Configure Nintex Process Manager site settings

Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required.

The Configuration page lets you customise your Nintex Process Manager site settings. It manages the key settings for process management, documentation, users and any Add-ons you have enabled for your Nintex Process Manager site.

View Configuration page

  • On the top-right of your Nintex Process Manager site, click Admin > Configure. The Configuration page displays the settings you can configure for your Nintex Process Manager site as described in the sections below.

To search for the required configuration option, use the search field on the right of the Configuration menu bar. Search for a term or part of a word related to the configuration you want to change, and the view filters accordingly.

On this page:

Branding configuration

The branding section lets you customise some of the way your site appears, particularly the background image for your sign in page, the logos that appear on your process map views and the emails that Nintex Process Manager sends out.

Setting Description Steps
Logos

Company logos can be added to the login page, process map, printed processes, email notifications and incidents and for the Touch mode module. We recommend *.jpeg or *.png images and logos be uploaded with the following dimensions:

  • Login / Print Logo: 275 pixels wide x 150 pixels high
  • Process Map/Emails: 150 pixels wide x 80 pixels high
  • Touch mode: 200 pixels wide x 60 pixels high
  1. Click Change and then click Choose File.
  2. Select the file and click Replace Image.
Background image

You can change the image for the login page background and the top section map.
  1. Click Change and then click Choose File.
  2. Select the file and click Replace Image.

Note: To revert to the existing background image, click Revert Image.
Email colours

You can customise the colours used in emails sent from Nintex Process Manager to match your organisation's brand. This includes the colour of headings, buttons and links used in emails generated by Nintex Process Manager. Default colours for:

  • Email buttons: #0f8fd6
  • Email headings: #0070c0
  • Email Links: #0070c0
  1. Click editand select the colour from the colour-picker, or type the hexadecimal colour code.
  2. Click Choose.
Email Signature You can customise the text signature used on emails generated from within your Nintex Process Manager site to fit your organisation standard.
  1. Click editand type the signature text.
  2. Click save.

Tip: Use Shift+Enter to add line breaks to the text.
Login Colours

The log in page colours can be changed to match your companies corporate branding. This includes the background colour for the area where your company logo is displayed, and the button colours. Default colours for:

  • Login Buttons: #76af03
  • Login Buttons Highlight: #a8d14c
  • Login Panel Header: #ffffff
  1. Click editand select the colour from the colour-picker, or type the hexadecimal colour code.
  2. Click Choose.

Tip: If the updated colours are not displayed, the colours have been cached in your browser. If you do a hard refresh (Ctrl+F5) the new colours will display as expected.

Dashboard configuration

The dashboard section lets you control the way your users’ dashboard behaves, and in particular the notifications they receive. You can also set the default process review period here, and how users are advised of them.

Setting Description
Default document review frequency (Months)

The default number of months between document reviews.

This option is available only when Admin > Configure > Documents > Enable document review dates is ON.

  • An orange status notification is issued when 90% of the review time period has passed.
  • A red status notification is issued when the review date passes. The status remains red until the document owner reviews the document and marks it as reviewed from the dashboard.
  • Any document older than the number of months set in this configuration is defined as out of date.
Default Number of days to display notifications in the dashboard (Default: 60 days) Number of days new or changed process or document notifications display in each user’s dashboard.
Default process review frequency (Months) The default number of months between process reviews.
Email notification frequency (Default: Weekly)

The frequency of dashboard notification emails. Choose from the following options:

  • Off (Never)
  • Daily
  • Weekly
  • Monthly
Enable mark all as seen (Default: Off) Displays the Mark All As Seen option for dashboard notifications. You can mark all items on the page as seen unless an alternate action is required, for example: you must 'Approve' the item.
Enable notification for all NEWLY PUBLISHED processes (Default: On) A notification of every newly published process is sent to users involved in the process.
Enable notifications for the ALL STAFF role (Default: On) Dashboard notifications are sent for changes to the ALL STAFF role.
Enable Promaster notifications for ALL REVIEWS (Default: Off) A notification of each out of date process or document (if document review is ON) is sent to Promasters regardless of the involvement.
Enable Promaster notification on ALL NEWLY PUBLISHED processes (Default: On) A notification of every new published process is sent to Promasters.
Enable regional champions for process groups (Default: Off) Enables regional or multiple Champions A user responsible for the maintenance and improvement of all processes within their area. to be assigned on the Governance Dashboard.
Exec Sponsor Title The custom label for the Exec Sponsor A senior leader responsible for promoting a process improvement culture in the organisation, communicating process vision on behalf of senior management and empowering Process Champions to deliver that vision. governance role.
Lead Process Champion Title The custom label to be given to the Lead Process Champion A user responsible for the maintenance and improvement of all processes within their area. governance role.
Number of process group levels to display in governance page (Default: 1) The number of process group levels to display on the governance dashboard.

Documents configuration

The documents section manages how users can add or edit documents in your site. It controls document reviews, notifications and allows you to customise the document labels your site uses.

Setting Description
Allow linking (web links/documents) to non-standard URLs that match this regular expression (for example: (wc://.*)|(http://kinnect.*))

Adding a regular expression for this setting will allow users to link to documents in external sites that may not match the normal https://* format. Leave this setting blank if you do not require linking documents via non-standard URLs.

Example URL Network file Configuration entry
http://intranet/file.doc Not valid http://intranet.*
Z:\folder\file.doc Valid Z:\.*
\\server\share\file.doc Valid \\server.*

Multiple entries are required to be in brackets and separated by a pipe. For example: (http://intranet.*)|(http://intrnt.*)
Document import mode (Default: Link & Upload)

Restricts how users can add documents to your Nintex Process Manager site document library. Options are:

  • Link & Upload
  • Link Only
  • Upload Only

For more information, see add documents.
Enable document reference numbers (Default: Off) Enables reference number field for document editors on the document edit panel to match in-house document management system references.
Enable document review dates (Default: Off) Enables document review date field for document editors on document edit panel. This is to allow periodic review dates for out of date documents.
Enable optional dashboard notifications for document changes (Default: Off) Enables Document Editors to replace a document without notifying stakeholders . When enabled, a Don't issue change notification check box (selected by default) displays at the bottom of the dialog when replacing a document. To ensure notifications are sent to people once the document is updated, ensure you clear the Don't issue change notification check box.
Enable uploading and linking of videos in processes (Default: On)

Enables attaching video files to processes.
Linked document/url external location sample text (Default: http://) Prepopulates the Link Document > Link to an external/internet file > External location field of the Attach / Upload / Link Form dialog box. Usually it is configured to display the URL of the Document Management System (DMS).
Linked document/url helper text (Default: http://www.promapp.com) Displays inline Help text in the Link Document > Link to an external/internet file > External location] field of the Attach / Upload / Link Form dialog box. For example: You can set it to display the intranet/SharePoint address for the internal DMS of your organisation to point users to the location.
Linked network documents must match this regular expression (Default: ^(\\\\).+|^([d-zD-Z]:\\).+) When users link documents to local network files, you can restrict the link to specific file locations. This is useful when you want users to only link to files stored on specific file servers. Restricting these network files to specific locations also enhances security by restricting linking to untrusted sources.
Pre-populate Linked document/url external location with sample text (Default: Off) Displays http:// as the default URL field text when linking an external document.
Restrict archived documents to Promasters and BAs only (Default: On) Only Promasters or Business Analysts A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. can view archived documents when this setting is enabled. When disabled, document owners can also view the archived documents they own.
Document Types

The default types of documents can be customised for your Nintex Process Manager site. Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. can customize the labels for the first 5 document types to suit your organisation’s documentation requirements.

Document Type Description Customize Label
Form Forms are documents to be filled in as part of the process they’re attached to. yes
Guide Guide documents provide detailed step-by-step instructions, often with screenshots or graphics providing tips on using a tool, application or platform. yes
Information Information documents are a general category for anything that doesn’t fit one of the other types. They are also used to provide examples in a process. yes
Policy Policy documents contain the approved business rules that pertain to the process. yes
Training Training documents are materials used for training or educating staff about an aspect of the process. yes
Image

Images display as thumbnails and expand to provide visual guides for an activity.

no
Video

Video clips that demonstrate activity steps or add useful information like tutorials or explanations. The following video file types are supported:

  • .flv
  • .avi
  • .mts
  • .mov
  • .wmv
  • .asx
  • .mp4

The default maximum video file size is 25 MB.

 no
Web link

Web links to external websites that may be required for the activity or provide additional information. You must enter the full URL, including http:// or https:// at the start.

Web links can be added only from the process editor and not selected from the document library.

no

 

Email and Communications configuration

The email and communications section handles the features on your homepage and some of the central ways your Nintex Process Manager site communicates with users.

Setting Description
Enable confirmation email to new users (Default: On) When a new user is created, a confirmation email is sent to the user and Promaster.
Enable email notifications for @mentions (Default: On) An email is sent to any user tagged with an @mention in process feedback.
Enable email when feedback posted (Default: On)

An email is sent to the Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed. and Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process. when feedback is posted for the process or a response is logged.

Note: If this setting is not turned off and the Enable email notifications for @mentions setting is turned on, only @mentioned users will receive an email notification.
Enable social media links (Default: On) Links to Join our user community, like us on social media, and provide feedback are displayed on the Home Page.
Enable Tell a Friend (Default: On) Displays the Tell Your Friends About Us button on the Home Page and enables users to send an email to share their Nintex Process Manager experience and help others streamline their process management using Nintex Process Manager.
Enable YouTube videos (Default: On) Plays the Help videos on the Home Page through You Tube. If disabled, the videos will play in the browser's default video player.
Open Email in new tab (Default: Off) For web based email clients, opens the mailto links in a new tab.
Promaster email address (Default: promapp-noreply@nintex.com) Provide the Promaster email address (Help > Contact Promaster) for administration-related requests from users.
Show "what's new" announcement alerts (Default: All Users)

Restricts only the red alert balloon red alert balloon icon on the Help menu when a new announcement is posted under Help > What's New. The Help > What's New menu option is displayed for all users. The following options are available:

  • Promaster
  • Power Users: Promasters, Business Analysts, Process Champions, Governance Users, Stakeholders of process groups (for example: Process Editors added at a group level)
  • All users

Integration configuration

The integration section allows you to configure settings for connecting to Nintex Automation Cloud and Slack.

You can connect your Nintex Process Manager site to a Nintex Automation Cloud tenant so that you can import and associate your processes to workflows or create a workflow from one of your existing processes. See Automation.

  1. Navigate to Admin > Configure > Integration.
  2. Type your Nintex Automation Cloud tenant name in the Tenant Name field.

Caution: You must type only the tenant name in the Nintex Automation Cloud tenant URL. For example: If your Nintex Automation Cloud tenant URL is: https://safalo-realty.workflowcloud.com, you must type safalo-realty in the field.

  1. Click Next. The Nintex Automation Cloud login window is displayed.

    2. Note: Ensure the user you connect to Nintex Automation Cloud with has the Administrator, Designer and/or Developer roles. See the Nintex Automation Cloud User management help page.

  2. Type your Nintex Automation Cloud credentials and authenticate.

On successful authentication the connected tenant and authorized integration user details are displayed in Nintex Process Manager. You can now import workflows or request automation from the Nintex Automation Cloud tenant. For more information, see the following topics:

You can integrate Nintex Process Manager into your organisation's Slack team using a Slack app. With this integration, a notification will be posted to a dedicated Slack channel every time a process is published.

Step 1: Create Slack integration using an app

Slack administrator role is required.

  1. In the Slack web app, open your workspace settings by clicking your workspace name and selecting Settings & Administration > Workspace settings.

    A new browser window opens.

  2. On the left-hand menu, select Configure apps.

  3. At the top of the Slack app directory page, select Build.

  4. Select Create New App

  5. Enter an App Name, select a workspace and click Create App.

  6. Under Features, select Incoming Webhooks and toggle On to activate it.

  7. Select Add new Webhook to Workspace.

  8. Select a channel from your workspace for Nintex Process Manager to post to and select Allow.

    Nintex recommends using a dedicated channel for Nintex Process Manager. To create a new channel, click Create a new channel.

  9. Copy the Webhook URL to the clipboard.

  10. Edit App Display Information to update the logo.

Step 2: Configure Slack integration settings in Nintex Process Manager

  1. In your Nintex Process Manager site, go to Admin > Configure > Integration.
  2. Enable the Slack integration setting.
  3. In the Slack connection string field, click editand paste the Webhook URL you had copied in Step 9.
  4. Click save.

You can test the integration by publishing a process. Once the process is published it will display in the integrated Slack channel.

Intranet / Extranet Resources configuration

Nintex Process Manager can integrate into your intranet, extranet or SharePoint for ease of access to some of the useful features. It includes several widgets that let your users easily access Nintex Process Manager for their notifications and favourites or to search for a process. You can also embed the governance dashboard or integrate a Nintex Process Manager search component within SharePoint.

The configuration menu has several example URLs which you can modify to suit your needs, as well as some example text to help introduce new staff to what Nintex Process Manager is about. You can also generate minimode A permalink to a Nintex Promapp process or document which allows anonymous users to access processes, documents or process groups. links to any of your existing processes from this section.

Setting Description
Nintex Process Manager Widget

This customisable widget can be embedded into intranet or extranet pages for quick personal access to Nintex Process Manager. Use the notifications, recent, favourites, search, logo, and width url parameters to include/exclude the elements you want, and customise the width. The Login panel will show until the user logs in for the first time.

  • Click Copy URL to extract the URL for your intranet pages.
Governance Dashboard Component

Embed the Nintex Process Manager Governance Dashboard into your intranet pages to easily view and address any gaps.

  • Click Copy URL to extract the URL for your Intranet pages.
SharePoint Search

A link to integrate Nintex Process Manager search with SharePoint.

The widget can be customised using a combination of parameters on the url. The options are as follows:

  • notifications=true: Shows the 'My Dashboard.." button
  • recent=true: Shows the recently viewed process list
  • search=true: Shows the search field
  • width=123: Change the width (if the size is less than 225 px then the logo will not show)
  • logo=false: Hides the Nintex Process Manager logo.

Examples:

  • https://au.promapp.com/[sitename]/view/Sharepoint/Widget.aspx?notifications=true& search=true&recent=True&width=250&logo=false
  • https://demo.promapp.com/[sitename]/view/Sharepoint/Widget.aspx?notifications=true& search=true&recent=True&width=123
Minimode Process Links

Minimode links allow users from outside your Nintex Process Manager site to access certain processes, documents or forms anonymously, and without the need to log in. You can share parts of Nintex Process Manager in a controlled and secure way.

Minimode is enabled through the Minimode configuration menu, and you can configure the required settings. Each link is unique, and they are coded so no one can ‘guess’ a minimode link to another process or group based on one they have access to.

For example, you can copy and paste the URL to a Sharepoint Web part, an intranet page, a blog post or a company-wide email newsletter.

  • Hover over a process name, and click Copy URL.
Suggested Copy for Process Homepages An example of the type of content you can include as an introduction to Nintex Process Manager/process improvement on your intranet/extranet pages.

Minimode configuration

Minimode links allow users from outside your Nintex Process Manager site to access certain processes, documents or forms anonymously without the need to log in, in a controlled and secure way.

Each link is unique, and they are coded so no one can guess a minimode link to another process or group based on one they have access to.

Important: 
  • You can control the access anonymous users get via the configuration options described in the table below. You must put careful thought and consideration into deciding on the right level of control before turning on each of these minimode features for your site.
  • If you don't need to share information in your Nintex Process Manager site with users outside of your organisation - turn minimode off. You can still copy the process url and send it via email to another person, but they will need to log into Nintex Process Manager in order to view the process.

  • Unless you want anonymous users with a link to one process to be able to see all of your processes in Nintex Process Manager, ensure the following settings are disabled:

    • Enable viewing of underlying processes (Click through) (Default: Off)

    • Enable visibility of process groups navigation path (Default: Off

  • If you have minimode links enabled but have sensitive information, hide the sensitive processes in restricted groups (see Manage process groups) and use the Anonymous unless restricted option within the Required user authentication for access to minimode links setting to make these sensitive processes unavailable to anonymous users.

  • Unless you want a process to be discoverable via a search engine, do not publish minimode links on web pages, or put them in public documents that are available on web pages, and are crawled by search engines.

Any user who is able to see a process can create and share a minimode link (if minimode is configured to be on).

No. If you want the list of minimode links, contact support@nintex.com.

We explicitly inform search engines to not index the pages on our sites - this includes minimode links. However, if a minimode link is made public (appears on a public website, or in a document that search engines crawl) then the links will display in search engine results.

Special care must be taken to ensure that minimode links are not put on websites that search engines crawl (unless you are deliberately choosing to share a minimode link on a publicly facing website).

No. If you want to disable a minimode link you have created for your Nintex Process Manager site, contact support@nintex.com.

Yes. The Enable Minimode - allow links to be created and shared outside of the Nintex Process Manager application (Default: On) setting switches this functionality off completely and does not allow anonymous access to processes or documents.

The other configuration settings allow you to control how much access is available to your site via these anonymous minimode links.

Setting Description
Enable ALL DOCUMENTS to be viewed in minimode document lists (Default: Off)

Used in conjunction with the Enable sending document lists via minimode URL (Default: Off) setting.

On: if a user sends a list of documents via a minimode link, a user who clicks on this minimode link will see all documents in the list - regardless of whether the document is viewing permission restricted or not. When 'Off', the list will only show documents that have no viewing permission restriction.
Enable Minimode - allow links to be created and shared outside of the Nintex Process Manager application (Default: On)

Off: users cannot create minimode links at all, and any minimode links that have previously been created will no longer work. An HTTP 404 page not found message is shown when a minimode link is clicked.

The other minimode configuration settings are dependent on this setting and do not show if set to OFF. When 'On', this enables creation of links to a process, document or groups allowing users to share a link with anybody to view the process, document or group without having to log into the application (allows anonymous users to access some information in the application - how much information these users can see is controlled via the other minimode configuration settings).
Enable sending document lists via minimode URL (Default: Off)

On: Promasters can create and share a minimode link to a filtered list of documents. This allows anonymous users to see the list of filtered documents and view the individual documents.

Caution: This setting potentially opens up a lot of your content to anonymous users so we recommend leaving this option as 'Off'. When 'Off', there is no option to share a list of documents with anonymous users.
Enable unauthenticated users to leave feedback in minimode (Default: On)

On: users do not have to be signed in to provide feedback through minimode links.

Off: users have to sign in to provide feedback through minimode links.
Enable unauthenticated users to see all feedback in minimode (Default: On)

On: unauthenticated users can view all previous feedback on minimode links.

Off: unauthenticated users have no visibility of previous feedback on minimode links.
Enable viewing of underlying processes (Click through) (Default: Off)

On: users viewing a process in minimode will be able to follow any process links in the process they are viewing, and view linked processes - (and follow links in this process, so on and so forth). Users can use this functionality to see additional information in related processes.

Off: users can see the process links, but will not be able to navigate through to see the content of the linked process, i.e. will only have access to the one process that they have the minimode link for.

If this setting is switched on, users can still navigate to other processes via a valid minimode link.
Enable visibility of process group navigation (Default: Off)

On: when an anonymous user clicks on a minimode link to view a process, they will see the breadcrumb of where this process is in your group structure. They can use this breadcrumb to navigate through your group structure and view other processes.

Off: the user will not see any details regarding where this process sits in your group structure, and will not be able to use the breadcrumb trail to navigate to other processes. Note: if 'Enable viewing of underlying processes (Click through)' is enabled, users can still navigate to processes linked inside the shared process.
Required user authentication for access to minimode links

Authenticated users: All users will be required to authenticate via the login screen to view a minimode link.

Anonymous unless restricted: Users will be required to authenticate via the login screen when accessing the minimode link of a restricted process or process group. This prevents Nintex Process Manager users from sharing restricted processes with anonymous users.

Anonymous users: Any user can view the minimode link.

Processes and groups that do not have the All Staff role assigned to them are restricted. If you require a process or process group to be restricted and also be accessible by all users, unselect the All Staff role and assign it to all users individually instead. For information on editing roles for a process or process group, see Manage process groups.
Enable Embedded Processes

If you have multiple Nintex Process Manager sites and want to reuse common processes, you can embed the process using an embeddable process link without the need to duplicate and maintain multiple processes.

For more information, see embed a process.
Enable language localisation (Default: On). Select languages

On: Labels and controls in minimode processes are displayed in the default browser language.

Note: This functionality is currently available for German only.

Off: Labels and controls in minimode processes are not localised.

Print, Import, and Export configuration

You can allow the import of processes to Nintex Process Manager from several other formats, such as .xml, .xps and .xpdl, including some files from other tools like Microsoft Visio and iGrafx. For more information, see import a process.

Nintex Process Manager can also export processes or entire process groups to .xml files, so they can be imported into another Nintex Process Manager site. For more information, see export a process.

Setting Description
Enable process export to XPS (Default: Off) Enables exporting a process to Microsoft XPS format.
Enable process import from third party tools (Visio, iGrafx) (Default: Off) Enables importing a process from third-party tools like Microsoft Visio and Grafx.
Enable process import/export to BPMN/XPDL (Default: Off) Enables exporting or importing a process to or from BPMN/XPDL formats.
Enable process import/export to XML (Default: Off) Enables exporting a process or process group to XML and importing it under a different process group in the same or different Nintex Process Manager site.

Process and Document Approval configuration

The Process and Document Approval Add-on introduces an added layer of accountability, requiring process changes to be approved before they can be published and recording process approvals in the change log.

With the Process and Document Approval mode active, you can also enable a Publish Now button on the dashboard for authorised users, which bypasses the approval system. When a process is published or archived, the change log reflects the approvals given and those bypassed. Enabling the auto process publish setting eliminates the need for a separate publisher. Once a process is fully approved, it will publish automatically.It will only auto approve if there are no publishers added to the process group.

Setting Description
Enable document approval (Default: Off) New or edited documents imported or linked to the Nintex Process Manager document library require approval prior to becoming available to all users. For more information, see Configure Document Approvals.
Email document approvers when a document requires approval (Default: On)

Note: Available only when the Enable document approval setting is On.

An email notification is sent to Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. when a document requires approval.
Enable auto process publish if a publisher has not been specified (Default: Off)

Note: Available only when the Enable process approval setting is On.

Determines if processes need to published as well as approved. Enable the setting if you want to auto publish a process once the last Process Approver approves.

Enable process approval (Default: Off)

Enables process approval requiring process changes to be approved before they can be published and displays the Enable auto process publish if a publisher has not been specified (Default: Off) and Enable process approval emails (Default: Off) setting. Turning On/Off displays a message that it will affect all processes, and take some time.

For more information, see Process and Document Approval .
Enable process approval emails (Default: Off)

Note: Available only when the Enable process approval setting is On.

On: An email notification is sent when process changes are submitted for approval, a process approval request is declined or a process publish request is declined to the required Process Approvers/Process Publishers.

Note: 
  • Process for approval notification email: Sent to Process Approvers
  • Process approval decline email: Sent to submitter
  • Process approval decline feedback comment:
    • Displayed in the Change Log within the process map and under Dashboard > My Feedback
    • Displayed on the submitter's Dashboard > My Feedback
  • Process publishing decline email: Sent to submitter
  • Process publishing decline feedback comment:
    • Displayed in the Change Log within the process map and under Dashboard > My Feedback
    • Displayed on the submitter's Dashboard > My Feedback

Off: An email notification is sent when a process approval request is declined.

Note: 
  • Process for approval notification email – Not sent
  • Process approval decline email – Sent to submitter
  • Process approval decline feedback comment:
    • Displayed in the Change Log within the process map and under Dashboard > My Feedback
    • Displayed on the submitter's Dashboard > My Feedback
  • Process publishing decline email: Not sent
  • Process publishing decline feedback comment:
    • Displayed in the Change Log within the process map and under Dashboard > My Feedback
    • Displayed on the submitter's Dashboard > My Feedback
Enable PUBLISH NOW button on dashboard (Default: Off) Displays the Publish Now button on the dashboard. Publish Now allows the approval process to be bypassed (only Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. and Process Publishers A user responsible for publishing after a process has been approved. If no publishers are named for a group, then once the final approval is obtained, the process will automatically publish. can see and use the Publish Now button.
Routing for new owner or expert Promasters can choose if process approval requests should go to the Process Owner A user who has an overall responsibility for ensuring the variation of a business process is operating efficiently and is continuously improving. or Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process. from the most recently published version of the process or the most recently saved version of the process. Default: Most recently published. This helps change who approves a process when a Process Owner of Process Expert has left the organization or changed positions within the organization.

Process Editing configuration

Process editing configuration settings control who can create or edit processes, and some of the options when doing so.

Here you can set access rights to systems and the glossary, decide whether to use Lean or system tags, map replacement images, process reviews, decision diamonds and the quick save function in some situations.

You can also restrict who can create or edit processes in your Nintex Process Manager site.

Setting Description
Allow all process editors to edit systems (Default: Off) Determines if all process editors or just Promasters, Business Analysts, and System Owners can edit systems.
Allow editors to save without a comment (Default: On) Enables saving a process without adding a change description.
Enable lean tagging (Default: On) Allows lean tags to be added to processes.
Custom lean tag label (Default: Lean)

Used to match default lean tag labels with your organisation's terminology.

This setting is available only if the Enable Lean Tagging setting is On.
Enable ALL editors to access Roles Manager (Default: On) Displays the Manage Roles option for all Process Editors on an Edit page.
Enable ALL users to edit glossary (Default: On) Allows all users (not just Promasters) to add or edit glossary terms.
Enable automation (Default: On) Displays the Automation option on the main navigation bar and enables users to add, import workflows or request automation in Nintex Automation Cloud. For more information, see automation.
Enable decision boxes (Default: On) Allows decision links to be added to processes.
Enable editing of root process group (Default: Off) Determines whether root process group overview can be created.
Enable explicit process reviews (Default: On)

Allows a separate review date and cycle to be set for each individual process. Process review dates will not be reset when processes are edited and saved.

  • When Enable explicit process reviews is ON, the next review date is automatically set to the date of first published. You can set to a specific calendar date for review by editing it. For more information, see edit a process.
    • You can publish new process versions but the next review date will be retained and display on the process.
    • You can review the process from Dashboard > My Reviews for the deadlines by clicking Reviewed It.
  • When Enable explicit process reviews is OFF, the next review date cannot be edited.
    • The next review date will be dynamic based on the last published version. The review timeline is determined based on the Admin > Configure > Dashboard > Default process review frequency setting.
    • This means every time an update is published, the review date is reset.
Enable optional dashboard notifications for process changes (Default: Off)

Enables Process Owners, Experts and Editors to publish process changes without notifying participants and stakeholders.

On: a "Don't issue change notification" option will appear at the bottom of the dialog when saving process changes with a comment. This option will be ticked by default. To ensure notifications are sent to process participants and stakeholders regarding the change simply untick this option. When saving without a comment, changes will automatically be marked as not requiring a notification.
Enable Process Checklist Enables users to create process Checklists to track and ensure each step in a process is completed and accounted for. A Checklist is a list of activities in a process that can be tracked and marked as completed to provide more compliance control for optimal process management. For more information, see process checklists.
Enable process 'Policy' mode (Default: Off) Displays the Policy option to make it clear to users when they are looking at a policy rather than a procedure to be followed.
Enable star rating feedback (Default: Off) Provides users with the ability to rate a published process in a scale from 1 to 5 stars and optionally provide text feedback with it. Processes rated with 2 or less stars will require a text feedback.
Enable Suggested Processes (Default: Off) Allows users to suggest a process and gather feedback before implementing it. For more information, see suggest a process.
Enable system tagging (Default: On) Allows systems to be documented and tagged in processes and linked to documents.
Require comments when changing published processes (Default: On) Requires a comment when a process editor saves a changed published process. Not applicable for Process Approval mode or Publish Only mode.
Restrict process creation to only PMs, BAs and PCs (Default: Off) Only Promasters, Business Analysts and Process Champions can create Processes (Process Owners and Experts will be able to edit processes).

Process Timeframes configuration

Timeframes are used to measure the time your processes take and to calculate the associated costs. You can switch timeframe tracking on and off here, as well as the associated cost calculator. You can also relabel the timeframes and set the default views, viewers and working week.

Setting Description
Enable Process Timeframes (Default: On)

Displays the process timeframe details.

All process timeframes configuration settings will only be displayed when this setting is On.
Currency (Default: $ - Dollars)

Sets the currency symbol that will be displayed alongside process costings. The supported currency symbols are:

  • $ - Dollars
  • € - Euros
  • £ - Pounds
  • ¥ - Yen/Renminbi
Default Active Time Label Use to match active time labels with your organisation's terminology.
Default Wait Time Label Use to match wait time labels with your organisation's terminology.
Enable Process Costs (Default: Off)

Enables process costs to be added to process activities and calculates total process costs.

To view process costs, the Enable Process Timeframes setting must be ON and the Timeframes view mode setting must be either Visible to Process Editors only or Visible to all.
Default role cost per annum (NOTE: This value is used to calculate the process cost for roles that do not have a specified cost)

The amount used as a default role cost for those Roles which have not been assigned a Role Annual Cost value.

This configuration is only visible when Enable Process Costs is On.
Enable process minimode view to show timeframes (Default: Off) Displays timeframes on minimode processes.
Show which timeframe by default (Default: Wait Time) The timeframe shown as the default timeframe on process map activity boxes and on the Process Summary > Total Time tab header.
Timeframes view mode (Default: Off)
  • Visible To All: enables any user to access timeframe information from the process via:

    • Map > Total time tab

    • Procedure > Timeframe section
  • Visible to Process Editors Only: restricts access to just Process Editors.
Working days per week (Default: 5) Used when converting days to weeks for timeframe information.
Working hours per day (Default: 8) Used when converting hours to days for timeframe information. This field supports two decimal places (for example: 6.75h).

Nintex Process Manager System Settings configuration

These settings are used to set the name that is displayed on your organisation’s site, time zone and the welcome message users see on their home page.

Setting Description
Company Name The organisation name displayed at the top of the Nintex Process Manager site. Click the Edit icon editto change the name, then click the Save icon.
Default site language

Click the Edit icon editand then select the required language from the drop-down list, then click the Save icon.

  • The current languages supported are:
    • English
    • French
    • French Canadian
    • German
    • Spanish

    Note: If no default language is selected, the language used will default to the browser language setting. English is the default when the My Profile language setting is off, the browser language is unsupported, and this default site language is not set.

Time Zone Click the Edit icon editand then select the required time zone from the drop-down list, then click the Save icon.
Use custom Time Zone name (Default: On) Displays the custom time zone names in the Time Zone drop-down list.
Welcome message (Use {FirstName} or {LastName} to display name) The welcome message displayed on the home page for your Nintex Process Manager site. Click the Edit icon editto change the message, then click the Save icon.

Security configuration

The security section manages how your users are authenticated. Here you can set the password requirements for your site, or if you have purchased the Single Sign On Add-on, configure those details.

Setting Description
Allow embedding into iframe and SharePoint (Default: Off)

Prevents content generated by Nintex Process Manager from being displayed in an iFrame on another website. Displaying content in an iFrame exposes customers to the risk of Cross Frame Scripting attacks.

For more information about Cross Frame Scripting, see this article.
Allow Nintex Process Manager Support access until

When you set a future date, it allows Nintex Support to access your site for troubleshooting and diagnosis if you are experiencing a problem until the date that you set expires. When the date has expired Nintex Support will no longer have access to your Nintex Process Manager site.

Set a past date to prevent Nintex Support access to your Nintex Process Manager site.

Password expiry - enabled (Default: Off) Causes passwords to expire after a set lifetime.
Password expiry - lifetime (days)

The number of days before a user's password expires. Users with an expired password have to set a new one before logging into Nintex Process Manager.

This only displays if the Password expiry - enabled setting is On.
Password Strength settings

The following settings are configurable:

  • Password Strength - Maximum retry attempts before a users account is locked.
  • Password Strength - Minimum number of lower-case characters in a password.
  • Password Strength - Minimum number of numeric characters in a password.
  • Password Strength - Minimum number of special letters in a password.
  • Password Strength - Minimum number of upper-case characters in a password.
  • Password Strength - Minimum password length.
Single Sign-On Settings Configure Single Sign-On (SSO) settings to set up SSO via a central identity provider (such as Microsoft Entra ID). These settings are only visible if your organisation uses the Single Sign-On Add-on. For more information, see getting started with Single Sign-On.

Variations configuration

If you have enabled the Process Variations Management Add-on, use these settings to enable and configure the display label settings. For more information, see Managing variations.

Setting Description
Enable process specific variations (Default: Off) Allows creating process specific variations.
Custom Process Specific Variation Label Displays the label for creating the process specific variations.
Custom Standard Variation Label Displays the label for the standard process variation.

Viewing Options configuration

Here you can choose whether to display process reference numbers, which are appended to the process title. You can also enable viewing ‘merged’ processes for all users.

Where a process contains a link to another process, a merged view allows users to expand the process activities within the map view of the ‘parent’ process, giving an integrated view of the complete flow. This is available to Promasters and Business Analysts by default, but can be enabled for all users here.

Setting Description
Display process reference numbers (Default: Off) Enables users to add and display process reference numbers.
Enable process merge for normal users (Default: On)

Linked processes can be expanded with the Process Map. This provides users with an integrated view of the complete process flow. Promasters and Business Analysts have default access to this feature.

This option allows this feature to be made available to normal users.
Users with viewing permissions are participants in accessible processes (Default: Off) A user will see processes they have permissions to view from the Processes > Processes I'm In menu option.