Use the permissions overview to audit effective permissions across Nutrient Workflow Automation. It shows who can access processes, forms, reports, dashboards, and other items, and how they received that access.

What the permissions overview shows

The permissions overview shows effective permissions for the item type you select. It groups permissions by item, such as an individual process. Expand an item to view every user, role, and group with access.

It supports these item types:

This guide uses process permissions as the main example. Use the same workflow for all other item types.

How permissions are enforced

Nutrient Workflow Automation applies object-level permissions across the UI, supported API endpoints, and the Workflow Assistant. Users only see data and perform actions their permissions enable.

Permission checks apply to areas such as:

• Task data
• Request comments
• Process diagrams
• Search
• Tasks
• PowerForm question lists
• Read-only process and report data used by the Workflow Assistant
• Request operations, such as launching requests, completing task forms, reassigning recipients, resetting tasks, changing due dates, and deleting requests

Navigate to the permissions overview

Open the permissions overview from the admin page for the item type you want to review.

To open the permissions overview for processes:

1. Click Administration in the left navigation panel.
2. Click Processes.
3. Click Manage Roles & Permissions.
4. On the page that appears, click Permissions List in the upper-right corner.
5. Review the permissions overview. It opens with all processes and their permission details.

The following images show the process permissions entry point and the permissions overview.

Understand the permissions list

The permissions list groups items by name. Each row shows the item name and the number of users and groups with access.

Click a row to expand it. Each permission entry includes these fields:

The expanded item view shows the permission entries for the selected object.

Filter permissions

Use filters to narrow the permissions list to specific users, roles, groups, or permission types.

The action bar includes the filter dropdown, search field, selection controls, expand and collapse controls, and active filter pills.

To add a filter:

1. Select a filter field from the dropdown on the left side of the action bar, such as Permissions, User Name, or Membership Type. Select All to search across all fields.
2. Enter a search term in the search field.
3. Click Add Filter.

The filter appears as a pill below the action bar. Add multiple filters to combine criteria. All filters apply at the same time using AND logic.

To remove a filter, click the Close (X) icon on the filter pill.

The filter field dropdown lists the fields you can use to narrow results.

The system saves filters and restores them when you return. Each item type keeps its own filter set. For example, process permissions and form permissions keep separate filters.

Select and expand items

This section explains how each item type displays permissions and how to expand, collapse, and select items.

System-scoped vs. object-scoped item types

Item types with only system-level permissions show a flat permissions table without accordion grouping. These item types include Category, Contact, Business Hours, Holiday, Database Connection, Email Monitor, AI Connection, and AI Assistant.

Item types with per-object permissions show expandable accordion rows, with one row per object. These item types include Process, Report, Form, Dashboard, and Group.

Expand and collapse items

For object-scoped item types, use the row and toolbar controls to show or hide permission details:

• Click an item row to expand or collapse permission details.
• Click Expand All to expand every item in the current view.
• Click Collapse All to collapse all expanded items.

Select items

Use selection controls when you want to run bulk actions, such as exporting selected items:

• Click the checkbox on an item row to select it.
• Click Select All to select every item in the filtered view.
• Click Deselect All to clear the selection.

Export permissions to CSV

Export permissions data to CSV for offline analysis, compliance reporting, or record keeping.

You can choose from three export options:

• Export All — Exports every item in the current view. It respects active filters, so it exports only matching results. You’ll find this button in the header.
• Export Selected — Exports only the items you selected with checkboxes. This button appears in the header after you select at least one item.
• Export single item — Exports only one item’s permissions. Click the download icon on the item row.

The CSV includes the same fields as the permissions list, with one difference: Instead of one Permissions column, it includes one column per permission type:

• View Config
• Edit
• Create
• Delete
• Run
• Participate
• Grant
• Manage
• Monitor
• Publish
• Reassign

Refresh permissions data

After you modify roles, group memberships, or permission assignments, refresh the report to view the latest data.

Click Refresh in the header. This action clears the permissions report cache and the dynamic group membership cache. The next load recalculates all data.

View all permissions for a user or group

You can view all permissions for one user or one group in a single view instead of browsing by item type.

From the users list

Open the user permissions view from the users list.

To view permissions for a user:

1. Click Administration > Users.
2. Click View Permissions (Key icon) in the actions column for the user you want to inspect.
3. Review the User Permissions List. It shows every permission the user holds across item types, grouped by type.

The following images show the user permissions action and the resulting permissions list.

From the groups list

Open the group permissions view from the groups list.

To view permissions for a group:

1. Click Administration > Groups.
2. Click View Permissions (Key icon) in the actions column for the group you want to inspect.
3. Review the Group Permissions List. It shows all permissions assigned to that group across item types.

The following images show the group permissions action and the resulting permissions list.

How the entity permissions view is organized

The entity permissions view groups permissions by item type. For example:

• AI Connections
• Business Hours
• Contacts
• Dashboards
• Forms
• Processes

Each type section uses one of these layouts:

• System-scoped types — Shows a flat permissions table because these types only have system-level permissions. Examples include AI Connections, Contacts, and Business Hours.
• Object-scoped types — Shows expandable accordion rows, one row per object, with the item name, category, and permission counts. Examples include Processes, Forms, and Dashboards. Click a row to expand details.

Filter and export from the entity view

The entity permissions view includes the same filtering and exporting features as the main permissions overview. Use the Object Type filter to show only one type section.

Next steps

Use these guides to configure roles and process-level permissions:

• To create roles and assign permissions, refer to the managing roles and permissions guide.
• For process-level role assignments, refer to the setting roles and permissions guide.