Access Profile Permissions - Workflow and activities

🎯 Objective

In this article, you will learn how to configure permissions for the Workflow and activities section in netLex. You will understand how your access profile limit and folder sharing define your autonomy to approve steps, manage deadlines, and create tasks in customized profiles.

This article contains the sections:

• Understand how your access works
• Customized Profiles: The key to personalization
• Details of Workflow and activities items
• From/To: Access Profile vs. Folders

⚠️ Warning: The availability of this functionality is being carried out gradually. Therefore, if it is not yet available in your environment, don't worry: it will be automatically updated soon!

🔍 Understand how your access works

The Access Profile determines the maximum limit of actions a user can perform on the platform. However, it is not enough to grant permissions in folders by itself.

The effective release of access occurs through the combination of the access profile and folder sharing. This structure follows a Prevalence Rule:

• If the folder access is lower than the profile, the folder's more restricted access prevails.
• If the folder access is higher than your profile, your profile's limit will be maintained.

Learn more by reading the article Sharing folders.
 

🛠️ Customized Profiles: The key to personalization

It is fundamental to highlight that the detailed configuration of each technical checkbox in the Workflow and activities section is only possible in Customized Profiles.

Predefined profiles (Viewer, User, Power User, and Admin) have fixed and immutable settings. If your company needs a combination of permissions that does not fit the standard models, please contact an administrator in your company.
 

📑 Details of Workflow and activities items

Check what each feature allows when enabled in a profile:

• Approve workflow step: Allows the user to complete the current flow step under their responsibility, moving the document forward to the next phase.
   
• Cancel workflow: Makes it possible to cancel the flow of a document that has already been prepared.
   
• Reactivate workflow: Allows reopening flows that were previously canceled.
   
• Get responsibility: Enables taking responsibility for a workflow step. A user, who is not responsible for the step, can get responsibility to act on demands that were not initially assigned to them.
   
• Clarification: Allows requesting clarification from the document author, pausing the workflow SLA. Currently, this feature is only available for Classic documents.
   
• Change workflow deadline: Authorizes editing the due dates/deadlines of flow steps.
   
• Create activities: Allows adding manual (non-automatic) tasks. New activities are created on the activities screen, linked to a prepared document, and are not related to activities created by workflow progress. These are activities created manually, without a pre-established rule.
   
• Read all activities: Ensures the user can view all tasks on the activities screen, including those assigned to other people or teams. When an activity is assigned to a user or their team, they can always interact with it and no specific permission is required.
   

📊 From/To: Access Profile vs. Folders 

For a user to be able to perform the actions linked to folder items, the system performs a double validation. This means that the desired permission must be enabled in both places simultaneously:

1. In the Access Profile: Defines what the user can do within the platform in general.
2. In the Folder Settings: Defines what the user is allowed to do specifically in that folder.

If the permission is checked in only one of these places, the user will not be able to perform the action. netLex will always adopt the most restrictive configuration between the two.

To facilitate configuration, the table below shows the correlation between the items listed in the Access Profile and how they appear in the Folder settings for the Workflow and Activities section:

Group (Profile)	Item (Access Profile)	Group (Folder)	Item (Folder)
Workflow and activities	Approve workflow step	-	-
Workflow and activities	Cancel workflow	Workflow	Cancel
Workflow and activities	Reactivate workflow	Workflow	Reactivate
Workflow and activities	Get responsibility	Workflow	Get responsibility
Workflow and activities	Clarification	Workflow	Clarification
Workflow and activities	Change workflow deadline	Workflow	Change deadline
Workflow and activities	Create activities	Activities	Create activities
Workflow and activities	Read all activities	Activities	Read all activities