Users and Roles in Aerobase and Nintex Admin Tool

To access and use the Nintex Admin Tool, you need to create a user on Nintex User Management Tool and assign the user the appropriate roles as described in the table below.

1. Open Nintex User Management Tool by logging into http://[FQDN or IP]/auth/admin/kryon/console/#/realms/kryon using the Admin credentials:

   Username: Authadmin

   Password: Nintex123!

   The Authadmin user provides access and user management permission on Keycloak Admin Console only. This user has one assigned role to it, the auth-admin-access role. Make sure not to modify the roles of this user unless you are instructed to by Nintex Support.

2. Go to Manage > Users > Create User and create a user.

3. Click the Role Mappings tab to assign roles to the user as following:

   1. Assign the admin-access role (Realm Roles) + Nintex-admin-tool (Client Roles).

   2. Assign one or more of the following Realm roles considering the type of access and permissions each role allows:

      Role	Allowed access and permission type
      admin-catalog	Wizard Catalog (view+manage) Sensor Catalog (view+manage) Applications (view+manage) License (activation only) Companies and Users (view only)
      admin-permissions	Wizard Catalog (view+manage) Sensor Catalog (view+manage) Applications (view+manage) License (activation only)  Companies and Users (view+manage) Client application users (view+manage)
      admin-license	Wizard Catalog (view+manage) Sensor Catalog (view+manage) Applications (view+manage) License tab (activation only) Companies and Users (view+manage) Client application users (view+manage) Admin users (view+manage)*

      • In Orange: The common access and permissions between the three (3) roles.

      • In Green: The common access and permissions between the admin-permissions and the admin-license roles.

      • Any other roles are not relevant and can be disregarded.

      *A user with admin-license role can create and manage other Admin users and Nintex client application users directly through the Nintex Admin Tool.

Nintex RPA Admin users are managed under Tools in the Nintex Admin Tool. The roles available are equivalent to the roles in Aerobase as described above (Step 3 > Role Mapping > b.).

Importing users

To make it easy to create a large number of users at one time, Nintex Admin Tool allows you to import them from a CSV file. Doing so is a 3-stage process:

1. Download the Import Users file template.

2. Fill in the template with user information.

3. Import the file.

Nintex client application users are managed under the Users tab (Nintex Admin Tool Tool > General > Users). Only Admin users with the assigned roles of either admin-permissions or admin-license can manage (create new users and edit existing users) Nintex client applications users.

Creating a new user

1. In the Menu Pane, click Companies and Users.

2. In the Entities Pane, select the company for which you are creating a user.

3. In the Properties Pane, select the Users tab.

4. Click New User.

5. Enter the required information in the New User dialog then click Save.



6. Enter a username, full name, and email address.

7. Select whether the new user is active.

   Generally, the default value of Active is applicable to new users. However, the user status can be changed at any time.

8. Assign the user to one or more roles.

9. Enter and confirm new password:

   • Password-related fields are not applicable to Domain authentication and will not be visible when this authentication method is used.

   • Passwords require a minimum of 8 characters and must include at least 2 of the following: uppercase letters, lowercase letters, numbers, and symbols.

   • To create a random-generated password, click Generate Password.

   • To copy the password to the Windows clipboard, click the icon.

10. Select whether the user is required to change the password the next time he/she logs in.

    This is often appropriate for human users, but not for unattended robots.

Client application roles can be managed directly through the Admin Tool (recommended). You can also manage the same exact roles through Aerobase/Keycloak. The table below maps out the roles as they appear in the Nintex Admin Tool and their equivalent roles in Aerobase/Keycloak.

To download the Import Users file template:

1. Go to Companies and Users and select the Users tab.

2. Click the button.

3. In the dialog box, click the link to Download the Import Users template and select a download location.

   

To import the completed Import Users file:

1. Go to Companies and Users and select the General tab.

2. Click the button.

3. In the dialog box, click the Browse button and navigate to the Import Users CSV file you created.

4. Tick the checkbox if users are required to change their passwords the next time they log in.

This is often appropriate for human users, but not for unattended robots

5. Click the Import button.

The users listed in the file are created.