Nintex for Office 365 Licensing Explained

So, you’re interested in Nintex for Office 365. You’ve seen the demos; you know how well it’s going to work for your organization. Now, how is this amazing tool licensed?

You first need to know that Nintex for Office 365 and the on-prem version of Nintex for SharePoint are very different. We have a great blog describing the differences between the 2 on-prem products, which can accessed here: Click Here

When beginning to explore licensing for Nintex for Office 365, you will need to consider the following:

  • User Based or Consumption based model
  • Standard or Enterprise Edition
  • Services Assurance, Premium Support and Platinum Support levels.

User Based or Consumption based model

Nintex for Office 365 licensing is either user-based or workflow consumption-based. The user-based modelconsiders the total number of users in your Office 365 tenant in conjunction with the number of workflows that you anticipate your organization will be consuming. There is an option for “Unlimited” workflows which I personally feel is the best option in “most” cases. I’ll describe where that doesn’t make sense below.

The consumption based model is based on the number of workflows that you anticipate your organization will be consuming without considering a number of users in your Office 365 tenant. This is best for very large organizations or organizations who just want to automate a small number of applications using Nintex.

For the purpose of identifying how many “Workflows” you will have, please note that Nintex considers a “Workflow” a Nintex Workflow AND associated Nintex Form. I would have just called this a “Nintex Solution” but nobody asked me ;) Also, a stand alone Nintex Form is considered a “Workflow.” If you are still following, I am still considered “Highly Intelligent and Damn Good Looking.”

So which Model works best for me? Only a Nintex Partner can really tell you what will work best. In almost every case, a Nintex Partner will put your organization's information into a super fancy calculator that lets us know which is better for your company. Here are a few tips to help decide what might work best for you:

  • You work for a large company with over 5,000 users in your Office 365 tenant. You have no idea how many “Workflows” you will be creating. Consumption based only model will probably work best.
  • You work for a large company with over 5,000 users in your Office 365 tenant BUT only 1 small team wants to use Nintex. You have no idea how many “Workflows” you will be creating. Consumption based only model will probably work best.
  • You work in a small company, 500 users or less. You want to automate the heck out of your company. Go User Based with “unlimited” workflows.

Other Licensing Considerations

If your company's licensing for Nintex for Office 365 is anything BUT Unlimited consumption you really need to consider how you design solutions. With the on-premise products there was no limit to the number of workflows or forms. So you could design smaller more efficient workflow solutions which might include several workflows and forms as part of “One” solution. When building solutions for Nintex for Office 365 you really need to consider how your solution design will impact your Nintex licensing. As an example, we could create one “Leave Request” solution that encompasses 1 workflow for approval, 1 workflow for changes, and one site workflow for reminders. This would be a total of 3 workflows as part of 1 solution. If you paid for 5 workflow licenses you would be left with only 2 workflows to create other solutions. Do not confuse “Workflows” with “Complete Solutions.”

If you are worried about how you’ll be able to track workflows and make sure that you don’t go over your subscribed number, you can set permissions! In administration of Nintex workflows, you are able to set permissions for who can create workflows as well as to delete workflows or suspend them at any time. If you do go over your number of workflows, you will have to pay for the overage.

Standard or Enterprise Edition

Here is a helpful listing of features of the Standard Edition and the Enterprise Edition that should help you decide which edition will be best for your organization.

Standard Edition

  • Core workflow capabilities: Visual designer, logic, flow, & operations, User interaction, Site, libraries, & list management
  • Integration actions: Microsoft Exchange, Web service, SQL, DocuSign
  • Customization & re-use capabilities: Site workflows, Import/export, User defined actions
  • Single tenancy implementation
  • Standard development license

Enterprise Edition (includes Standard features plus):

  • Enterprise provisioning actions: Office 365, user & account provisioning, Office 365 site and site collection provisioning, Azure administration actions, Amazon EC2 provisioning, Yammer provisioning, Rackspace provisioning
  • Enterprise Connectors: Salesforce, Dynamics
  • Premium Support (with option to upgrade to Platinum Support)
  • Enterprise development license

Service Assurance, Premium Support or Platinum Support

The level of support that you choose really comes down to your needs as an organization. Services Assurance allows one development asset for each production asset purchased. Premium Support (included with the Enterprise Edition of Nintex for Office 365) allows for 2 development assets for each production asset purchased. With Platinum Support you have an unlimited number of development assets available.

Are you thinking about a hybrid environment? Sure! You can go hybrid! You’ll need to talk with your Nintex Partner to get the best pricing for that – they will need to work with Nintex directly for the quote. It’s a good idea to get comfortable with your Nintex Partner, ask questions and take a look at the different scenarios that might work for your organization!