Description:

This step removes permissions from a folder in the FlowWright Document Management System (DMS).

The Remove Folder Permissions workflow step identifies a folder using its Folder ID and removes the configured user and/or group permissions from the selected folder.

The folder remains available in the repository, but the specified security entries are removed, allowing administrators to automate folder security updates as part of repository management, employee offboarding, project completion, or compliance workflows.

This step provides an efficient way to automate folder permission cleanup while maintaining secure access control and repository governance.

The step supports:

• Removal of folder-level permissions
• Folder selection using a DMS folder reference
• Removal of multiple user and group permissions
• Integration with the FlowWright Document Management System
• Automated folder security management

This step can be used for:

• Employee offboarding
• Project completion
• Department restructuring
• Security administration
• Compliance management
• Repository cleanup
• Business process automation

Usage:

The Remove Folder Permissions step is typically placed after project completion, employee offboarding, repository reorganization, or security review activities within a workflow.

The workflow retrieves the selected folder and removes the configured permissions, ensuring that only authorized users retain access.

A typical workflow might look like this:

Once the folder permissions have been removed, later workflow steps can:

• Archive the folder
• Move documents
• Apply new folder permissions
• Generate audit reports
• Notify administrators
• Synchronize repository security
• Continue document lifecycle management

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

Example:

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

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

• Click the ellipsis button to access context features. Select the “Folder Permissions” option to manage permissions manually. 

• The “Manage Folder Permissions” page is shown in the example below. You can use this UI to grant or revoke access to the “View, Add, Remove, Update, Archive, and Permission” operations. Use the Search textbox to select users and application roles, then click the “Add” button. Select the checkboxes to enable or disable the appropriate access. Click the “Save Permissions” button to confirm the changes. A notification message appears in the top-right corner. Alternatively, use a “DMSRemoveFolderPermissions” process step to configure permissions through the workflow. 

• 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 "DMSRemoveFolderPermissions" step to configure its "Required" properties. Provide a name for the step. Click the button to select the folder. Click the button to remove permissions. 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. 

• Click the button to remove permissions. The “Remove Permissions” page is shown in the example below. You can use this UI to grant or revoke access to the “View, Add, Remove, Update, Archive, and Permission” operations. Use the Search textbox to select users and application roles, then click the “Add” button. Select the checkboxes to enable or disable the appropriate access. Click the “Save Permissions” button to confirm the changes. A notification message appears in the top-right corner. 

• 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 Remove Folder Permissions step, FlowWright retrieves the selected folder and removes the configured user and group permissions. If the operation completes successfully, the workflow follows the True return path. If the folder cannot be found, the executing user does not have permission to modify folder security, or the permission removal operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully remove the configured permissions and return True upon completion. Verify the folder security settings within the Document Management System to confirm that the selected users and groups no longer have access to the folder.

• On the DMS page, select the folder to view the permissions removed. Click the ellipsis button to access context features. Click the “Folder Permissions” option. 

• The “Manage Folder Permissions” page is shown in the example below. As observed, the folder permissions were successfully removed via the workflow. 

• Click the ellipsis button to access context features, then select the “View History” option. 

• The “View History” pages show the security permissions updated for the folder.

Tips:

• Verify that the selected folder exists before executing the workflow.
• Ensure that the executing user has permission to modify folder security.
• Carefully review the users and groups before removing permissions.
• Remove only the permissions that are no longer required to avoid unintentionally restricting authorized users.
• Generate an audit record before modifying folder security to support compliance and change tracking.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Set Folder Permissions, Archive Folder, Get Folder Link, Upload Document, or Get Documents workflow steps to automate complete folder lifecycle and security management workflows.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to modify folder security.
• Only the configured permission entries are removed; the folder and its contents are not modified or deleted.
• Removing permissions immediately affects user access to the folder.
• Invalid folder selections or insufficient privileges may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Folder permission changes should be audited in accordance with your organization's 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
• Remove Permissions configuration
• Workflow variable mappings
• DMS security permissions
• Environment-specific settings

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

Click here to download the sample file.