Send Email to Individual Users Using NINTEX WorkFlow

Introduction

I have a custom SharePoint list named “My Newsletter” that has the following columns.

Once the user adds a new item an email should be triggered to a SharePoint group in which I have already added the users. But in the email the other users should not be shown, in other words personalized email or BCC using NINTEX workflow. In a SharePoint 2010 NINTEX workflow we don't have an option for BCC. In this article you will see how to send email to individual users using a NINTEX workflow.

Workflow Design

The Call web service action is used to get the user collection from a specified SharePoint group. The Query XML action is used to query the XML and get the email ID of the users. A For each action is used to loop using all the users from the collection. A Send notification action is used to send the email.

Newsletter workflow

1. Navigate to the My Newsletter list.
   

2. Click on the List tab and then click on Workflow Settings.
   

3. Click on Create a Workflow in Nintex Workflow.
   
   
   

4. Click on Cancel.
   
   
   

5. Drag and drop the Call web service action from the Integration section.
   
   
   

6. You will be able to see the warning symbol in the workflow action, click on that and you will be seeing the following warning message.
   
   
   

7. Click on Configure from the drop down list in the Call web service action.
   
   
   

8. Click on the Insert Reference button for the URL column and then click on the Common tab. Select Web URL and then click on Ok.
   
   
   

9. Append /_vti_bin/usergroup.asmx to the URL column.
   

10. Enter the User Name and Password to call the web service and then click on the Reference button.
    

11. Click on Ok.
    
    
    

12. All the web service methods will be populated. Select GetUserCollectionFromGroup web method that will be used to get all the SharePoint groups from the website.
    
    
    

13. Click on the Variables button.
    
    
    

14. Enter the variable name and select the variable type.
    
    
    

15. Click on Save.
    

16. The variable is created successfully.
    
    
    

17. Enter the group Name string (SharePoint group).
    

18. Select Specify elements, click on m:GetUserCollectionFromGroupResult element and then click on the Apply button.
    
    
    

19. Select the userCollectionXML variable for “Store result in” drop down.
    
    
    

20. Click on Save.
    

21. Drag and drop the Query XML action from the Integration section.
    
    
    

22. Click on Configure from the drop down list in the Query XML action.
    

23. Click on the Variables button.
    
    
    

24. Enter the variable name and select the variable type.
    
    
    

25. Click on Save.
    

26. The variable is created successfully.
    
    
    

27. Select XML from the XML Source drop down list.
    

28. Click on the Insert Reference button for the XML column and then click on the Workflow Variable tab.
    
    Select userCollectionXML and then click on Ok.
    

29. Enter the XPath
    
    /defaultNS:GetUserCollectionFromGroup/defaultNS:Users/defaultNS:User/@Email
    

30. Select the users variable from the Store result in the drop down list.
    

31. Click on Save.
    
    
    

32. Drag and drop a for each action from the Logic and flow section.
    

33. Click on the Variables button.
    
    
    

34. Enter the variable name and select the variable type.
    
    
    

35. Click on Save.
    

36. The variable is created successfully.
    

37. Configure a For each action as shown below.
    
    
    

38. Click on Save.
    

39. Drag and drop a Send notification action from the User interaction section inside the for each action.
    

40. Configure a Send notification action as shown below.
    
    
    

41. Click on the Save button.

Publish the workflow

1. Click on the Publish button in the ribbon interface.
   
   
   
   
2. Be sure the Title is set; optionally you can set the values for Description and Change Comments.
   
   
   
3. Click on the Submit button.
   
   
   
   
4. The workflow is published successfully.
   
   

Test the workflow

1. Navigate to the My Newsletter list.
   
   
2. Create a new item.
   
   
   
   
3. Select the item and then click on Workflows in the ribbon interface.
   
   
   
   
4. Click on the Newsletter workflow and then click on the Start button.
   
   
5. After a few minutes the workflow status will be changed to Completed.
   
   
6. An email will be sent to individual users as shown below.
   
   

Summary

Thus in this article you have seen how to send email to individual users using a NINTEX workflow.