Watch a recording here for an overview of these changes. View our updated help content here.

Why are we doing this?

The existing user interface in the Viewing Permission page can be confusing. For some of our clients, the process group tree can be very large, and it can be difficult to identify the parent group when deciding to apply a permission.  There is additional complexity considering process groups can have multiple permission groups applied.

Clients with large data sets could also have performance impacts with the current Viewing Permission page.

What is changing?

• We will be removing the concept of Viewing Permission groups. Users’ visibility of processes can be applied directly to process groups on the Manage Groups page.
• We’ll also be adding role support for permissions, so Promasters can quickly apply viewing access by applying a role to a group - every user in a role will be given viewing access.
• Moving groups and sorting will remain the same on the Manage Groups page, with the addition that the sorting applied in the Manage Groups page will be respected in the process area. This means you can now choose to have Process Groups appear anywhere among your processes on the left-hand navigation panel.

How does this affect your Promapp site?

• Normal users will not be affected, they will still be able to access the same groups as before. No new access will be given.
• Process Group Champions and Business Analysts will not be affected apart from adding/removing users from roles, as explained below.
• If you start using roles to apply access to process groups, non-Promasters who can edit roles will still be able to edit the name and annual cost but will be restricted from adding and removing users or merging roles. Non-Promasters will still be able to edit users on roles that have not been assigned group permissions.
• Once enabled, the new permission structure will not give users access to content that was not available to them before the transition. Your old permission structure will no longer be visible, but a downloadable report will be available under Admin > Configure > Viewing Options with a list of legacy permissions.
• The current General permission was intended to be used on process groups for all users to view content (users could be removed from the General permission). This will be replaced by the All Staff role. Any groups that all users can see currently will have the All Staff role applied to the group automatically. Users cannot be removed from the All Staff role.
  • This may affect access to minimode links when the configuration setting Minimode links to restricted processes require login is on. Any process group without the All Staff role applied will be considered a restricted group.
• Only users with viewing access can be added as Process Group Champions.

Next steps

You can opt in to enable this in early April. General availability will be in late April/May. 

To try out these new permissions before the General Availability launch, please contact kerry.hiki@nintex.com. 

We’ll enable this feature on your site so you can try it out and update any internal training material you may have for your Promasters.

This will be a site wide change and while it can be disabled, the full launch of permanent changes to all clients will be in late April/May 2021.

Updated help content for permissions is in the document below. Once these changes go live across all sites our help will be updated with these changes.