Assigning user profiles

🎯 Objective

In this guide, you will learn how to assign access profiles to system users, ensuring they have the correct permissions to perform their tasks, while respecting netLex's new pre-defined profile structure.

This article contains the following sections:

• What is user profile assignment?
• Understand the new pre-defined profiles
• How does the profile interact with folders?
• Step-by-step for assigning user profiles
• Frequently Asked Questions

⚠️ Attention: Before making any changes to users or profiles, verify that these changes comply with the rules and guidelines set out in your contract with netLex. Adjustments made without this prior validation may impact the use of the platform and generate behaviors that differ from those contracted.

Important: The new profile management is being released gradually. If the new models do not yet appear for you, your environment will be automatically updated soon. 🚀

👥 What is user profile assignment?

The profile assignment functionality allows you to define which resources and tools each user can access. With this update, netLex introduces standardized profiles to facilitate information governance and security.
 

💡 Understand the new pre-defined profiles

netLex now has four standard profiles that define the user's level of interaction with the platform:

• Viewer Profile: This is the most basic profile. It allows viewing one's own documents and filling out questionnaires.
• User Profile: This is the everyday user, with permissions for approving steps, participating in review processes, and sending for signature.
• Power User Profile: This profile has configuration powers. In addition to all User permissions, it can configure and edit templates and workflows.
• Admin Profile: Has total access to the platform. It has general access and is not delimited by folders.
   

🛠️ How does the profile interact with folders?

The profile defines general permissions, but actions on documents are delimited jointly by the profile and the folder. For an action to be authorized, a double validation occurs.

Practical examples:

• A User with edit permission in a folder will be able to edit its documents, as both authorize the action.
• If you grant edit access in a folder to a Viewer, they will not be able to edit, as their profile (Viewer) does not permit this action.
   

⚙️ Step-by-step for assigning user profiles

1. Access the "Settings" tab and enter the "Users" screen. 
   
   
    
2. Access the desired user's editing screen by clicking on the three-dot icon and then on "Edit". 
   
   
    
3. Click on the "Add access profile" button and select the desired profile from the list. 
   
   
    
4. Add the necessary profiles. A user can have one pre-defined profile and multiple customized profiles; permissions are always cumulative.
    
5. Click the "Save" button in the bottom right corner.
    

❓ Frequently Asked Questions

• Can I create profiles other than these four? Yes! If your plan allows, you can create Customized Profiles for specific needs.
   
• Will old users lose access? No. Profiles created before this update will be maintained as Customized Profiles.
   

• Does the Admin need folder permission? No. The Admin profile is general and has full authority over all documents and settings, regardless of the folder.

• Why can't a user view a document? This usually happens if the user does not have access permission to the root folder where the document template is registered. Check if their profile has permission for that specific folder.
   
• Can I assign more than one profile to a user? Yes. You can combine one pre-defined profile with customized profiles. Permissions from assigned profiles are always cumulative, but it is not possible to add more than one pre-defined profile.
   
• Does the Admin need folder permission? No. The Admin profile is general and has full authority, regardless of the folder.