How to Migrate Nintex Workflows from On-Prem to SharePoint Online: A Complete Guide

As organizations move from SharePoint on-premises to SharePoint Online, migrating business-critical workflows built in Nintex becomes a crucial part of the process. Nintex workflows often automate key business processes, and ensuring a smooth transition is essential to avoid workflow disruptions.

In this guide, we’ll walk you through the steps to migrate Nintex workflows from on-prem to SharePoint Online, highlight the tools you’ll need, and share best practices for a successful migration.

🧭 Why Migrate Nintex Workflows to SharePoint Online?

• Modern Workplace Initiatives: Cloud platforms offer better scalability, integration, and user experience.

• End of Support for Older SharePoint Versions: SharePoint 2013 workflows are deprecated in SharePoint Online.

• Cost Savings: Reduced maintenance and infrastructure costs.

• Enhanced Security and Compliance: Built-in compliance features in Microsoft 365.

🧰 Prerequisites Before Migration

Before initiating the migration, ensure:

• You have Nintex Workflow for Office 365 licensed and set up in your Microsoft 365 environment.

• Your on-premises Nintex workflows are documented and backed up.

• You have access to both environments (on-prem and SharePoint Online).

• Workflow owners and stakeholders are informed of the migration.

🔄 Step-by-Step Process to Migrate Nintex Workflows

Step 1: Inventory Your Existing Workflows

Start by identifying and categorizing all existing Nintex workflows:

• List out workflow names, types (site/list), complexity, usage frequency, and business impact.

• Use the Nintex Inventory Report or third-party tools to generate a workflow report.

Step 2: Assess Workflow Compatibility

Not all on-premises features are available in Nintex for Office 365. Check:

• Unsupported actions or connectors.

• Complex logic that may require redesign.

• Custom code or third-party integrations.

Refer to the Nintex Compatibility Matrix for details.

Step 3: Rebuild Workflows in SharePoint Online

There is no direct migration tool from Nintex for SharePoint On-Prem to Nintex for Office 365. You need to recreate workflows manually:

• Open the on-premises workflow in Nintex Workflow Designer.

• Rebuild the logic step-by-step using Nintex for Office 365 in SharePoint Online.

• Use the Nintex Workflow for Office 365 designer to replicate forms, actions, and logic.

• For forms, use Nintex Forms for Office 365.

📝 Tip: Focus on optimizing workflows during migration. Eliminate unnecessary steps and update outdated logic.

Step 4: Test Workflows Thoroughly

Before rolling out:

• Run multiple test scenarios.

• Check form behavior, task assignments, email notifications, and conditional logic.

• Get approval from process owners.

Step 5: Go Live and Monitor

After successful testing:

• Deploy the new workflows to production.

• Disable or archive the old on-prem workflows.

• Monitor performance and user feedback post-migration.

🛠️ Tools That Can Help

• Nintex Hawkeye: For workflow analytics and reporting.

• Power Automate (Optional): Consider if you want to rebuild in Microsoft-native workflows instead of Nintex.

✅ Best Practices for Nintex Workflow Migration

• Involve business users early to validate functionality.

• Document everything – workflow structure, changes, and testing results.

• Prioritize critical workflows for migration first.

• Use parallel environments to reduce downtime.

• Plan for training on Nintex for Office 365 for your team.

🧩 Alternatives: Should You Move to Power Automate?

With Microsoft pushing for Power Automate as its modern workflow engine, many organizations consider moving away from Nintex. Evaluate:

• Cost implications

• Feature requirements

• User familiarity

If your workflows are relatively simple or you're deeply embedded in the Microsoft ecosystem, Power Automate may be a viable long-term option.

📌 Conclusion

Migrating Nintex workflows from SharePoint on-premises to SharePoint Online requires thoughtful planning, detailed assessment, and careful rebuilding. While it can’t be done with a single click, following a structured approach ensures your business processes remain seamless during and after the migration.

For a successful transition, make sure to assess compatibility, involve stakeholders, and take the opportunity to optimize workflows as part of your digital transformation journey.