Description:

This step removes one or more permissions from a selected document in the FlowWright Document Management System (DMS).

The Remove Document Permissions workflow step identifies a document by its Document ID and removes the specified user and/or group permissions according to the configured permission removal definition.

The document remains in the repository, but the specified security entries are removed, allowing administrators to automate document access management and maintain security throughout the document lifecycle.

This step provides an efficient way to automate permission cleanup during document archival, employee offboarding, project completion, compliance reviews, or changes in document ownership.

The step supports:

• Removal of document-level permissions
• Document selection using a Document ID
• Removal of multiple user or group permissions
• Integration with the FlowWright Document Management System
• Automated document security management

This step can be used for:

• Employee offboarding
• Project completion
• Document ownership changes
• Compliance auditing
• Security administration
• Repository cleanup
• Business process automation

Usage:

The Remove Document Permissions step is typically placed after document approval, project completion, employee offboarding, or security review activities within a workflow.

The workflow retrieves the specified document by Document ID and removes the configured permissions from it.

A typical workflow might look like this:

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

• Notify document owners
• Generate security audit reports
• Archive the document
• Apply new permissions
• Continue document lifecycle processing
• Synchronize repository security
• Complete compliance workflows

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

Example:

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

• Create a new process definition named “DMSRemoveDocumentPermissionsDef” and open it in designer mode. 
• Drag an “updateVariables, DMSRemoveDocumentPermissions” 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 “Document ID” (optional).
• On the DMS page, navigate to and select the Document shown in this example. Click the column selector and choose the “ID” column to show. Copy and paste the “Document ID” value to the clipboard. 

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

• The “Manage Document 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 “DMSRemoveDocumentPermissions” 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 “Document ID” value. Copy-paste the value from the clipboard. Click the Save button. 

• Click the "DMSRemoveDocumentPermissions" 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 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 Document Permissions step, FlowWright retrieves the document using the specified Document ID and removes the configured permissions. If the operation completes successfully, the workflow follows the True return path. If the document cannot be found, the executing user does not have permission to modify document 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 specified permissions and return True upon completion. Verify the document security settings in the Document Management System to confirm that the selected users or groups no longer have access.

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

• The “Manage Document Permissions” page is shown in the example below. As observed, the document 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 document.

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the executing user has permission to modify document security.
• Verify the list of users and groups before removing permissions.
• Use workflow variables to dynamically provide the Document ID.
• Generate an audit log before modifying document permissions to maintain security traceability.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Add Document Permissions, Move Document, Archive Document, or Delete Document workflow steps to automate the complete document lifecycle.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to modify document security.
• Only the configured permission entries are removed; the document itself is not modified or deleted.
• Removing permissions immediately affects user access to the document.
• Invalid Document IDs or insufficient privileges may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Document permission changes should be audited in accordance with your organization's security 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:

• Document ID mapping
• 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.