The following content is the final part of a series of posts relating to the an ongoing scenario. The previous posts in this series can be viewed using the links below:
- Nintex Workflow Document Submission: Introduction
- Part 1 – Making use of item check out and check in
- Part 2 – Checking in items automatically using a deadline
- Part 3 – Using Office 365 actions in Nintex Workflow for Office 365
- Part 4 – Starting an approval process
Although this is part of a larger scenario, each post can be suitably viewed separately for those that would like to view this for the general concept.
Final workflow solution
If you have been working through this series of blogs to build a workflow relating to the scenario that we created, you may have a workflow that looks similar to the one below.
As you may have noticed, as well as the actions added through each blog, I have also added multiple “Set Workflow Status” actions at various points. This is something that I see as an important part of any workflow and have written in more detail about it in a <a href=”https://o365.co.uk/?p=2275″>previous blog entry</a>, so make sure you take a look!
Here is a brief rundown of all that the workflow does:
- As soon as a new item is added to the library, check the item out to the user who added it
- Pause the workflow until the submission deadline to allow the user to make any more required amendments to their document without having to upload again
- Once deadline is reached, check whether item has already been checked in, if not then check item in to confirm any changes made during check out
- Set permission on item so that user can only view the document and no longer make any changes whilst it goes for approval
- Start a task process by setting an approval task for selected users and sending an email to those as notification to approve the item
- Once all approvers have completed the task, this action also stores the outcome in a variable, which will be devised from the majority percentage of votes
- Check whether the item was approved or rejected
- If the item was approved, copy the document to a specified library, otherwise do nothing
As with all workflows, there will always be room for improvement, but the concept used here should hopefully contain some useful knowledge that you can take away and incorporate into your own solutions.