- The interface and GUI are top notch and well designed. They make it easy to visualize the workflow.
- The verbiage and help section of Nintex Workflow make creating what you need very easy to read and understand.
- The community and forums are terrific and very responsive. You often get answers from people who work at Nintex.
- Integration with other systems is poor at best.
- The limitation of the processes they have in place. An example is a function that will execute a SQL statement will only return a max of 500 records last I used it.
- Issues with the designer and sometimes their servers seem to be laggy. It is hosted so you are relying on Nintex for some performance overhead.
- Flexible and dynamic
- Easy to use at various levels of experience
- Easy to scale
- We've had issues managing user licenses within salesforce.
- More, better refined, training resources
- Email notifications to administrators regarding new releases / updates
- List of implementing partners. Not sure if there is an implementing partner program or not?
- Nintex automates the generation of legal agreements and templates across our salesforce users.
- Nintex helps us with controlling the version of template being used.
- Nintex frees-up our legal time because we have established standards.
- Nintex seemlessly integrates into our salesforce.com org and makes generating agreements so easy for our users (click a button!)
- Honestly, the only thing I can offer for improvement are around documentation of use cases and some aspects of set up. The back-end functionality is wonderful, and the support team is fantastic, I just think some additional documentation from Nintex might be helpful and reduce some support effort on their part.
We are currently using Nintex Workflow for unstructured processes as well as a few more structured processed across the whole company. We have implemented solutions that will be used by any user, i.e. Company gift and business declaration system, to training requests. We also have solutions in Supply Chain, HR, Engineering, Mining, IT all the way up to our Company Secretary.
We also use Nintex to integrate or get data from SAP ERP, our time and attendance system, SQL, Project Server and even Active Directory. We use this information to run certain processes. Recently we even used Nintex to connect to the internet to a messaging server for tracking and sending messages. We don't use Nintex for functionality that exists in a formal ERP. We have the ability to apply the Nintex tool to any department and almost any area.
- Approvals. Assign flexi-tasks and State Machines are brilliant actions that allow for and controlling of any approval set up.
- Speed of development - Because or the drag and drop and quick configuration, it is possible to setup JAD sessions and build the solution with the users around the table.
- Integration capability - The Execute SQL, Call Web Service and LDAP query actions allow for integration into almost any system. We connected to an IOT database with the EXECUTE SQL action and configured it to ODBC capability. With the web service we connect to our SAP environment, etc.
- Tracking of workflows - it has nice built-in functionality to help you track the workflow.
- Document integration features exist but it is a bit of work to get the doc template ready and update the document through a workflow
- Debugging a workflow. This is not a problem if the workflow is 5 - 50 actions big but as workflows get bigger and bigger it becomes more difficult to debug through a whole cycle.
- More standard connectors will help to improve speed of development but not such a big concern.
- Nintex workflow makes it easy to connect many disparate systems into one cohesive solution.
- Without having to write custom code, Nintex can pull in live data from many SQL Server sources across our enterprise to dynamically fill in data into forms and workflows.
- Nintex can out of the box connect with many 3rd party tools so data can be shared from one platform to another to create one automated solution.
- Moving to Office 365 has proven to be cost prohibitive for us so we are planning on phasing Nintex out for our Office 365 sites.
- The Nintex workflow history lists become overwhelming in size. We need a parameter we can set to only keep history back 7 days, 1 month etc. To keep these lists from getting into millions of records like ours are. The adversely affect our performance and especially SharePoint search indexing.
- Nintex Workflow has a really well designed user interface (UI) for creating the workflows. It closely resembles Microsoft Visio which makes designing the workflows easier on the user since it's very visual compared to the out of the box SharePoint workflows which is closer to computer programming.
- Another example of what Nintex does well is the ability of letting the users and admins delegating the approval tasks to other users. That feature is very beneficial for scenarios when a task needs to get approved, but the user is out due to vacation or sickness.
- Nintex Workflow history/audit is another great example of a very useful feature. Having a detailed history/audit is great for scenarios when 6-12 months down the road you need to go back and see what was approved or rejected when by who.
- We dislike the fact that there's no easy way to re-send the task notification email to a user; adding that feature would be great.
- Another example that could be improved on with Nintex Workflow for SharePoint is that not everything can be migrated when doing a migration of SharePoint 2010 to 2013.
- Adding the ability of adding "Ad-Hoc" approvers without the need of stopping and restarting the workflow would be great.
- Integration with Nintex Forms to allow prompting users for input to use in the WF, such as allowing end users to click "Create New Project Site", getting a form to filling the Project Number and Project Title, then creating the new site from a Project Template that is configured and populated automatically, running the process with Administrator Permissions so that the end users don't need to be give permissions to create sites themselves outside of the WF process.
- A single copy item step WF can be added to a page library and added to the item menu in the library so that any page can be clicked on and copied to a new page and then edited. This also keep users out of SP Designer, and it even works on Publishing libraries which don't allow "Open In Explorer".
- Nintex WF can run a web query, a list query, or an LDAP query. We can pull any information from Active Directory and populate list items on the fly, or just keep the data inside a WF variable such as contacting a person's Manager for an approval, then rolling up to that person's Manager for a secondary approval.
- Nintex WF is still limited by the SharePoint WF restrictions, for example, a WF definition file larger than 1 MB doesn't open or save with causing an error. With all of the power that Nintex gives us, we are often running into the tiny WF size restrictions.
- Nintex WF creates error Emails for every error with references and links on what you can go to in order to read about the error, but they are often not helpful in determining the issue. Issues must be troubleshot manually by turning actions off, testing individual actions or sets, creating WF History steps that write variables to the log, etc. Ad even then some errors are very difficult to figure out.
- The Nintex WF Flexitask, used for an Approval process, will kill the process if one person declines, or, if a majority declines, but does not let you select to have all approvers give their response without terminating the process until the end. That means you don't have a log of who has issues that need to be addressed to remedy the concerns. Creating a separate Flexitask process for each approver allows all to respond, but then the WF size grows past the maximum file limit for SP WF.
- Nintex Workflow is extremely easy to use via its very user-friendly interface.
- Nintex Workflow, while easy to use, offers very in-depth technical capabilities such as the ability to utilize variables, branching, and expression generators to name a few.
- It allows me to implement a custom form via the use of CSS in order to match our custom SharePoint design.
- In order to view a very lengthy workflow, I often have to expand all action sets, save the workflow and then re-open the workflow in order to scroll to the bottom of the workflow.
- Variable and notification windows take about a minute to fully load.
- When looping through a large collection, collection variables can take up to 5 minutes to iterate through.
- Finance - Assist teams in prepping for audits.
- Finance - Save thousands by developing a custom Invoice Processing workflow.
- IT - Track IT requests and change requests.
- Quality - Create alerts to send notifications to multiple departments when an issue is triggered.
- Nintex Workflow allows users to create workflows very quickly and easily compared to SharePoint Designer. The graphical editor also makes workflows much easier to maintain and troubleshoot.
- Complex processes that would normally take several steps in SharePoint Designer can be done simply in Nintex Workflow, allowing for more complex workflows and extended functionality. Simple workflows can even be created by users with little IT experience.
- SharePoint is complex and rapidly changing, so having the ability to easily and consistently create and edit workflows is invaluable. It also empowers business users to create their own workflows, which is very useful. When workflows are done by IT or someone outside of the company, it can be difficult to get the requirements exactly right and a lot of time is spent communicating them. With Nintex and a little training, business users don't need to outsource simple workflows.
- Nintex allows great tracking and auditing capabilities out of the box that makes monitoring and maintaining workflows much easier.
- There is a lot of great documentation on the Nintex Connect website to assist with workflow development and troubleshooting. Many business scenarios are also addressed in the forums as well.
- Nintex workflows are very portable and can be easily exported and imported to other sites.
- Most of what can be accomplished in Nintex Workflow can be accomplished using SharePoint Designer in some way, so some find it difficult to justify the expense. It is essentially a giant "easy" button for workflows.
- The Office 365 version of Nintex is missing several features that are available on premises.
- While Nintex does integrate with InfoPath, it isn't seamless. There are some timing issues and other workarounds needed in many cases, such as adding pauses to a workflow after certain steps due to some actions happening in batch by Microsoft and other actions happening in batch by Nintex.
Anywhere SharePoint Designer workflows can be used, Nintex is good as well. I have seen some power users prefer SharePoint Designer for certain workflows because they didn't like the way Nintex handled certain actions, but Nintex workflows and SharePoint workflows can be used side by side with no issues.
- Querying external data sources.
- Quickly generate custom forms for list or libraries.
- Easily create rules that can autofill forms with minimal to little coding experience.
Nintex Platform Review: "Nintex - A worthwhile Goliath sized solution, but not without an Achilles heel"
- SharePoint 2013 workflows made some big improvements to match some of the capabilities Nintex has had since it's 2010 version, but in a head to head Nintex wins by a landslide in flexibility and ease of use. It's a workflow platform that can be used from nearly all skill levels, which means an enterprise deployment is not bottle-necked to a select number of "experts" to maintain all workflows. In smaller department deployments it only becomes that much easier from a governance perspective. Visual workflow building is a huge benefit in a technology world where most things are pure code. This provides a lot of flexibility in designing workflows.
- Nintex also has the great functionality of exportation and importation. This allows a developer to build out workflows in one environment (dev) and import into another (production) after testing and quality assurance has passed. No more rebuilding workflows!
- In addition, Nintex has a large number of workflow actions that SharePoint (2010) workflows do not include out of the box. Things like web service calls, XML parsing and string building, collection building (think arrays or dictionaries) and list querying! The list goes on and on. Adding additional custom actions is rather easy as well, and there is a large number of supported 3rd party actions out there (such as muhimbi PDF Converter).
- Site collection settings for workflows allow for one stop shops of managing things like; error notifications, workflow history purging, reporting, and workflow constants (such as a service account accessible for use by end users in their workflows, but restricted enough to prevent the mass spread of username and password across the organization).
- Nintex is not without its faults and limitations. One of the largest is it's workflow logging. Every single action in a workflow is stored in a database. This is good in theory, but can cause very large problems in practice if Nintex is being used in an organization that runs thousands of complex workflows everyday. The database can very quickly inflate and take up a LOT of disk space. To make matters worst, there is no quick way to clear the database or disable this functionality. Luckily there is a "purge workflow history" option in site collection settings, but remembering to have to periodically purge can be a burden. This comes off as a large limitation to me because the larger the deployment, and the more Nintex is used, the bigger a problem this will become. No company will enjoy having their "wings" clipped like this.
- Another limitation is in how slow some default actions can take. One action that has great potential but falls flat on implementation is the Stages action. This action allows you to build out different stages within a workflow, and transfer between them based on decisions within the workflow. This has been a great use when building out custom iterative and dynamic feedback or approval workflows, but it can be so slow in triggering! According to my research, the timer jobs related to the action has a number of faults that can cause large pauses between switching stages. I've seen these pauses last anywhere from 5 minutes, to 3 days! This has resulted in having to completely remove stages from a number of workflows, and made development a lot more difficult to figure out. Very unfortunate that such a great feature has such a major flaw. I'm still waiting for a fix on this one...
In addition, Nintex is a good fit if the following is true;
- SharePoint out of the box workflows cannot do what they need (SharePoint 2013 has a lot of the same features now)
- There is a need for a large population of end users to be able to build workflows visually.
- Nintex Workflow's UI is far easier to use than SharePoint Designer's UI. You can drag and drop actions to where you want them, move them around, copy them...all in a very intuitive way.
- SharePoint Designer workflows are linear, which is too inflexible for many of our business process. Nintex Workflow's looping, parallel actions and state machine allow for a very dynamic workflow that can do far more work for you in a single workflow. I particularly like the state machine, which allows you to go forwards and backwards or even jump around in a process based on user responses.
- With Nintex Workflow, you can query lists for items that match specific criteria then loop through those items to perform actions on them. This workflow can then be scheduled to run at specific times, automating many of the tasks you now do manually. For example, we have document libraries where the documents have expiration dates. We wrote a workflow to alert the owner that the document was going to expire at 180, 90 and 30 days from the expiration date. This workflow runs nightly.
- Nintex Workflow integration actions extend the workflows outside of the site collection. You can use web service calls to interact with lists and libraries in other SharePoint site collections, even in different web applications or farms. You can query Active Directory to get more user information. You can even make direct SQL calls to bring in more data.
- We use SharePoint on premises, including Nintex Workflow. Nintex has it's own databases to store the workflows. This has some disadvantages, two of which can be serious issues. First, workflows can become disassociated with their lists, make them useless. Second, in migration, backup/restore and data recovery scenarios, having to deal with two databases complicates things. I'd like to see the workflows stored with the site collection database or have on premises Nintex Workflow servers, like Office Web Apps or SharePoint 2013 workflow.
- The error messages log to the worfklow history can be less than helpful, in many cases. It would be very helpful to have those provide more detail as to why an error occurred in a step. I find that I have to add a bunch of email notifications to the workflow as I develop it to track where things are going wrong.
- A minor irritant is that the 2013 version doesn't handle the SharePoint 2013 changes to the format of various variable types. People and Group columns in a claims environment, for example, have odd values (i:0#.w|contoso\chris) that I end up having to write regular expressions to clean up so they work in other actions. It would be nice if Nintex Workflow was more aware of that. I am a bit behind in updates, so this may have already been improved.
- Document Approvals: Nintex Workflow makes it easy to gain approval for documentation that has been submitted via a document library in SharePoint. It has the ability to handle simple approval processes but can also powerhouse through more complex approval processes as well.
- Notifications: I think this one is worth mentioning although it is simple. Nintex Workflow has the ability to provide a more custom feel for notification than out of the box (OOTB) SharePoint notifications. It has the ability to include information from multiple lists in a site collection and it has the ability to create complex HTML to have a more custom email.
- Data Processing: I use Nintex Workflow at times for simple data processing: For example, I recently used Nintex Workflow with a SharePoint calendar to create a reservation system. Nintex Workflow plays a key role in the calculation of available time slots and other features in the reservation system.
- Images in notification are not impossible to accomplish, but because Nintex Workflow (and/or SharePoint) truncates the url for relativity purposes makes it difficult to just add the location of the image to the source editor.
- Nintex Workflows in my experience do not behave consistently with SharePoint document libraries that require more metadata around a document to entered. The workflow in some instances start once the metadata information have been entered (which is what I expect) and at other times start once the document has been uploaded and prior to entering the metadata.
- Nintex Workflow conditional start is not always consistent. There have been some instance where I have had a workflow set to start on a condition and when the condition was met the workflow failed to start.
- Error messages from Nintex Workflow failures are at times vague which makes it difficult to troubleshoot quickly especially in more complex workflows.
- Simple and easy interface
- Connected with the system and cloud integrations
- Create really complex and simple workflows based on your needs
- Great usability and end results
- You can create a simple training video for how to use it. I do not think there are any possibility of the improvements in this product.
- You could market this product more - very few people knows about it.
- I love the product and we are very addicted to it at this product.
- Easy to use drag and drop workflow design
- Easy to follow workflow history visual aid
- Workflow can be moved from one platform to another - makes deploying to client environment an easy task
- Some advanced functionalities, such as safe loop and incoming email for lazy approval, can be a little more refined
- Most actions are available for 90% of uses, but no product is 100% complete, same goes for Nintex workflow
- Nintex could provide some templates for common workflows, such as leave requests and expense reimbursement
I implemented Nintex Workflow to help automate several manual processes in our company. One is an onboarding process built fully on Nintex Workflow to eliminate many checklists in several different departments. The most important being all of the necessary Active Directory groups a new user needed to be added to when they start. I have over 40 different switches in the workflow to add a user to a necessary group based on their title or department selected.
Another workflow was created to capture receipts. This process also utilized the Nintex Forms and mobile app. Employees are now able to take a picture of a receipt on their phone and submit to a library that starts an approval process. The success rate of collecting all receipts by end of month is almost at 100% now.
One other big workflow created was an announcement email. Several different employees in our company were in charge of sending out an email to all users for all employee birthdays and work anniversaries. We also have an announcement blog for all employees to add information to versus sending out a company wide email. We automated all of the emails based on a site workflow to capture all new blogs and employee birthdays/announcements happening that day and listing them in one email with a link to the blogs for additional reading.
- Very user friendly and easy to learn
- End users no longer need developers to create workflows
- If you have a manual process that walks through your office, Nintex Workflow can automate it.
- I really don't have any weaknesses.
Nintex Workflow is a great option when a company has an in house SharePoint server or Office 365 but does not have access to a development team and would like to start automating their manual processes.
If a company does have access to a development team and would like the workflow to reach out across many different software platforms, they might be better with another software or custom solution.
- The main strength is the way it "reads" your workflow. It is much easier to understand and develop when compared to the stunted text of a MS SharePoint Developer workflow.
- I found it sometimes non intuitive to drill down into list items.
- Nintex is GUI based which makes it easier to use than the SharePoint workflow in SharePoint Designer. The visual concepts of process are helpful when creating a workflow. The drag and drop feature is nice.
- Nintex is well suited for not-too-complex workflows: More than just approvals and e-mail notifications, but less than what a developer could accomplish with custom code. Nintex is a great tool for a logical, tech-minded individual without official development skills.
- Nintex training is somewhat lacking. I was told to go to YouTube and watch the Nintex videos for training. some of them were ok , but most did not provide training as much as they were developed as a sales too to highlight features. More in depth training and explanations of what the actions can do would be helpful.
- Another training side note, the user guide is difficult to find on the Nintex Connect site. However, once found, it's 75% helpful for learning how to fill out certain fields in the configuration of the action.
- Most of the time, the discussion board answers are outdated or do not quite pertain to the issues I experience.
Nintex Platform Review: "Empower your power users to create custom workflows for themselves with Nintex Workflow."
- Other products require IT Pros or developers to figure out but with Nintex Workflow it is very easy for Power Users to create workflows. The design environment is user friendly and simple to use.
- Reusing workflows is must have and with Nintex Workflow you get this import/export functionality that's as simple as saving and opening a file.
- With some of the other workflow tools, you have to use multiple applications to build and view the flow diagram of a workflow. The design panel of Nintex Workflow is perfect for getting a quick overview of what is going on and is the same location where you build the workflow.
- There are some features available in the Nintex Workflow for on premise SharePoint that are not available in the Office 365 version. This is something that continuously comes up when building a workflow.
- Trouble shooting can be a bit difficult for end users. There are a few features like variables and log to history that assist with troubleshooting but isn't something that stands out to end users, it requires training them on how to use these features to assist with finding problems.
- Integrates and takes over native SharePoint forms
- Integrates with Nintex Workflows
- Creates a simple way to deliver collaborative forms
- Embed your forms into SharePoint webparts
- Push your Nintex Form to Nintex Live
- They just released a new Nintex Support Community which is much better than it used to be.
- Nintex Forms lacks some of the native SharePoint features
- Cross site lookup needs to be improved
- Their licensing model is a nightmare
- Their phone support needs better customer service
- The support tickets needs a better response time
- Planned out and organized. Able to get the exact users the right information at the right time to get business done.
- Efficient and timely. Allows the business process to flow very quickly by presenting the information and correct documents for approval lightning fast. Speeds up the entire approval process.
- Easy to use GUI. After only working with the product for a few weeks I was able to pick up many of the strengths of Nintex that allowed me to use all of its specific features to complete the tasks I wanted.
- Regular expression identifiers. Whenever I was using the state machine in order to pull information out of a database, I needed updating of the regular expression identifiers. Having these built in or having a help tab would be extremely helpful.
- Less errors. There were still a good amount of bugs that prevented workflows from operating at 100% effectiveness. Getting rid of these would surely enhance the product by allowing the workflows to run smoothly.
- Better debugging system. If a workflow fails at any point due to user error (not bugs), an improved debugging system should be implemented to help speed up the corrective process taken by the user. This is not a difficult task to develop and would surely solve many headaches for users.
We use Nintex Workflow for to solve a variety of problems. The most common are approvals; Nintex makes designing a workflow approvals painless. For more complex problems we use a SharePoint list to manage profiles for our employees to a hosted fax solution. The SharePoint list has a workflow that uses LDAP query to find AD Properties and the a site workflow that takes the information from the SharePoint list and exports it to a CSV file. This file is then emailed to the hosted fax solution where they then to a bulk update of our information.
Another complex solution takes where SharePoint has the content organizer and gives it steroids. By having a central library we can upload documents to there and then place additional rules on that library that does web service calls to gather more information from our line of business applications and then creates document sets to place those documents in.
- Easy of use
- Variety of action
- Error handling - not all the actions allow for handling errors within the workflow, rather the workflow errors.
- Support - Back in 2007 their support was amazing, but lately in the last few months it has been difficult to get things fixed in a timely fashion
Each department is empowered to build and manage workflows on their own sites or enlist IT to either create the workflows for them or assist during the process. Typically we see users work with IT resources on their first couple of workflow projects and then branch out on their own.
- Nintex Workflow does a great job of providing document approval workflows in SharePoint. The workflows can provide multiple approval steps while accepting feedback along the way. At any point the workflow can be designed to route the document back to the author to make the requested changes and then sent back through the approval process. There's also a variety of ways to branch the logic and even run items in parallel.
- Nintex Workflow has over 100 workflow actions and does a good job of managing items in SharePoint. For example there are actions to copy, check-in/check-out, delete, and move items. Security can also be managed on the items as they go through approvals. Security can be set at the item level to make the item visible only to those reviewing and approving the item while it's in a draft status. Once the item is approved then Nintex could be used to set the item back to inherit permissions from the parent making it available to a broader audience.
- Nintex Workflow supports various options to schedule or invoke the workflow. For example a list or document library based workflow could be set to start manually or when items are created and modified. This is similar to SharePoint Designer workflows, however one feature I found useful was the ability to add an entry to the context menu to start the workflow manually. This is more convenient than navigating to the workflows page for the list or document library.
- The product includes support for site based workflows that includes scheduling options similar to the Windows Task Scheduler. For example you can select a schedule start time, repeat settings, and schedule end (data, number of repeats, indefinite).
- The vendor has a library of "Connectors" which allow Nintex Workflows to integrate with systems such as Box, O365, Google, Salesforce, Docusign, etc. This is a great value add because it helps extend the reach of SharePoint with other systems.
- The vendor was late to offer an SDK for SharePoint 2013, but they did release it in early 2013.
- There are built-in reports provided and also web parts that allow you to display the data in a grid or chart based format. The presentation of the data isn't the greatest and the charts have issues depending on the type of browser being used. I would like to see better reporting capabilities in future versions of the product.
- Managing and monitoring a large number of workflows across the farm can be a bit challenging. The built-in reports will allow both workflow designers and admins the ability to view workflow history, however a dashboard approach maybe more user friendly. In the 3.1.1 version Nintex did include a Support Console which helps in pulling together information to provide to the vendor for support.
- Training material is very limited. Documentation provided by the vendor doesn't provide enough information to build out anything but the simplest of examples. There are a few vendors who provide Nintex Workflow training as well as a Nintex YouTube channel, but very little written literature on the topic. For example you won't find a book on how to build Nintex Workflows.
Nintex Platform Scorecard Summary
Feature Scorecard Summary
About Nintex Platform
The platform promises to enable professionals to automate, orchestrate and optimize business processes with clicks rather than code. According to the vendor, with Nintex, both public and private sector enterprises can design, deploy and manage the best solutions and services possible to ensure customer needs are met and productivity is maximized.
Nintex Platform Competitors
Nintex Platform Customer Size Distribution
|Small Businesses (1-50 employees)||15%|
|Mid-Size Companies (51-500 employees)||36%|
|Enterprises (> 500 employees)||49%|
Nintex Platform Support Options
|Free Version||Paid Version|
|Video Tutorials / Webinar|
Nintex Platform Technical Details
|Deployment Types:||On-premise, SaaS|
|Mobile Application:||Apple iOS, Android, Mobile Web|