Nintex Workflow – Enable Lazy Approval


Hi everyone. Today I want to show you how you can setup Nintex Workflows Lazy Approval feature. The Lazy Approval feature allows your users to reply to mails sent by User Interaction Tasks (like Flexi Task) with a valid term to either Approve or Reject the Action.

Since this feature is pretty popular I thought I should post about how to set it up so you can enable this feature for your users.

Prerequisites:

  • You will need an E-Mail Server for your test users. (I explained how to setup a simple Development Mail Server here.)
  • Nintex Workflow installed on your SharePoint Web Servers (I blogged about this topic here.)

SMTP Server Installation

The first thing you need to do is to install the Windows Feature SMTP Server on your SharePoint Web Server (in my example the Web Server is called: sp.intranet.com).

nintex_workflow_lazy_approval_install_smtp

Check the Advanced Settings in the Delivery Tab of IIS6 Manager if the FQDN of your SharePoint Web Server is entered correctly and you´re good to go.

Important: Make also sure that the Simple Mail Transfer Protocol services Startup Type is set to Automatic to make sure the service will be started when you reboot your server.

nintex_workflow_lazy_approval_delivery

That´s it. Your SharePoint Web Server is ready.

Central Administration Settings

Open up your SharePoint Central Administration and open up the Incoming E-Mail Settings page.

Now choose Yes and Automatic for Enable Incoming E-Mail and click on OK.

nintex_workflow_lazy_approval_incoming_mail

Next go to the Outgoing E-Mail Settings page.

Now enter the name of your E-Mail server in the Outbound SMTP server text box. (I chose my Development Mail Server smtp.intranet.com I used in this blog post.)

nintex_workflow_lazy_approval_outgoing_mail

Now go to your Nintex Workflow Management page and go to LazyApproval Settings and click on Enable / Disable LazyApproval for the current server farm.

nintex_workflow_lazy_approval_enable_lazy_approval

Now enter the E-Mail address which shall be used by the Lazy Approval feature and click on OK.

nintex_workflow_lazy_approval_enable_lazy_approval_mail

After you have clicked on OK your will be redirected to the LazyApproval Settings page. On this page you can configure terms which your users can use to respond to workflow tasks.

nintex_workflow_lazy_approval_terms

That´s it. The Lazy Approval feature is now ready to use.

Example Workflow

To test the Lazy Approval feature just create a new Nintex Workflow.

nintex_workflow_lazy_approval_test_workflow_creation

Add a Flexi task feature and open the Configuration page of the Flexi task.

nintex_workflow_lazy_approval_test_workflow_finished

Now check the check box next to Allow Lazy Approval and click on OK.

nintex_workflow_lazy_approval_flexi_task_enable

Now Publish your Workflow and start it.

nintex_workflow_lazy_approval_test_workflow_start

Your users will receive a mail like the below one:

nintex_workflow_lazy_approval_mail

Now all your users need to do is to Reply on this mail with a valid term. For example: yes to Approve the task.

nintex_workflow_lazy_approval_mail_response

As you can see our Example Workflow took the Approve route as expected.

nintex_workflow_lazy_approval_test_workflow_mail_approve

Here is the overview of the Workflow:

nintex_workflow_lazy_approval_test_workflow_completed

That´s it. It is as easy as this to enable Lazy Approval for your users. I hope you liked my post. See you next time.

Sources:

http://sharepointjeff.blogspot.co.at/2014/02/nintex-setting-up-lazy-approval.html

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One thought on “Nintex Workflow – Enable Lazy Approval

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