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Access Profiles - Creation and Editing

Philippe Meneghini
Updated

🎯 Objective

Learn how to create and manage access profiles in netLex to control user permissions simply and efficiently.

This article contains the following sections:

⚠️ Attention: Before making any changes to users or profiles, make sure these adjustments comply with the rules and guidelines established in your contract with netLex.

Changes made without this prior validation may impact the use of the platform, user access, and generate unexpected behaviors compared to what was contracted.

🔍 What is this feature?

Access profiles are settings that define the activities each user can perform on the platform.

Why use it?

  • ✅ Detailed access control.
  • ⚖️ Customizable permissions for different areas.
  • 👥 Better team organization.
 

⚙️ How to configure profiles?

🔑 Creating a new profile

  1. Go to Settings: Only administrators can configure access profiles. Click on the Settings tab and select Access Profiles.





     
  2. Add a new profile:
    • Click Add Profile.
    • Define the Profile Name.
  3. Configure permissions:
    • Check as Admin: grants full access to the platform.
    • Check as standard: automatically applies these permissions to new users.

✏️ Editing an existing profile

  1. Go to the Access Profiles tab within Settings.
  2. Locate the profile you want to edit from the list.
  3. Click the Edit button next to the selected profile.



     
  4. Make the desired changes, such as:
    • Modify the Profile Name.
    • Adjust specific permissions (e.g., root folder, intelligence panels, document organization, etc.).
    • Mark or unmark as Administrator or Default.
  5. Click Save to apply the changes.
 

🔒 Defining permissions

The Access Profile feature allows the creation of profiles with specific functions assigned within the platform in the following areas:

 

📂 Root Folder

Configure permissions according to each root folder. Access can be set for the following topics: Documents, Editing, Downloads, External documents, Attachments, Metadata, Template, Workflow, Activities, Signature, Other resources.

 

🔬 Intelligence Panel

Intelligence access permissions are assigned per panel. There may be different permission levels:

  • Read: allows viewing all panel charts.
  • Create: allows creating charts on the panel.
  • Modify: allows editing panel charts.
  • Delete: allows removing charts from the panel.

📄 Document Organization

  • Creating and editing types and subtypes: Define specific structures for document categorization.
  • Folder management: Control folder creation, deletion, and organization.
  • Templates and prefixes: Permissions to create and modify standard templates and document naming conventions.

🔑 Specific Permissions

  • Read: view information without modifications.
  • Create: add new items (types, subtypes, folders, prefixes).
  • Modify: edit existing items.
  • Delete: delete items.

👤 User

  • Read: View registered user information.
  • Create: Add new users to the system.
  • Modify: Edit existing user information.
  • Transfer responsibility: Transfer responsibilities from one user to another.
  • Delete: Remove users from the system.

🔑 User Permission

  • Read: View permissions assigned to users.
  • Create: Assign new permissions to a user.
  • Modify: Modify existing user permissions.
  • Delete: Remove user-assigned permissions.

📇 Contact

  • Read: View registered contact information.
  • Create: Add new contacts to the system.
  • Modify: Edit existing contact information.
  • Delete: Remove contacts from the system.

👥 Team

  • Read: View registered team information.
  • Create: Add new teams to the system.
  • Modify: Edit existing team information.
  • Transfer responsibility: Transfer responsibilities between teams.
  • Delete: Remove teams from the system.

🔧 Additional Resources

  • Connect: Dynamic integration for customized workflows.
    • Read, Create, Modify, Delete, Execute scripts.
    • Manage variables used in scripts.

  • Integration with signature provider:
    • Read, Create, Modify, Delete integration settings.

       
  • Calendar:
    • Read, Create, Modify, Delete SLA calendars.

       
  • Subtemplate:
    • Read, Create, Modify, Delete available subtemplates.

       
  • Lex-In:
    • Download Lex-In.

       
  • FAQ:
    • Read, Create, Modify, Delete registered FAQs.

       
  • External links on the homepage:
    • Read configured links.

       
  • Property Management:
    • Read, Create, Modify, Delete registered properties.

       
  • Platform maintenance (metadata):
    • Enable metadata maintenance.

       
  • Suspicious attachment download:
    • Enable downloading of flagged suspicious attachments.

       
  • Intelligence (New Experience):
    • Read, Create charts in the new intelligence interface.

❓ Frequently Asked Questions

☑ Can a user have more than one profile?

Yes, access profiles are cumulative, expanding user permissions.

 

☑ How do I assign a profile to a user?

See the instructions in the User Profile Assignment article.

Now you're ready to configure! ✨

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