Did You Know: Workflow Constants

What is a Workflow Constant? 

A Workflow Constant a feature available only in Nintex Workflow for SharePoint (on premises) that allows you to store globally-used workflow variables in a single place.

These variables can then be used across all web applications and site collections in your SharePoint Farm, or just within a single site, depending on the level at which the constant was created.

Why Are They so Useful?

There are numerous ways in which Workflow Constants can be used. These include saving user credentials for authentication in actions, setting thresholds for approvals, or saving specific dates that are important for your company operational processes. There are many more, generally related to “dictionary” purposes.

Broadly speaking, you can define a metadata item in a single place and manage it from there but use it across your workflows. You also can define who has permissions to use your Workflow Constants and whether they are sensitive or not (i.e. whether the workflow can discover their value).

sharepointTo dive a bit deeper, there are three levels at which you can create Workflow Constant:

  1. Farm level (available only via SharePoint Central Administration: {CA-URL}/_layouts/15/NintexWorkflow/ManageCredentials.aspx?scope=farm&src=/_admin/NintexWorkflow/Management.aspx),
  2. Site level ({SP-URL}/_layouts/15/NintexWorkflow/ManageCredentials.aspx?Scope=Site),
  3. Web level ({SP-URL}/_layouts/15/NintexWorkflow/ManageCredentials.aspx?Scope=Web)

You can choose among five types:

  1. String
  2. Number
  3. Date
  4. Credential
  5. Secure string

It is also possible to mark a constant as “sensitive” (so its contents won’t be displayed, for example when logging to workflow history). The “Credential” and “Secure String” constants are “sensitive” by default. Each can be set to be available to everyone or to a specific user or group.

Would you like to find out how to migrate Workflow Constants to Office 365? Read it here: Migrating Workflow Constants from On-prem to Online.

 

Tomasz Poszytek

Tomasz Poszytek is a Senior SharePoint Consultant at Atos and Nintex Virtual Technical Evangelist (vTE). He is based in Warsaw, Poland.