Manage user permissions and licences

You can grant or deny users a license and permission as well as assign users permissions based on their licenses and type of user they are.

Jump to

• Grant users a license and permission

• Deny users a license and permission

• Add licenses

• Assign permissions by profile

• Assign permissions by permission set

• Apex classes required for Nintex DocGen for Salesforce users

Grant users a license and permission

1. Click the Nintex Admin tab.

   The Nintex Admin Home left navigation displays.

3. Under Users, click User Permissions.
4. Under Profiles, select a profile.
5. In Available Users, select a user.
6. Perform one of the following actions:
   • Click Add Admin to grant the select user(s) a license and permission to administer and use Nintex DocGen.
   • Click Add User to grant the selected user(s) a license and permission to use Nintex DocGen.

Deny users a license and permission

1. Click the Nintex Admin tab.

   The Nintex Admin Home left navigation displays.

2. Under Users, click User Permissions.
3. Perform one of the following actions:
   • In Admins, select the user you want to remove and then click Remove Admin.
   • In Users, select the user you want to remove and then click Remove User.

Manage user licenses through the Installed Packages list

You can manage Nintex DocGen licenses by using the Installed Packages list. This is a useful option if you can't use the app to assign licenses.

Note: You can't manage licenses through a package if it has a site-wide license.

To assign a license for a single user

1. From Setup, click Installed Packages.

2. In the Installed Packages list, click Manage Licenses for Nintex DocGen.

3. Under Licensed Users, click Add Users.

4. Under Available Users, select Action for the user you want to add and click Add.

To remove a license:

1. From Setup, click Installed Packages.

2. In the Installed Packages list, click Manage Licenses for Nintex DocGen.

3. Under Licensed Users, click Remove to remove a license for a single user. For multiple users, click Remove multiple users.

Add licenses

To add licenses for Nintex DocGen, you can log a support ticket via Nintex Customer Central, or contact your Account Manager directly.

Assign permissions by profile

Use profiles to assign permissions for Nintex DocGen. Set field-level security, which is the same for both app users or administrators, then set custom objects Salesforce says, "Custom records that allow you to store information unique to your organization." or Visualforce page access for either users or administrators, depending on how you want to use the profile. If you only have a few users, consider using a permission set. For more information, see Assign permissions by permission set.

Edit field-level security

Edit the security settings for a profile to make fields on custom objects Salesforce says, "Custom records that allow you to store information unique to your organization." visible. App users and administrators use these settings.

To make fields visible to a profile:

1. From Setup, type Profiles in the Quick Find box and then click Profiles to display a list of the profiles in your organization.

2. Click the Profile Name of the profile to which you want to deploy the app.

3. In the profile detail page, under Field-Level Security, in Custom Field-Level Security, click View for each custom object and then click Edit.

   1. Click Visible for each field name on the object.

   2. Click Save.

   3. Click Back to Profile.

The custom objects available are as follows: 

• Component
• Component Group
• Component Group Component
• Connected Component Group
• Delivery Option
• DocGen Package
• DocGen Package Template
• Document Request (The Document Request object appears as Document Queue on profiles in Custom Object Permissions.)
• Envelope History
• Form Field
• Form Rule
• Form Step
• Create or Edit a Record (formerly Insert-Updates)
• Nintex eSign Envelope
• PDF Stamp
• Recipient
• Relationship
• Secure Field

Grant user permissions on a profile

Grant these permissions for app users to generate documents.

1. From Setup, type Profiles in the Quick Find box, then click Profiles to display a list of your organizations profiles.

2. Click Edit for the profile to which you want to grant app user permissions.

3. Under Custom Object Permissions, click Read for each of the Custom Object Permissions for the app.

4. Under Administrative Permissions, click the following permissions:

   • Create and Customize Reports - Required to generate documents with Scheduled DocGen Packages or use reports in other DocGen Packages.

   • API Enabled - Required for DocGen Admins and DocGen Users .

5. Under General User Permissions, click the following permissions.

   • Export Reports - Required for using reports in other DocGen Packages.

   • Run Reports - Required for using reports in other DocGen Packages.

   • Deliver Uploaded Files and Personal Content - Required to use the Content Delivery delivery Option.

   • Mass Email - Required to automatically send emails through Salesforce with a DocGen Package.

   • Send Email - Required to send emails through Salesforce with a DocGen Package.

6. Under Standard Object Permissions, click Read for Documents.

   Note: App users need read access to the Documents object to store templates, as well as read access to the applicable folders or libraries. If your organization is using Salesforce CRM content, then app users added to a library need at least the Viewer library permission. For more information, see Manage Library Permissions.

The custom objects permissions available are as follows:

• DocGen Components

• DocGen Component Groups

• Component Group Components

• Connected Component Groups

• Delivery Options

• DocGen Packages

• DocGen Package Templates

• DocGen Queue (DocGen Queue permissions are for the Document Request Custom Object.)

• Envelope Histories

• Form Fields

• Form Rules

• Form Steps

• Create or Edit a Record (formerly Insert-Updates)

• Nintex eSign Envelopes

• PDF Stamps

• Recipients

• Relationships

• Secure Fields

Grant user access to Visualforce pages

1. From Setup, type Profiles in the Quick Find box, then click Profiles to display a list of your organizations profiles.

2. Click the Profile Name of the profile you want to work with. The profile detail page appears.

3. Click Enabled Visualforce Page access and click Edit. The Enable Visualforce Page Access editor opens.

4. In Available Visualforce Pages, select the following pages and then click Add.

   • LOOP.email

   • LOOP.error

   • LOOP.form

   • LOOP.loop

   • LOOP.loopit

   • LOOP.looplus

   • LOOP.loopmerge

   • LOOP.masslooplus

5. Click Save.

Grant Administrator permissions on a profile

Grant these permissions for app administrators to create DocGen Packages and generate documents.

1. From Setup, type Profiles in the Quick Find box, then click Profiles to display a list of your organizations profiles.

2. Click Edit next to the profile to which you want to grant app user permissions. The profile opens in edit mode.

3. Under Custom Object Permissions, click Read, Create, Edit, and Delete for each of the Custom Object Permissions for the app.

4. Under Administrative Permissions, click the following permissions.

   • API Enabled - Required for DocGen Admins and DocGen Users.

   • Send Outbound Messages - Required for any user specified as the User to Send As in an outbound message.

   • View Setup and Configuration - Required for all DocGen Admins.

   • Edit HTML Templates - Optional

5. Under Standard Object Permissions, click Read for Documents.

   Note: App users need read access to the Documents object to store templates, as well as read access to the applicable folders or libraries. If your organization is using Salesforce CRM Content, then app users added to a library need at least the Viewer library permission. For more information, see Manage Library Permissions.

The custom objects permissions available are as follows:

• DocGen Components

• DocGen Component Groups

• Component Group Components

• Connected Component Groups

• Delivery Options

• DocGen Packages

• DocGen Package Templates

• DocGen Queue (DocGen Queue permissions are for the Document Request Custom Object.)

• Envelope Histories

• Form Fields

• Form Rules

• Form Steps

• Create or Edit a Record (formerly Insert-Updates)

• Nintex eSign Envelopes

• PDF Stamps

• Recipients

• Relationships

• Secure Fields

Grant Administrative access to Visualforce pages

1. From Setup, type Profiles in the Quick Find box, then click Profiles to display a list of your organizations profiles.

2. Click the Profile Name of the profile you want to work with. The profile detail page appears.

3. Click Enabled Visualforce Page access and click Edit. The Enable Visualforce Page Access editor opens.

4. Select all the pages that begin with LOOP in Available Visualforce Pages and click Add.

5. Click Save.

Related information: Deploy custom objects

Assign permissions by permission set

Use permission sets to grant permissions to a few users. If you have a lot of users, using profiles will work better. For more information, see Assign permissions by profile.

Note: Using permission sets is optional. These permission sets make it easy to deploy permissions for users to take the described actions, but they are not required. The DocGen Admin permission set is not intended only for users to create DocGen Packages and the DocGen User permission set is not intended only for permissions to run DocGen Packages. These permissions can also be set through customer permission sets or profiles.

1. From Setup, type Users in the Quick Find box, then select Users.

2. Click Full Name of the user to whom you want to assign the permission set.

3. In the Permission Set Assignments related list, click Edit Assignments.

4. From the Available Permission Sets, select the permission set to assign to the user, and then click Add.

   • Nintex Admin - Allows the user to create, modify and run DocGen Packages.

   • DocGen User - Allows the user to generate documents.

5. Click Save.

Apex classes required for Nintex DocGen for Salesforce users

If you choose to use your own permission sets or profiles to manage access to Nintex DocGen for Salesforce, the following lists of Apex classes need to be granted to DocGen User and/or DocGen Admins permissions.