Document user rights

The following table lists document management rights – what different user types can do in Nintex Process Manager.

Legend

* dependent on configuration settings

◆

Switched on by Promaster via Configurations
yes Default settings Configurable by Promaster via Group Stakeholders
No Not available    

 

  User Types (Privileges) Process Stakeholders Group Stakeholders
  User Business Analyst Promaster Process Owner Process Expert Process Group Champion Process Group Editor Document Owner Document Approver System Owner
Document Editing Rights
Add a Document* yes yes yes yes yes yes yes yes yes yes

Replace a document*

 No yes yes

yes

(if document is linked to their process)

 yes

(if document is linked to their process)

 yes

 (if their group is the primary group of document)

 No No

yes

(if document is linked to system)
Approve document prior to being visible to users No No yes No No No No No yes

yes

(if document is linked to system)
Review document (periodically) No yes yes yes

(if document is linked to their process)

yes

(if document is linked to their process)

 yes

(if their group is the primary group of document)

 No No

yes

(if document is linked to system)
Edit document attributes (E.g. category, search tag, system tag etc.) No yes yes yes

(if document is linked to their process)

 yes

(if document is linked to their process

 yes

(if their group is the primary group of document)

 No No

yes

(if document is linked to system)
Associate document to secondary Groups No yes yes yes

(if document is linked to their process)

 yes

(if document is linked to their process)

 yes

(if their group is the primary group of document)

 No No

yes

(if document is linked to system)
View the document history / access previous version of the document No yes yes yes

(if document is linked to their process)

 yes

(if document is linked to their process)

 yes

(if their group is the primary group of document)

 No No

yes

(if document is linked to system)
Bulk associate System / Search tag No yes yes

yes

(if document is linked to their process)

 yes

(if document is linked to their process)

 yes

(if their group is the primary group of document)

 No No

yes

(if document is linked to system)
Share single document URL (minimode) yes yes yes yes No yes yes yes yes yes
Share document list URL No No yes No No No No No No No
Archive document No yes yes

yes

(if document is linked to their process

 yes

(if document is linked to their process)

 yes

(if document is linked to their process)

 No No

yes

(if document is linked to system)
View archived documents* No yes yes

◆

(if document is linked to their process

◆

(if document is linked to their process)

◆

(if their group is the primary group of document)

 No ◆ No

yes

(if document is linked to system)
Delete document from archive No yes yes No No No No No No No
Restore document from archive No No yes No No No No No No No
Group Editing Rights
Assign Document Owners No No yes No No No No No No No
Assign Document Approvers No No yes No No No No No No No
Convert a Group to 'Document only group' No yes yes No No yes No No No No
Other Rights
Run document reports

yes

(only Doc.List)

 yes yes

yes

(only Doc.List)

 yes

(only Doc.List)

 yes yes

(only Doc.List)

yes

(only Doc.List)

yes

(only Doc.List)

yes

(only Doc.List)
Create Document Tags No yes yes No No No No No No No
Make changes to configurations No No yes No No No No No No No
Switch on 'Document Approval Mode' No No yes No No No No No No No
Switch on 'Document Review' function No No yes No No No No No No No
Set default document review frequency No No yes No No No No No No No

 

Note: Process Owners/Experts will only show up as Document Owners once the process has been published.