he'll show up here here's my form that we just created as well so now you can see this other form so I'll put in I'm just going to type in some title here sick leave you know taking you know a few days off here and submit so now you're seeing the one I just did and within a couple minutes what you'll see is you'll see that other one come through through the Nintendo in here anytime we want to and we can view the item one thing I want you to notice is that one capability out of the box is to be able to print to PDF so this is a very requested feature here so let me close that and what I want to do is let's go ahead and attach a workflow to this and how do we do that so what I do is if you go up to list and you say NIM Tex workflow here and create an in-text workflow now let's go ahead and figure out what we're doing here so now I'm sitting inside the workflow designer so what I want you to take away here is I'm in the browser again we're going to create a simple workflow the first thing we need to do is figure out what is going to trigger this workflow we start at the green and we end at the red everything in between that gets executed that we drag and drop from these lists of actions on the left-hand side okay so the first thing I want to do is go into workflow settings and I want to tell Mint X how is this workflow going to be started so I give it a name time off workflow do I want to just start manually that's optional do I want to start when items are created or have some condition so I'm gonna say I want to create then manually and/or when items are created now why would you want to start an item when they're modified you might be waiting for some kind of condition to come through like someone has to fill out some information that was missing and you want to make sure that we don't run this workflow unless we have all our all our all our conditions met so that's one of the beauties of this product is I can come up here and control when the workflow is going to start in this simple situation what I want to do is I just want to say we can either start it manually or we'll start it when an items created okay there's another option here is we can enable the workflow to start from the menu item I'll show you where that shows up in a minute here so I'm saving that configuration now we know that this workflow will start when we start manually or when an item is put in there so the first thing I want to do is I want to assign a task to a manager I'm going to give you the simple scenario I want to assign a task to a manager based on this request so we configure something called a flexi task and this is really cool here one of the things I'm going to do here is I want to dynamically assign the task to somebody normally that would go to a manager so one of the things we can do when we're looking up in Active Directory sharepoint groups or in oh you using Active Directory we also have the ability to do what's called a look up here I can go directly and say I want to go to my manager I want to make sure that this email always goes to the manager of the submitter all right so the the submitter which is called initiator we can automatically send it to that manager but for this demonstration purposes so that my manager doesn't get a leave request for me I'm going to send it to the initiator which is myself just for for demo purposes so you can see that I'm adding myself as initiator as an assignee I also want to have the Lazy approval functionality so I want to get the ability to be able to respond via email instead of having to go all the way to SharePoint so the task description would be something like request for time off that'll be the name of the task that we'll see there's some other things that we can do how is this user going to be notified about this task so you can see that by default and email is going to be sent to the manager or whoever were assigning the assignee is but I can put in some dynamic strings in here I can create the subject is Raquin response required for and we can say with the signees name is so I can I'm going to show you this dynamically if we can go in here and take a look and say initiators display name so whoever the initiator was we're gonna say response required for that person's name then we can come up here and add dynamic email as well we can create a dynamic insert here as well if we want to another thing to that you should be aware of out of the box we can say how many reminders so if a manager happens to be out of office or hasn't been responding in a timely fashion we could say we're going to give this person three reminders in the next two days and if they don't respond then we want to be able to escalate so you have the different types of escalations that you can do we can either delegate the task to another manager so we might want to go to the manager's manager or look at a SharePoint list and figure out who we should go to or we can auto complete the task and say after five days we're going to actually have the outcome be rejected or whatever you want to be able to do so there's a bunch of different things that we can do there I'm going with a very simple one the other thing that we can do is we can also modify the form that the manager is going to see so take a look at this I was using the form designer before for the input form now we're using the Nintendo or the actual tasks that the manager will see so this is what the manager will see maybe this isn't everything I the manager needs to see to make a decision maybe the managers just needs to know the leave type and the start and end date so they would go in here we go in and make the modification saying we don't need that information we don't need the title up there all we really want to do is really look at what the leave type is and what the start and end dates are so I can take this information we'll move it up and I don't even need these controls if I don't want them but I'll just move them up here so now what I've done is we can actually go and preview this as well like we did before and preview what this what this task form is gonna look like so the task form is gonna look just like what you're seeing right here if I'm okay with that I say save and I saved that and now what I can do is I can close this and we're all the way back to our flexi task where we save this information so the flexi task has been set up like I said to send an email to the manager now we want to do is let the person that that made a submission know what's gone on so on this one branch here if we get a rejection I'm gonna send it to I'll go to the initiator again because again I don't want to send my manager an email but I'm gonna go to the initiator and one of the things I'm going to say is sorry and I might put there you know I can come up here and do a dynamic string initiator display name your request has been rejected for and then we'll maybe we'll put in a reference here for the item properties we'll go in here and say the leave type so we're going to say we're rejected for this leave type so that's that's the email that we're going to send to the initiator we'll send it with high importance and save that and just for times sake I'm just going to copy this and then we'll make a simple modification over here to this notification and actually go through here and say we're sending it to initiator instead of saying sorry Congrats and your request has been approved enjoy your time off okay so now we've configured this workflow and it's very simple but very powerful here and what we're doing so let's go ahead and publish this do a submission and as we publish that workflow let's go ahead and go back to the actual list that we had so here's our list let's take a look here we're actually running a workflow here so let's go ahead and do an f5 this was the one that we actually did through the mobile device my time off let me go ahead and add in a new item because now we're doing this on a real basis my vacation I'm gonna select vacation here holiday annual leave we'll call it let's choose a date here I'm only going to take a few days and say save so what this basically did is this is actually kicking off a workflow to run now so you're gonna see that the workflow is in progress this happens for you automatically the name of your workflow gets to end up tagged up here so that we can see that but let me show you what the email it comes through to me as a manager remember I was playing two roles the manager and the employee so you can see that we have a tasks it needs to be resolved here notice at the bottom here if I have the information that I need to make this decision in the email I could just hit reply with a prove yes no okay no way there's you know any term I want to but what I'm going to do is I actually want to take a look at the tasks and so I'm sitting at the desktop and what you're gonna see is that form that we created remember in that form all I really cared about was what leave type you're taking the start and end date so let's be mean to this person and they were rejecting it sorry we could put in a bunch of different you know stuff I'm going to save you my typing skills and I'm gonna say okay so in that situation we actually went through and we rejected it okay so if we take a look at the leave request here the workflow has been completed but we actually rejected it one thing that's really cool about this is I can go in here and look at the history and see what path we ended up actually taking here through a visual you can see everything in green is the path we took so with your workflows you can see what happens so we went down this path of rejection okay so one thing that you'll see is here's the email that I configure and you know here your request has been rejected for annual leave sorry Alex very remember we put in a dynamic name up there and we also put in a dynamic comment down here now let's say this person we rejected them because they were they had something wrong I could actually go in there and edit the item and remember when something gets modified we'll run this workflow as well maybe my vacation has to be leave without pay instead so I change that to be something else and you're gonna what you should see here is we should see this if I configured it correctly we should see this change too in progress unless I didn't enable that maybe I didn't enable it so let me go ahead and run it time off workflow I'm gonna tell it to rerun this I'm going to start it and now what's going to happen is this workflows in progress and what's going to happen in a second here the manager is going to get an email you'll come through and then what will happen is I'll be given the opportunity to be able to approve or reject it so the email just came through we're gonna go ahead and look at the task I look at the task and you'll see that oh it's leave without pay that is correct I'm gonna prove that not even going to put in a comment I'm just going to prove it and say okay and so what we should be expecting in that workflow is now we're going down a completely separate branch and that separate branch is going to be that we're proving that so we you know we've gone the full circle here and you'll see the email coming up in a second here and let me bring it up so here's that Congrats email your time off request has been approved for leave without pay so we've just done a full circle on what you can do here and you can have multiple workflows per item you can have I you can have workflows that are used in a complete fight but one thing I want you to take away is on the left hand side we were just doing some simple stuff with the workflow one of the things I want you to take a look at is when we talk about integration being able to call Web Services being able to call databases for inputting and inputting information querying user profiles all the things that you would think about doing inside of a SharePoint library like copying an item creating an item updating a list being able to generate different documents so creating a template maybe I want to do something like connect to DocuSign I can actually go and go to DocuSign and say send a document so I I clicked on this and if it was the first thing that I wanted to happen after someone submits something then we just go in here and configure what happens with DocuSign by putting on our DocuSign credentials once I put in where our DocuSign credentials our document will be sent to DocuSign and then after the document has been sent and signed once we get to notification what I do is I have another action item will download the document to any library that I want to so I can go the full round-trip and say save this as a PDF in a specific location so different things that you can do there talk about provisioning taking a look at Active Directory we talked about earlier about being able to do stuff with employee onboarding HR onboarding and stuff so things that we can do to automatically put people in Active Directory off-boarding getting rid of someone out of Active Directory so there's a lot of different things that we can do there as far as the ability to communicate with the outside world and do all kinds of logic you know the if-else blue being those types of different scenarios if me will might want to do okay so let me go back here and show you where Ninh Texas used mostly so when you take a look across the the six departments that we've done surveys on of where they're using Minh tax this is pretty much the list that comes up in each one of these departments here okay so think about how you could possibly use this product and in doing so really save everyone a lot of time and money by a better adoption of sharepoint and just automating things that you're doing right now where you're filling out paperwork you're sending that to be signed you're sending around excel attachments all those things can go away as we be able to route the business process so there's a reason that this is the number one product out there for sharepoint that truly hands down is pi the easiest product out there and a very powerful tool without having to write any code and you can see that you know it supports different languages there's international support so if you want to have different forms come up in different languages you can do that as well i can i can show you great examples of how that's done and you know the great thing is is that this product is very flexible and what you can do so one thing i want to point out to you before we kind of wrap it up here and i guess we'll have a little bit of time for Q&A here is again my email is alex v at net woven comm if there's any questions about some of the things i've shown you the things i've shown you are just a tip of the iceberg there are some other capabilities that we didn't have time to cover but I'm happy to whiteboard anything any kind of solutions or you know if there's some certain scenarios that you need to see in order to make your decision please contact us and let us know how we can help you other things too that you should be aware of is NIMH tax just lowered the price of the product so if you need licensing information depending on whether you're doing this for sharepoint on-premise our point in office 365 or maybe you need to take a hybrid approach ninh Tech's has an offering that's as low as $7,500 per year for the low end standard edition a subscription and going all the way to unlimited forms and unlimited workflows with full enterprise capabilities so if you want to have those types of discussions I'm more than happy to discuss that with you as well to describe what kind of options and what functionality fits your requirements so with that I'm gonna go ahead and open up the questions tab I don't see any questions right now but if you do have any questions you can go ahead and type them in if not I appreciate your time today and I will be emailing the slide deck that I just presented to you after we're done okay so let's go ahead and see if we get any questions okay I guess my email idea is a better idea for you anyway feel free like I said Alex V at net woven comm send me an email and I really appreciate your time today and look forward to hearing from you if not in future presentations on

Channel: Netwoven Inc

Views: 13,300

Keywords: Nintex, sharepoint

Id: uicuoPeNOBs

Length: 32min 57sec (1977 seconds)

Published: Fri Jan 27 2017