This is something that has been requested for quite some time and happy that it has been added into the product. Save and Continue is available in Responsive Nintex Forms for Office 365. This quick blog to meant to cover some of the basics about what it is meant for and what it does. Let’s dive in!
What is it?
The Save and Continue feature that has been added to the Nintex forms product for Office 365 in the July 2020 release. This new feature allows users to partially complete Nintex forms and return to them later to complete. Previously, in order to achieve this, one would have to build all of the necessary logic and functionality into the form (check out this older blog). The feature has been requested for some time and is intended to help with longer forms where there are possible disruptions to users filling out the form. Also, there may be a need for field workers to fill out partial information on-site and complete the rest of the data entry at a later time. I am sure there are other use cases, but you get the point; you do not need to complete the entire form each and every time now!
What happens to the data?
Since we are filling out a form with Nintex for Office 365, the data is being committed back to the SharePoint list that the form is connected to. This means that any data that is filled out on the form, is committed back to the list each time it is saved. When a user needs to return to the form and add more data or complete and submit the form, it is as easy as finding it in the SharePoint list and opening the form again. What about validations? Any data that is required by SharePoint is still required to be filled out even when using Save and Continue. However, if the control is required on the form, but not by the list, Save and Continue will bypass that control validation. So, for those that do want to be hindered by SharePoint column requirements, you can easily build in the required controls and rule validations into your Nintex Forms and take advantage of the Save and Continue functionality.
Another piece of this to consider is the workflows that would be kicked off when a form is submitted. What happens when a form is saved and will be completed and submitted later? Euan Gamble posted a great video highlighting how to approach this (see below) but here is a quick overview.
In the Submit/Cancel action panel, connect it to a text column on your list. In the video example it was Form status. You can set the value for when a user clicks on “Submit” to whatever you want, but I would recommend something list “Completed“, “Final“, or “Submitted” so everyone knows this is a filled in form. You can also set the value for when a user clicks on “Save and Continue” to be something like “Draft” to signify that it has not been completely filled out.
With this Form status column set, you can build conditions into your workflows to only kick off if the Form status is equal to “Completed” or whatever you choose. Now each time the form is saved, the workflow will know if it needs to execute all the steps or not kick off at all.
All the above mention functionality can be added into your Responsive Nintex Forms through simple configurations. There is nothing that needs to be deployed or added to your solution for you to take advantage of this. Everything is in the Nintex solution already, just waiting for you to leverage it!