Automated Case and Attorney Allocation System for a Large Non-profit

Case Study
Communication expert

Legacy InfoPath forms and workflows migrated to Nintex for a nonprofit research institute

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Industry: NPO

Client Business Description

Our client is a leading nonprofit biological research center that collects, stores, and distributes standard reference microorganisms, cell lines, and other materials for research and development

Objective

The client decided to transfer their existing SharePoint On-premises installation to SharePoint Online, including all contents and functions, as part of their journey to adopt cloud services and storage.

Challenges

The client has invested a lot of time developing InfoPath forms and workflows. However, the software did not work for their needs anymore because Microsoft retired InfoPath in favor of new option from SharePoint, Access, and Word. It became crucial for the client to make a move from the traditional InfoPath forms and workflows to a newer, supported tool.

Because of the client’s extensive InfoPath footprint, it was necessary to perform a complete migration to a new tool in an organized manner with no downtime or issues. The complex forms created in InfoPath support critical business processes, so it was necessary to create a well-thought-out conversion plan.

Solution

The Beyond Intranet SharePoint team created a robust plan to make this migration happen on schedule and without any interruptions in their process. The first question we decided to answer was “which platform should we migration to from InfoPath”?

We had three major options for choosing the new platform:

Nintex forms and workflows

PowerApps forms

The Microsoft SPFx toolkit

We decided to utilize Nintex forms because:
document storage

Many of the existing InfoPath forms had a complex UI design, rules, and custom code

document storage

The client already had Nintex Forms and Workflow licenses for the online version.

We identified how we should migrate to Nintex Forms and what we need to cover to ensure:

document storage

Content migration worked on the migration tool.

document storage

All InfoPath forms migrated to the Nintex forms.

document storage

SharePoint designer workflows migrated to the Nintex workflows.

Our Approach

TOur experts planned the entire migration process because experience taught us that planning is the most critical part of the process. Our team thoroughly researched sound principles for the transfer of InfoPath forms, SharePoint designer workflows, and Nintex.

We followed a basic approach:

Attorney Allocation System

Gathered Information from their.xsn InfoPath files and .vwi Workflow files and screenshots.

Attorney Allocation System

Reviewed the existing forms/workflows for more clarity on their business logic for using specific processes.

Attorney Allocation System

Documented what we learned to implement in the migration.

Attorney Allocation System

Implemented the forms and workflows according to their business processes in Nintex.

Why Nintex

Nintex was a clear preference of our experts and the client team due to the following reasons:

1

Innovation Creativity

Offers great mobility and portability

2

Resilience/ Reduced stress

Create reusable components and save forms as templates

3

Encouraging paperless environment

Has some great built-in functions to build complex formulas to use in rules and calculated values by utilizing provided inline and runtime functions

4

 Effectiveness on the job

Promotes advanced functionality customizations

5

Remote Collaboration

Supports to form and workflow variables

6

Increased Vendor Loyalty

Produces robust, interactive forms with powerful controls, such as Geolocation, Managed Metadata, Change Content-Type, and Workflow Diagram.

Results

The client was able to successfully migrate all the legacy InfoPath Forms and SharePoint workflows to Nintex forms and workflows.

  • The new forms were updated and developed with new and rich Nintex designs.
  • The team could access the forms from anywhere using mobile devices.
  • All the content and functionality were successfully migrated to SharePoint Online.
  • The new forms were well supported and managed by Microsoft.

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