Question

Using workflow to Assign Folder rights

Workflow

Updated November 2, 2024

asked on October 29, 2024

I am trying to create a process that will assign/remove folder access rights for auditors.

What I would like to accomplish is to have workflow assign access rights to project folder for 30 days and then remove the rights. To do this the Business Office will provide me with an update table each audit cycle.

Based on this table, I have workflow assigning rights to the group with read only access and to specific folders

Once a week a schedule runs to remove access rights to each folder that has an audit start date over 30 days old.

Has anyone tried a process like this before and did you get it to work?

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Replies

replied on October 29, 2024

I use workflow all the time to assign or remove permissions but run it manually. I have never tried to remove the permissions based on a time frame.

I looked at what you have, and everything looks like it should work fine. But I would have 2 thoughts about the permissions.

1) You seem to be putting permissions on folders that are under other folders, does the auditor group have access rights to the folders in the whole folder path or is your URL workflow tag a workflow that sends out a URL to each folder? If you allow them to browse to the folder, I would make sure they have the path rights.

2) Will people within the group be changing? Do you need to worry about different people having licenses?

Outside of those two thoughts, which you may already have taken care of, it looks like it should run smooth.

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replied on October 31, 2024

Thank you for your response and looking at this for me.

1) The links are for each individual folder they have requested. I do not want them to be able to move through the folder structure.

2) There is only one auditor but they will change over time. The reason I created a group was because I could not see how to assign the folder rights to a person but I did see the group setting.

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replied on November 2, 2024

Hi Berverly,

You can apply rights and withdraw them after a delay in the same workflow.

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Using workflow to Assign Folder rights

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