Nintex Connect

Within our HR department there was a need to have documents with various expiry dates (AWAs, EBAs etc)... here is how we came up with a multi-tier warning for these documents...

Firstly, we created a new Site Content Type called Document with Expiry Information, based on the standard Document Type.

Create the following columns for this content type;

• Expiry Date - date that the document will expire
• Expiry Notification - user(s) / group(s) that will be notified via email
• Expiry Comments - free form text for any extra comments regarding the expiry (not required)
• Expiry Warning - Integer - number of days prior to expiry to send first warning email

Once this is done, you can then attach this document type to a document library.  We are now ready to create the Workflow...

• Create 3 new Workflow variables;
• Expiry Warning Days - simply used to take the above field and switch it to a negative number
• Expiry Warning Date - Calculated at runtime
• Expiry Overdue Date - Calculated at runtime
• Set the Workflow to start when items are created/modified

Now, to create the workflow;

1. Check if the content type of the document is Document with Expiry Information.  If not then end the workflow immediately
2. Calculate variables
• Expiry Warning Days - maths calc - Warning days * -1
• Expiry Warning Date - Expiry Date + Expiry Warning Days
• Expiry Overdue Date - Expiry Date + 30 Days
3. Create a parallel action, the first branch handles the emails as follows;
• Add a Run-If - Expiry Warning Date is greater than date when action executed
• Add a Delay until Expiry Warning Date
• Add an Email notification - sending to Expiry Notify
4. Expiry email
• Covers essentially the same steps as above, using the Expiry Date this time.
Overdue email
• Covers essentially the same steps as above, using the Expiry Overdue Date this time.
• Then finally, add an end workflow task
5. Now, the other branch of the parallel action simply terminates the workflow if the document if modified (and the workflow will then restart)d
• Add a wait for item update
• Set it to wait for the modified date to be not equal the modifed date (as in checking itself)
• Then add an end workflow task

That's it.  The run-if checks for the dates being in the future is important, because if the date is in the past - the workflow will simply sit there waiting for the date and not continue.

Basically at the end of this - you should have an email that is sent to the requested notifiers x number of days before the item is due to expire, then another one when it does - and finally (if they don't change the expiry date) another one 30 days later.

If you want an export of the workflow, let me know - hope someone finds this helpful

Cheers

Tom

Hi Tommy,

To share your screenshot - edit your post and go to the second tab 'Options' where you will be able to add an attachment.

 Cheers,

 Kara

I'm basically trying to do the same however this will run on libs with policies and procedures. What i would like it to do is to inform the owner of the document when it expires but if nothing happens and the expiry date passes the document should be unpublished and another email sent to last modified person.

I'm new to nintex and i would love some help building this.. not to used to variables and such.. I have however setup the content type as above post and i have that published to a lib already

 Regards

JOel

Hello Tommy,  I am very new to Nintex and have been blessed with the opportunity to work on an Operating Procedures Review workflow.  I need to kick it off at a certain date yearly.  It sounds like yours might be something I can work with.  Did you say it could be exported out to me?  Then I could work on modifying it to fit my envronment?

 thank you.

 Kody

Hi Tom,

Thanks for sharing your solution here, I like the concept of the 3 phases a document is logically passing.

I have re-worked the model with your explanation but I missing a part which is probably the right-hand tree.

If possible, could you send me the .nwf, it's very much appreciated.

Best regards

Jaap 

Jaap,

 I've attached the nwf from the workflow, so you should find it here now.

Cheers

Tom

Hey Tom,

 This workflow is exactly what I'm looking for. We have a company wiki that we'd like expiration alerts for the articles so we can keep those as up to date as possible.

 Would you mind sending me over an export of the workflow please? I'll be passing this off to one of our power users to build so it would be helpful if I could provide the workflow to help them get started.

 Thanks!

Brian

brian.speagle@careerbuilder.com