Description:

This step assigns permissions to a folder in the FlowWright Document Management System (DMS).

The Set Folder Permissions workflow step identifies a folder using its Folder ID and applies the configured permissions to users and groups. The assigned permissions determine which users or groups can access, modify, or manage the selected folder and its contents, based on the configured security settings.

This step provides an efficient way to automate folder security within document management, project provisioning, department setup, repository administration, or compliance workflows.

The step supports:

• Assignment of folder-level permissions
• Folder selection using a DMS folder reference
• Granting permissions to multiple users and groups
• Integration with the FlowWright Document Management System
• Automated folder security management

This step can be used for:

• Project workspace provisioning
• Department folder setup
• Document repository administration
• Security administration
• Compliance management
• Controlled collaboration
• Business process automation

Usage:

The Set Folder Permissions step is typically placed after folder creation, repository provisioning, project initialization, or department setup activities within a workflow.

The workflow retrieves the selected folder and applies the configured permissions, allowing subsequent workflow activities to access the folder according to the assigned security settings.

A typical workflow might look like this:

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

• Upload documents into the folder
• Create subfolders
• Generate folder links
• Retrieve documents
• Assign document permissions
• Notify users
• 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 “DMSSetFolderPermissionsDef” example:

• Create a new process definition named “DMSSetFolderPermissionsDef” and open it in designer mode. 
• Drag an “updateVariables, DMSSetFolderPermissions” 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 “DMSSetFolderPermissions” 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 "DMSSetFolderPermissions" step to configure its "Required" properties. Provide a name for the step. Click the button to select the folder. Click the button to set the folder 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 set the Folder Permissions. 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. 

• 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 Set Folder Permissions step, FlowWright retrieves the selected folder and applies 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 assignment cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully assign 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 have received the expected access rights.

• On the DMS page, select the folder to view the permissions configured. 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 have been successfully configured via the workflow. 

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 assigned users, groups, and permission levels before saving the configuration.
• Apply the principle of least privilege by granting only the permissions required for each user or group.
• Configure folder permissions before uploading documents when establishing secure workspaces.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Create Folder, Upload Document, Set Document Permissions, Get Folder Link, or Get Documents workflow steps to automate the provisioning and security management of a complete document repository.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to modify folder security.
• Folder permissions determine access to the selected folder and may influence access to documents stored within it, depending on the repository's security configuration.
• Changes to folder permissions take effect immediately after successful execution.
• 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
• Folder permission 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.