Access Profile Permissions - Template Configuration – netLex | Help Center

🎯 Objective

In this article, you will learn how to configure permissions within the Template Configuration section in netLex. You will understand how to manage the creation and editing of workflows, document templates, and subtemplates, as well as discover in detail each functionality that can be enabled in custom profiles.

This article contains the sections:

Understanding how your access works
Custom Profiles: The key to personalization
Details of the Template Configuration section
Mapping: Access Profile vs. Folders

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

🔍 Understanding 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 on folders by itself.

Effective access release happens through the combination of the access profile and folder sharing. Permissions are organized according to the guidelines described in the article: Folder Sharing.

Prevalence Rule:

If folder access is lower than the profile, the most restrictive access of the folder prevails.
If folder access is higher than your profile, your profile's limit will be maintained.

🛠️ Custom Profiles: The key to personalization

It is essential to highlight that the detailed configuration of each technical checkbox in the Template Configuration section is only possible in Custom Profiles.

Predefined profiles (Viewer, User, Power User, and Admin) have fixed and immutable settings to ensure standardization and compliance with the contracted plan. If your company needs a specific combination of permissions that does not fit standard models, contact the system administrator for more information.

📑 Details of the Template Configuration section

Check what each functionality allows when enabled in a profile:

Read workflow: Allows the user to view the structure and steps of configured workflows.
Create, Edit workflow: Authorizes the creation of new approval flows or the modification of rules in existing flows.
Delete workflow: Enables the deletion of workflows from the platform.
Create template: Allows the user to configure new Models/Templates.
Update template: Enables editing existing templates, inserting or restoring versions.
Delete template: Enables the removal of document templates.
Read subtemplate: Ensures the viewing of subtemplates.
Create subtemplate: Allows the creation of new subtemplates.
Update subtemplate: Authorizes the modification of already registered subtemplates.
Delete subtemplate: Allows the deletion of subtemplates.

📊 Mapping: Access Profile vs. Folders

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

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

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

Group (Profile)	Item (Access Profile)	Group (Folder)	Item (Folder)
Template Configuration	Read workflow	Workflow	Read
Template Configuration	Create, Edit Workflow	Workflow	Create/Edit
Template Configuration	Delete Workflow	Workflow	Delete
Template Configuration	Create template	Template	Create
Template Configuration	Update template	Template	Update
Template Configuration	Delete template	Template	Delete