Create a Workflow Email Notification

This is an excerpt from our training manual.

Click the List tab and then click on the down arrow of the Workflow Settings in the menu ribbon.


Click on Create a Workflow in Nintex Workflow.

The first step of the workflow will be an email to send to the person who submitted the help desk ticket so that they know their ticket has been received by the help desk.

To set up the email, go the User Interaction group. Click on Send an Email and while holding down the left mouse button, drag the workflow action onto the drop zone square (just under the green icon).


The action can now be configured. The yellow icon indicates that the action has not been configured and the workflow is not complete. The workflow can be saved but not published at this point.

Click on the drop-down arrow on the Send an Email action and choose configure.

A pop-up dialogue box opens and the workflow action can be configured. An email address can be entered, but we want to send it to the person who submitted the ticket. The name of the person that submitted the ticket is not known at this time. However, SharePoint tracks whoever creates or modfies items and that will help with this part of the workflow set up. Select the book icon next to the first field to access an address book.

Select plus sign to expand the Lookup section.

Scroll down and select Created By. This will choose the person that created the help desk ticket.

Select Add. This will place the lookup in the Selections box. Click OK.

When the workflow runs, this email will go to the person who created the ticket.

We need to add a Subject for the email. Click on the INSERT REFERENCE icon to the right of the Subject field.

This window will show options for what you can insert. Click on the Item Properties tab and scroll down double click on Title. This will make the title of the help desk ticket the subject of this email.

Click OK.

This will make the title of the help desk ticket the subject of this email.

Additional text can also be added to the subject line to indicate what has happened in this step of the workflow. Add the text “has been received” as shown below.

Scroll down to the body of the email (under the Rich Text box) and enter the following, “Thank you for submitting your help desk request.”

Let’s add additional information in the body of the email. We’ll add dynamic information, just like the subject line. Click Enter to add a line after the text you entered earlier.

Add the text, “Name of Ticket.

This time we’ll use the Insert Reference. Click your mouse to place your cursor following the text you just entered “Name of Ticket”. Select the Insert Reference button to the right.

1.21. Add the Title field in the same way you added it in the subject field earlier. Double click on Title and it will be displayed below.

Click the General tab at the top and then click Save.

Notice the yellow error icon has been removed. The workflow can be saved or published at this point. Even if it is saved, the workflow cannot be used until it has been published. By clicking Publish, the workflow is saved and published at the same time. Select Publish to see these options.

The default Task List can be used. By default, the workflow is set to start manually. Click on the dropdown of the Workflow Settings in the menu ribbon and then click on Workflow Settings.

Change the start for when items are created. This means that when a new ticket is created, the workflow will automatically start and the email will be sent. Click Save.

Publish the workflow again, keeping the same name for the workflow title (“Overwrite existing version” should be the defalut). Click OK on the confirmation dialogue box.

Click Close in the menu ribbon to close the worklfow designer and return to the Help Desk app.

On the list, click New Item to create a Help Desk ticket to see how the workflow will work.

Fill out the Help Desk ticket. Give it the title,”Keys on keyboard stick”, Category: Hardware, and Type of Ticket: Non-Critical. Click Save.

The submitted ticket has been added to the list.

After a few moments, the workflow should start automatically. Also, a new column, Non- Critical Ticket Workflow, will appear as a new column on the list. NOTE: You may need to refresh your screen for the new column to show.

To check the status of the workflow, click on the ellipsis next to the name of the ticket.

Click Advanced, then Workflow hsitory.

The workflow should show Completed. Click on the Name to view the workflow history.

You should see a graphical view of the workflow that just ran.

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