Vadim Tabakman

Nintex Workflow - Workflows on Surveys

Some of you may have noticed that SharePoint doesn't give you the option to start workflows on Surveys.

The workaround is to have a scheduled workflow that periodically checks for new survey responses.  Designing that into a Nintex Workflow is actually quite simple... as with most things with Nintex Workflow.

Initial Requirements

Since the plan is to have a scheduled workflow, this type of workflow with query the Survey and look for new responses.  To know what a new response is, there needs to be some location where the last processed date is stored. Create a SharePoint list and create a few fields to hold some information.

Master List

The NW-SurveyMasterList seen in the image above is just an out of the box SharePoint list and has two fields that could be helpful in processing survey responses.  It includes a Number field for the number of responses that have been processed and also a DateTime field for last processed survey response.

Survey

The survey that is used can be seen here:

Survey Settings

Highlights are two questions in this survey.

Workflow

Since there are different types of workflow, the workflow I find that is the easiest to schedule is a Site Workflow.  This is what will be shown in the rest of this post.

The following at the steps needed to build a workflow to get information from a Survey. NOTE: This will need to be tweaked for each survey, because this workflow is looking for specific questions.  You would need to modify this workflow for your own Survey.

Query the Master List

This is done to get the Number of Items we have processed so far, and also the last processed date, so that we can look for all the latest responses.

Query for all New Survey Responses

With the Query List action, it needs to be configured to pull all the fields that will be needed.  eg. Created, created by, SurveyResponse1, SurveryResponse2

Each of the fields need to be stored in Collection variables.  Since there will be most likely be more than 1 survey response, the collections allow there to be multiple responses.  To process each corresponding response, take a look at this post : Iterate through Related Collections

What you then do with each survey response is completely up to you.  This process will show you how to get the information you need.

Workflow Design 

Notice the very small image above of the workflow design.  But it gives you an idea of the straightforward design of a workflow like this and how to process the survey responses.  Below, in the Downloads sections, download the list templates and the workflow to try it out in your own environment.

Filling in a survey, you can see the two questions:

Survey Response

When the scheduled Site Workflow runs, it does what it needs to do and updated the NW-SurveyMasterList so now it looks like this:

Master List

Downloads

Nintex Workflow 2013

Download the SharePoint List Templates (.zip) - Download

Download the Workflow - Download and import into the Workflow Designer Page

Copyright Vadim Tabakman
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Comments

Tuesday, September 2, 2014 8:53:57 AM
Cheryl
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re: Nintex Workflow - Workflows on Surveys

Thanks for this post - it answers exactly something I am being asked to do

Tuesday, September 2, 2014 9:50:12 AM

re: Nintex Workflow - Workflows on Surveys

HI Cheryl,

I'm glad this was able to help :)

cheers,

Vadim

Wednesday, October 1, 2014 9:41:14 AM
Cheryl
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re: Nintex Workflow - Workflows on Surveys

Hi Vadim,

I've downloaded the two list templates, created lists from them in my test site, downloaded and imported the WF to the site and ran it successfully. Then I added a new response to the survey, ran the WF again, and now get this error "Error operating on collection variable. Index property is greater than the number of items in the collection." I also get this error on the real WF I've created based on this. Any suggestions?

Thanks!

Sunday, November 16, 2014 11:49:35 PM
Masha
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re: Nintex Workflow - Workflows on Surveys

Hello Vadim,

I found that if I access workflow designer URL directly (with correct survey's listID), I am able to design workflow on survey. It even runs. Is there any problem with this approach ? Thank you very much.

Monday, November 17, 2014 8:55:26 AM

re: Nintex Workflow - Workflows on Surveys

Hi Masha,

I don't see a problem with that.  Great idea!!!

cheers,

Vadim

Thursday, July 23, 2015 12:37:51 PM
Jeff
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re: Nintex Workflow - Workflows on Surveys

Hello Vadim,

I look specifically for your answers when i search for solutions.

My question is i would like to incorporate nintex forms into a survey i have created, but it looks like i dont have the choice to do it. Is it possible that nintex forms does not allow it to be used in conjunction with a survey?

Thanks,

 

Jeff

Thursday, July 23, 2015 1:06:13 PM

re: Nintex Workflow - Workflows on Surveys

Hi Jeff,

 

yeah at this stage, Nintex Forms are not supported on Survey lists in SharePoint.

cheers,

Vadim

Friday, November 20, 2015 7:51:33 AM
Lawrence
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re: Nintex Workflow - Workflows on Surveys

Any chance of getting details on what goes into the workflow actions? I'm having a little trouble understanding which variables go with which actions.

Friday, November 20, 2015 8:02:29 AM

re: Nintex Workflow - Workflows on Surveys

Hi Lawrence,

The workflow is downloadable at the bottom of the post.  You'll see which variables are used with which actions if you open the actions.

What specifically are you stuck on?

Vadim

Tuesday, March 13, 2018 11:25:09 AM

re: Nintex Workflow - Workflows on Surveys

I'm getting an error after the first run: Error operating on collection variable. Index property is greater than the number of items in the collection on the Get ID of the first Item in the Master List Collection Operation. The workflow ran fine the first time and the NW-MasterSurveyList updated correctly. It's showing number of responses processed as 1. Did I miss a step?

Tuesday, March 13, 2018 11:43:23 AM

re: Nintex Workflow - Workflows on Surveys

I'm away from computer, so apologies for typos. That were suggests you are trying to get something out of a collection, part the current size of the collection. That usually happens when you are trying parse multiple collections at the same time, and they aren't the same size. Eg get item at position 8 but there are only 7 items in that collection. I a think a little debugging is going to be required Vadim
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