New Predefined Profiles

🎯 Objective

The objective of this article is to explain how the new predefined access profiles work and how they interact with folder permissions to ensure document security and governance within netLex.

This article contains the sections:

• Understand the new predefined profiles
• How do profiles interact with folders?
• The Admin profile exception
• How to check permission details?
• Frequently Asked Questions

Important: This update is being released gradually. If the new profiles do not appear for you yet, your environment will be updated automatically soon. 🚀

💡 Understand the new predefined profiles

To simplify user management, netLex now features four standard profiles. They define the ceiling of what a user can do on the platform:

• Viewer Profile: The most basic profile. Allows viewing one's own documents and filling out questionnaires.
• User Profile: The daily user, with permissions for stage approval, participation in review processes, and sending for signature.
• Power User Profile: Has configuration powers. In addition to all User permissions, they can configure and edit templates and workflows.
• Admin Profile: Has full access to the platform.

To access the full list of actions for each profile, go to: settings > access profiles > select the desired profile and check its assigned items.

🛠️ How do profiles interact with folders?

Access profiles define general permissions, but the specific actions that can be performed on documents are determined by the combination of the profile and the folder. 🔐

In other words, for a user to perform a certain action — such as reviewing a document — both their access profile and the folder must grant that permission. This dual validation mechanism ensures that users never exceed their profile limits and allows for restricted access below the profile level whenever necessary.

👑 The Admin profile exception

Unlike other profiles, the Admin has general access to the system. For this profile, permissions are not limited by specific folders; the administrator has full authority over all settings, users, and documents on the platform, regardless of where they are stored.

❓ Frequently Asked Questions

• What happens if I give "Edit" access in a folder to a "Viewer"? The user will not be able to edit. Since the Viewer profile does not include editing, the profile's restriction prevails over the folder's permission.

• Can I create profiles other than these four? Yes! If your plan allows, you can create Custom Profiles for specific granularity needs.

• Will legacy users lose access? No. Profiles created before this update will be kept as Custom Profiles so you can migrate if you wish and maintain your current access normally.