Description:

This step assigns document permissions to one or more users or groups for a selected document in the FlowWright Document Management System (DMS).

The Set Document Permissions workflow step identifies a document by its Document ID and applies the configured permission assignments to it.

This step allows workflow designers to automate document security by granting users and groups the appropriate access rights during document creation, approval, publication, or throughout the document lifecycle.

This step provides an efficient way to automate document access control, ensuring that authorized users receive the correct permissions while maintaining repository security and governance.

The step supports:

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

This step can be used for:

• Document approval workflows
• Employee onboarding
• Project collaboration
• Controlled document publication
• Security administration
• Compliance management
• Business process automation

Usage:

The Set Document Permissions step is typically placed after document creation, approval, publication, or document ownership activities within a workflow.

The workflow retrieves the specified document by Document ID and applies the configured permissions to it.

A typical workflow might look like this:

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

• Notify document owners and users
• Begin document approval workflows
• Publish documents
• Generate security audit reports
• Synchronize repository permissions
• Continue document lifecycle processing
• 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 “DMSSetDocumentPermissionsDef” example:

• Create a new process definition named “DMSSetDocumentPermissionsDef” and open it in designer mode. 
• Drag an “updateVariables, DMSSetDocumentPermissions” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or 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 “DMSSetDocumentPermissions” 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 "DMSSetDocumentPermissions" 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 button to set the Document Permissions. 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. 

• 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 Document Permissions step, FlowWright retrieves the document using the specified Document ID and applies the configured permission assignments. 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 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 document security settings in the Document Management System to confirm that the selected users and groups have received the appropriate permissions.

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

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the executing user has permission to modify document security.
• Carefully review the users, groups, and permission levels before assigning access.
• Use workflow variables to dynamically provide the Document ID.
• Apply the principle of least privilege by granting only the permissions required for each user or group.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Upload Document, Remove Document Permissions, Move Document, or Archive Document workflow steps to automate complete document lifecycle and security management workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to modify document security.
• The configured permission assignments determine which users and groups can access the document after the workflow completes.
• Invalid Document IDs or insufficient privileges may cause the step to return False.
• Changes to document permissions take effect immediately after successful execution.
• 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 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:

• Document ID mapping
• Document 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.