SharePoint Permissions and the Nintex User Experience

Ever wondered what the user experience will be for users in your site with varying SharePoint permission levels when it comes to Nintex Workflow and Forms?

• Who can create WFs?
• Who can see the WF Designer?
• Who can interact with running WFs or kick off new WFs?
• Who can customize forms with Nintex Forms?

Let’s take a look at what the Nintex user experience is like for  some of the main SharePoint permission levels: Read, Contribute, Edit, Design, and Full Control.

General Access

Read

• Nintex Workflow
  • Workflow Settings disabled in List/Library ribbon
  • No Workflow options in item menu
• Nintex Forms
  • Nintex Forms button disabled in List/Library ribbon

Contribute

• Nintex Workflow
  • Workflow Settings disabled in List/Library ribbon
  • Can start workflows and View Workflow History in item menu
• Nintex Forms
  • Nintex Forms button disabled in List/Library ribbon

Edit

• Nintex Workflow
  • Workflow Settings enabled in List/Library ribbon
    • Technically, users can create and edit workflows in the Workflow Designer, but will not be able to Save or Publish – they will get an Access Denied error.
  • Can start workflows and View Workflow History in item menu
• Nintex Forms
  • Nintex Forms button enabled in List/Library ribbon
    • Users can create and manage forms, including Save and Publish.

Design

• Nintex Workflow
  • Workflow Settings enabled in List/Library ribbon
    • Users can create and manage workflows, including Save and Publish.
  • Can start workflows and View Workflow History in item menu
• Nintex Forms
  • Nintex Forms button enabled in List/Library ribbon
    • Users can create and manage forms, including Save and Publish.

Full Control

• Nintex Workflow
  • Workflow Settings enabled in List/Library ribbon
    • Users can create and manage workflows, meaning they will be able to Save and Publish.
  • Can start workflows and View Workflow History in item menu
• Nintex Forms
  • Nintex Forms button enabled in List/Library ribbon
    • Users can create and manage forms, including Save and Publish.

Task Delegation

In addition to standard access, I have also been asked by clients what the permission implications are when it comes to delegating workflow tasks. Essentially, it breaks down to this:

• Users with Contribute, Edit, and Design access will only be able to delegate tasks that are assigned to them.
• Users with Full Control access will be able to delegate tasks that are assigned to them or are assigned to other users.

Hopefully this helps give you an idea of what the user experience will be for all the various levels as you implement Nintex throughout your SharePoint solutions.