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Important: This feature is currently in open beta. For more information, see the Nintex Beta terms document. If something is not functioning correctly, please raise this with support@nintex.com

Select Processes from the main menu.

All processes

Your processes workspace gives you access to your Folders, Drafts, Archive, and your connection to Systems.

The main window displays the selected option, with the Folders option open by default.

Folders are a central concept in Nintex Processes as processes are created within folders to organize and manage them. See Permissions for more information about folder access permissions, view rights, and access inheritance.

Note: You only see the folders and processes that you have permission to access. Two people viewing the same folder may see different items.

The folders list shows the folder Name, Status, and when (and by whom) the folder was Last Updated.

Note: Use the Search bar to search for a specific folder or process.

From the Create menu you can:

  • Select Folder to create a new folder.

  • Select Process to create a new process outside of a folder.

  • Select Import to import a Process .json definition file.

Click the folder name to navigate into that folder. Inside the folder is a list of processes. Click the process you want to edit, or click Create > Process to create a new process. See Create a process for more information.

Use the triple dot triple dot icon menu to:

  • View details: Configure the folder Name, Owners, Participants, Objective, and Background.

  • Move: Move this folder to another folder.

  • Manage permissions: Add or delete participants from this folder. See Permissions for more information.

  • View change history: Displays the dates and changes made to this folder. See Folder change history for more information.

  • Delete: Deletes this folder and all sub folders.

Use the page numbers or < > to go the next set of folders.

Use the Show drop-down to configure how many folders to show per set.

Use the breadcrumb at the top to navigate backwards in the folders.

The order in which you create folders is important because each level inherits the access permissions granted by its parent folder.

  1. A Platform Admin An access permmissions role. The administrator role in Nintex Processes who can create root folders, manage workspace and folder access, create and edit drafts, publish where permitted, archive, restore and permanently delete processes. creates the root folder. This is the only step nobody else can do.

  2. Assign at least one folder Owner immediately. Managing everything below this point is the responsibility of the folder owner, and the folder prevents you from removing the last owner later..

  3. The folder Owner grants access at the top level. Decide who is a Viewer An access permisions role. The user can view published processes., Contributor An access permisions role. A Contributor in Nintex Processes can view, create, edit and publish processes and filed drafts in assigned folders, assign Process Owner or Process Expert roles to a process, and archive in assigned scope. and Designer An access permissions role. A Designer in Nintex Processes can create processes outside a folder, design and edit drafts, publish where permitted, and assign Process Owner or Process Expert roles to a process.. Granting access permissions here is what makes those people eligible for process roles further down in the sub-folders.

  4. Create sub-folders. They inherit the parent folder’s access permissions list by default. Leave them inherited unless there is a reason not to.

  5. Break inheritance only when the audience genuinely differs. Keep in mind that permission changes cascade to all child items, and disabling inheritance creates a standalone access permissions list that must be managed manually.

  6. Finally, assign your process specific roles: Process Owners A process role. A Process Owner in Nintex Processes is responsible for managing the lifecycle of the process. and Process Experts A process role. A Process Expert in Nintex Processes is responsible for keeping the process definition updated to match how the organization actually functions.. Only users who already hold visibility and edit permissions on the process can be selected, so you must grant folder access first.

Note: Only specific people in your organization can view and edit drafts. See access to Drafts for information.

The drafts list shows all the processes currently in draft status. Draft processes have edits that have not been published.

Drafts are only visible to roles that have access permissions to view them. See Permissions for more information on roles.

The list presents the process Name, the Folder that the process was created in, the Process Owner, and when (and by whom) the process was Last Updated.

Click the process you want to continue to edit. See Edit a process for more information.

Use the triple dot triple dot icon menu to:

  • View process details: View the Process name, Process owner, Process experts, Folder location, Objective, and Background.

  • Archive: Remove the draft process and store it in the processes archive. See Archive processes for more information.

Note: Use the Search bar to search for a specific draft process, or use the page number links to navigate through the list of draft processes.

Nintex Processes uses system tags to identify key systems and tools your organization uses. These tags help clarify where your processes appear.

See Systems Permissions for more information about who can view, create, edit, and delete systems.

Using system tags allows:

  • technical teams to identify opportunities for improvements.

  • system stakeholders to be added to the process RACI matrix.

  • accurate reporting of which systems are used in what processes across the organization.

  • a quick view of which systems a person in a selected role must have to perform related processes.

Note: Use the Search bar to search for a specific system.

Click Add System to create additional systems and tags.

The Archive action is only available to administrators. See Archive processes for more information.

Considerations

  • A process is listed once. When a published process has a newer draft that you can see, the list shows the draft with a Draft status instead of the published process. A draft that is not newer than the published version, or whose process has been archived, is not listed.

  • A search or type filter may be hiding items. When a filter is applied, the list displays No matching results if no items match the selected criteria.

  • The Archive and Archive process actions appear only if you can edit the process and archiving is enabled for your workspace.

  • The Create button appears only if you can create items in the current folder.

  • If a process shows Draft instead of Published, a newer draft exists.