Vadim Tabakman

Nintex Workflow/Forms - Long Term Delegation

The beginning of a beautiful Site Administrators page :).

Over the years, I've been trying to get some reusable workflows or pages so that it makes it easier for me to do any type of administration work that I need to do.

Although there is a Long Term Delegation page as part of Nintex Workflow, it's 3 clicks away.  Who has time for that???  So I took this as a challenge.  I want to have my admin page to contain a form that I can simply fill in and automatically create a long term delegation rule when someone in my team goes on leave and forgets to do it.

 

List Form

It's not the most visually appealling form, but I never said I was good at graphic design.  I get things to work... there's probably creative people who can beautify this Laughing.

How did we come to build this form?

Firstly, we build a SharePoint list and then we add the appropriate fields to it.

From User - the user who will be on leave and we want to delegate on behalf of

To User - the user that will get the tasks delegated to them

StartDate - the start of the users Leave

End Date - the end of the users Leave (this is inclusive)

This Site Only - are we creating a rule for this user, just for this site or for the entire farm?

List Fields

Now that we've done the hard part, we now click on the Nintex Forms button on the ribbon and a form will be designed for us.  The form will most likely require some redesigning.  Since I'm doing this to have a form on a page that will have other information or other web parts, I don't want a top-down form.  So I moved some of the fields around and made it a little more compact, yet still usable.

 Form Design

How to share this Form on a Page?

To add this form to a SharePoint page, go to your SharePoint page, or create a new one and you'll be able to insert a webpart on to that page.  Click on the Nintex Forms group and you'll see a List Form web part.  Insert that into the page:

Insert Webpart

To configure this web part, you simply need the List name and the content type that the form was built for.  In this case, we can simply use Item.

Webpart Configuration

Once you save the editing of this SharePoint page, you'll be provided with the form to fill in on this SharePoint page.

UI Done - Can we get to the Workflow?

To add a long term delegation rule, Nintex exposes a web method in the Nintex Workflow web service.  It is quite ingeniusly named AddLongTermDelegationRule.  If you want more information, check out the Nintex Workflow 2010 SDK.

I could have left it as a simple workflow with just a Call Web Service action.  But let's face it, that is one boring workflow.  So I like to add some error handling to the workflow.... maybe some notifications if it fails or if it succeeds, so that people know what is going on.

Workflow Design

Do we need to go into the Call Web Service configuration?  Probably not.  I've done enough posts about it for now.  But suffice it say, you set the url, the credentials, pick the AddLongTermDelegationRule web method, and add the item fields to the apprporiate web method fields.    If you need to see more, you can always download the workflow in the download section below and take a look.

Conclusion

The workflow has one requirement.  The Call Web Service action is looking for a Workflow Constant called SiteAdminCredential.  You can create it in Site Settings, or if you already have one, you can change the configuration of that action to use your constant.

There's no reason to stop at just the delegation functionality.  What if you had a SharePoint site specifically for your administrators.  They could have a list where they fill in all the information needed for provisioning a new user.  They could build a Nintex Form for that list, and insert the form into the same SharePoint page.  One page to rule them all!!!!!

Downloads

Nintex Forms 2013 and Nintex Workflow 2013

Download the Form - Download and import it into the Form Designer Page

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

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Comments

Tuesday, October 22, 2013 2:10:55 AM
Stuart

re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadim,

is it possible in workflow 2010 or 2013 to pull a list of delegated actions?
In workflows I need to list in an audit who delegated the task, to whom and what the comments were. In an admin form like the above, a list of how many delegations over a period would be good too.

Tuesday, January 21, 2014 4:53:35 AM
Bryan

re: Nintex Workflow/Forms - Long Term Delegation

will long term delegations rules look back and retroactive workflows for delegation if the start date is in the past and workflows had been assigned during that period?

Tuesday, January 21, 2014 7:24:46 AM

re: Nintex Workflow/Forms - Long Term Delegation

Hi Bryan,

no they won't.  Long Term Delegation is only for tasks that are created between the two dates specified and also after the rule was created.

cheers,

Vadim

Wednesday, January 22, 2014 3:57:50 AM
Bryan

re: Nintex Workflow/Forms - Long Term Delegation

Can you setup multiple long term delegations at one time for a user? Example: A user has planned their entire year of vacation time-off in advance. can you enter all the different times this person will be off at once or only one at a time?

Wednesday, January 22, 2014 8:28:30 AM

re: Nintex Workflow/Forms - Long Term Delegation

Hi Bryan,

you can have multiple Long Term Delegations for a user.  Every time you click on the "Delegate tasks to a user between specific dates" and fill it in, it will create a new entry.

cheers,

Vadim

Wednesday, April 23, 2014 2:17:04 PM
pubab
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re: Nintex Workflow/Forms - Long Term Delegation

How does one delete any long term delegates that may be set up in error or if the person no longer wants the tasks to be automatically assigned to the delegate. The AddLongTermDelegate should really return the delegation ID, but it does not.

Wednesday, April 23, 2014 3:06:05 PM

re: Nintex Workflow/Forms - Long Term Delegation

Hi pubab,

are you trying to do this manually in the SP environment, or through code?

if it's code, you may want to look at querying the Nintex Workflow database for the ID.

cheers,

Vadim

Thursday, April 24, 2014 8:13:58 AM
pubab
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re: Nintex Workflow/Forms - Long Term Delegation

I am following the steps in this blog. So yes, I am doing this on the SP environment, using a list and Nintex Workflow that kicks in on created. But I would like to store the ID on the list once the on created WF completes, so when the user comes back and clicks a button to delete or cancel delegation then I use the ID to call a Nintex WF that calls DeleteLongTermDelegationRule. I could write a OnDeleted EventReciever but would rather stay away from code. I am thinking of following this post as a solution for this problem,

http://blog.provokesolutions.com/nintex-workflow-removing-a-user-from-the-long-term-delegation-list

Just seems like such a round about way to do something as simple as this.

 

Monday, April 28, 2014 8:24:48 AM
pubab
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re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadmin,

Very sorry! It seems like the AddLongTermDelegationRule method in the web service does return the ID in the response. So I am just saving that in my list and use that to delete the delegation.

Not sure how I missed that. Apologies again! Please feel free to delete my previous comment, so that readers are not confused.

Monday, April 28, 2014 8:26:17 AM
pubab
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re: Nintex Workflow/Forms - Long Term Delegation

ugh. sorry about the typo in your name. force of habit typing "admin" :)

Monday, April 28, 2014 8:33:43 AM

re: Nintex Workflow/Forms - Long Term Delegation

Hi pubab,

no problem.  Usually, people call me vadministrator haha.

Vadim

Tuesday, November 4, 2014 9:07:56 AM
Amber
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re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadim,

Excellent post. We dont have Nintex form but we use Nintex 2010 and we are on SP 2010. How do I implement similar solution for my environment. Thanks in advanced.

Amber

Tuesday, November 4, 2014 2:18:34 PM
Amber
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re: Nintex Workflow/Forms - Long Term Delegation

I added a regular SharePoint form and added the workflow. It worked but then I notice when I changed the ToUser to someone else then workflow still sends the workflow task to original ToUser. Then I changed the start and end date to back (like 10/30/2014 to 11/3/2014) and workflow still delegating. What am I doing wrong?

Wednesday, February 10, 2016 11:28:47 PM
Dhinesh Kumar J
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re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadim,

I am new to Nintex , first of all very big thanks for the Post it helped me to allow only some person(site collection admin) to add the long term delegation for users.

I got one requirement says while task assign to the delegated person the original users(task user)  also should receive the Email Notification. I am not sure how to acheive that functionality. can you please help me to acheive that with nintex 2010 workflow.

 

Thanks & Regards,

Dhinesh kumar J.

Thursday, February 11, 2016 12:28:33 AM

re: Nintex Workflow/Forms - Long Term Delegation

Hi Dhinesh,

Once the task has been delegated to another user, they are now the owner of the task.  Nintex Workflow doesn't have the ability to send notifications to the previous task owner.

Vadim

Thursday, February 11, 2016 4:43:45 AM
Dhinesh Kumar J
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re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadim,

Thanks for the info. But business users are requested the original owner also should be in the CC of the email notification which is triggering to the long term delegated person.  

Let me try to explain the same, since they have that functionality it in the 2007 with visual studio workflow code stuff previous team has done. but in 2010 they introduced Nintex hence i can't write the code stuff. 

Thanks once again Vadim.

Sunday, June 26, 2016 8:54:43 AM
Dhinesh Kumar J
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re: Nintex Workflow/Forms - Long Term Delegation

Hi Vadim, I have a query on the delegation. A task assigned to User let's say Person A. He is delegated the task to Person B. The issue is sending email when the delegation done by person A. The person name is still in the email refer as old one as person A. I used common: ApproverName in the mail content. If its default functionality in Nintex is there anyway to point new user name in the email content. Thanks & Regards, Dhinesh Kumar J.
Sunday, June 26, 2016 11:07:52 PM

re: Nintex Workflow/Forms - Long Term Delegation

Sounds like a bug and you should raise it with Nintex Support.

thanks

Vadim

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