Nintex Connect

Hi,

 I would like to create a workflow that sends a notification based on the following:

 I have a list, within this list I have a field named "End Date".  This is a Time and Date field.  I would like a notification to be sent out if the "End Date" that has been entered is later than the current date i.e. today's date as you read this. 

 The reason for this is that the list refers to projects, if todays date is later than the End Date of the project - the project is rendered overdue and a notification reminder needs to be sent to the "project owner" (a field that is also in the list).

Any help with this will be much appreciated.

 Kind Regards,

KB

Karo,

Couple of questions? who enters "End Date"? Is this entered manually? If so you can just simply create a Nintex workflow using the following action items.

1) Set Variable: Create a local variable of type "Date and Time" and call it as currentDate (you can name whatever you want) and configure such that it takes the current Date and Time.  

2) Check Condition: In this check condition check whether End Date is Greater than currentDate.  

     a) If yes Put a send notification Action item and configure it to send notification to Project Owner. 

     b) If no, keep nothing or put a "Log in the history list" Action item and log " Workflow Ended" or a generic message.

Hope this helps.

Thanks,

Vinay.  

Hi Vinjay,

 Yes, the Project Owner enters the date manually.

 How do I configure the variable to take the current Date and Time?

Thanks,

 Karo

1) Its fairly simple. Just create a workflow variable of type "Date and Time" 

    - Go to Nintex Workflow Designer.

    - Click on Settings --> Workflow Variables --> Create New

    - Give the name as currentDate (or your generic name) and select option "Date and Time"

2) In the designer Insert "Set Variable" action item.

3) Click on "Configure" which appears when clicked on the header of the action item.  

4) From the "Set" dropdown select the variable (currentDate) that is just created.

5) check the box "Use date when action is executed".

These steps would bring the current Date.

HTH

Thanks,

 Vinay.  

Hi Vinay,

 Thank you for your help.  I have missed an important part of this workflow out.  The list for which this workflow applies also has a project status field.  From this, the project owner can choose from the following:  Active - Green, Active - Ambre, Active - Red, Completed, Hold, Cancelled.

  I would like this notification to be sent only if the Project status is only Active - Green, Active - Ambre or Active Red.... If the status of the project is Completed, Hold or Cancelled then the workflow will not run as it does not apply to these status.

Would this be a Check Condition action?  In addition to this.... the workflow should not end if the project is not overdue i.e. current date exceeds end date.  It should loop until the status of the project has been altered to Completed, Hold, Cancelled or the end date has been exted.  Would I use the loop function for this?

 Thanks

 Karo

I recommend to use State machine instead of Loop. If I am not clear here let me know, I can post a similar example which satisfies the above requirement. Here is the brief idea.

1) Insert State Machine with two states.

2) Under state 1 Check whether the Project is Over due. If no put the "change state" action item. If yes exit the state machine

3) Under the state 2 check the status of the project. .

Thanks,

Vinay.

Hi Vinay,

 I am not familiar with the State Machine Action. Please may you provide an example?

 Currently my workflow is as follows:

START

Set Variable - currentDate - use date when action is selected

Set Condition  - Compare "Projects List" where Status = Prospective or Requested or Active Red or Active Ambre or Active Green

NO - End workflow

YES? - Set Condition - Compare "Projects List" Field where End Date is Less than "workflow variable "currentDate"

NO - Log in the history list

End the Workflow

YES? - Send Notification

 END

 I would like the workflow to work like below:

 Project is entered - Status is chosen - if project status remains as Prospective/requested/active red,green,ambre - and the project end date is before the current date (overdue) - notification sent to project owner to update project end date or status - this will then reset the workflow until such time the project status is changed to - hold, cancelled or completed - if any of these status's are chosen then workflow should end - otherwise loop.

I can appreciate that this might be quite advance? as each time the status of the project is updated, the "currentdate" will need to be the day the project was modified rather than the day it was first created?

What are your thoughts?

Karo,

I am not a big fan of Loops :) On seeing your scenario, I believe its not requried to have Either State Machine or Loops in the workflow. Instead, you can have a simple sequential workflow with the above mentioned conditions, and configure the workflow to start when any of the Project properties are modified. For this you need to check the option in the Nintex workflow designer. Settings --> Startup Options --> there check the box "Start when items are modified". By checking this the workflow starts at each time the Items are modifed and checks the fields in the each run. By doing this the workflow completes at the same instance with out waiting in Wait state and not using most of the system resources. In your workflow now you can put the following actions in sequence.

- Set a Variable:

    a) Create a local variable called projectModifiedDate of type Date and Time. Do not check "Use date when action is exectuted". Click on the   button on the Right Side of date field operator.

    b) Select the Source as "List Lookup"

    c) In the Look Up details select the Source as "Current item". Field as "Modified".

This would get the Modified date of the Project.

- Set a Condition

   a) Configure this field to check the status of the Project.

   b) If it is Active Red, Green Ambre, Prospective, Requested then there would be another  Set Condition to check the end dates with respect to modified date. If not end the workflow. 

       - If End Date less than Modified date Send Notification. Or else End the workflow.

Let me know if this satisfies your scenario or not.

Thanks,

Vinay.

Hi Vijay,

 Thanks for your help on this.  With the above workflow, am I to understand this checks the date only if the project is created or modified?

I am faced with this scenario.  When a Project Owner creates a project the End date is correct (often far in future).  The project owner then often leaves the project and it is untouched until such time the End Date becomes expired and the project is overdue.  Does the above workflow periodically check if this is the case?  If not, is there any way for us to enable a 'daily' or weekly check on the End Date?  I would like to automate it as much as possible.

 Example.  Project Owner enters project.  End Date is Valid (i.e. 30 October 2011).  Project left in one of the mentioned status's above.  Workflow checks End Date and compares with Current Date on a periodic basis.  If End Date becomes Expired and current date is later than End Date, then Notification is sent.

 Thanks in advance for your continued efforts with this.

Kind Regards,

KB

KB,

Sorry for the delay in response. I was out for a while and not able to check the Nintex Community blog. Your scenario (Checking the dates on a periodic basis is possible). You need to check the option for "Schedule workflow" options. In theory there are three Daily(Checks daily), Weekly(Check depending upon the date specified) and indefinite(Continuosly checks depending upon the period and never ends). Would you mind trying those options. I believe option 2 (checking on weekly basis) suits for this scenario. Let me know if i could further help or if i am not clear.

HTH

Cheers,

Vinay.

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Hi Vijay,

 Where can I find this option.  Also, I have attached a screenshot of my Workflow, please let me know if you think the logic is correct.

Kind Regards,