Description:

This step deletes a folder from the FlowWright Document Management System (DMS).

The Delete Folder workflow step identifies a folder using its Folder ID and permanently removes it from the document repository. Once deleted, the folder is no longer available in the Document Management System and cannot be used in subsequent workflow activities.

This step provides an efficient way to automate repository cleanup as part of project completion, records management, retention policies, repository restructuring, or administrative maintenance workflows.

The step supports:

• Permanent folder deletion
• Folder selection using a DMS folder reference
• Integration with the FlowWright Document Management System
• Automated repository maintenance

This step can be used for:

• Repository cleanup
• Project closure
• Department restructuring
• Records management
• Repository maintenance
• Compliance workflows
• Business process automation

Usage:

The Delete Folder step is typically placed after document archival, project completion, repository cleanup, or retention processing activities within a workflow.

The workflow retrieves the selected folder and permanently removes it from the FlowWright Document Management System.

A typical workflow might look like this:

Once the folder has been deleted, later workflow steps can:

• Generate audit reports
• Notify repository administrators
• Update repository statistics
• Synchronize external systems
• Complete repository cleanup workflows

The selected folder must already exist within the FlowWright Document Management System before this step is executed.

Example:

Let’s build and execute the “DMSDeleteFolderDef” example:

• Create a new process definition named “DMSDeleteFolderDef” and open it in designer mode. 
• Drag an “updateVariables, DMSDeleteFolder” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or global to store the “Folder ID”.
• On the DMS page, navigate to the parent folder and select the desired Folder to delete, as shown in this example. Click the column selector and choose the “ID” column to show. Copy and paste the “Folder ID” value into the clipboard. 

• Click the "updateVariables" step to configure its "Required" properties. Provide a name for the step. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "updateVariables" step to configure its "Optional" properties. Provide a variable reference to hold the “Folder ID” value. Copy-paste the value from the clipboard. Click the Save button. 

• Click the "DMSDeleteFolder" step to configure its "Required" properties. Provide a name for the step. Click the button to select the folder. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the button to select the Folder. Provide the variable or global reference that contains the “Folder ID” value. Click the Save button. 

• Alternatively, you can manually select the “Folder” as shown in this example. Click the Save button. Note: A variable or global reference takes precedence over manual folder selection when used. 

• The “Logging” setting configuration is necessary for documentation and also for measuring workflow progress and completion percentage. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Delete Folder step, FlowWright retrieves the selected folder and attempts to permanently remove it from the Document Management System. If the operation completes successfully, the workflow follows the True return path. If the folder cannot be found, contains protected content, the executing user does not have permission to delete folders, or the delete operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully delete the folder and return True upon completion. Verify within the Document Management System that the folder has been removed from the repository.

• On the DMS page, select the parent folder to confirm it has been deleted.  

• Select the parent folder, then click View > Recycle Bin.

• The “DMS Recycle Bin” page displays the folder and the document. 

• Select the folder or document, then click the “Actions” menu to access the “Restore, Destroy, and Empty” features. The “Restore” feature restores the document and folder to their previous state. The “Destroy” feature removes the item, and the “Empty” feature removes all items in the Recycle Bin. 

Tips:

• Verify that the selected folder exists before executing the workflow.
• Ensure that the executing user has permission to delete folders.
• Confirm that the folder is no longer required before deleting it.
• Archive or move important documents before deleting the folder.
• Verify that any child folders or documents have been processed in accordance with your organization's retention policy.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Archive Document, Delete Document, Add History to Folder, Generate Audit Report, or Notify Users workflow steps to automate complete repository cleanup and retention.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to delete folders.
• Deleting a folder permanently removes it from the repository.
• Depending on repository configuration, folders containing documents or subfolders may need to be emptied before they can be deleted.
• Any workflows or integrations that reference the deleted folder may no longer function correctly.
• Invalid folder selections or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Folder deletion activities should be audited in accordance with your organization's records management, security, and compliance policies.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Folder selection
• Workflow variable mappings
• DMS security permissions
• Repository retention policies
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.