This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The Revoke access to role bot automatically unassigns a specific role from a recipient upon completion of the document revision. The access to the document is removed.
Use case example: In a legal team working on a high-profile case, the Revoke access to role bot plays a critical role in safeguarding sensitive information. Once the document is finalized, the bot automatically revokes access for selected contributor, ensuring that only necessary individuals had access during the collaboration phase. This enhances confidentiality and minimizes the risk of unauthorized access to critical legal documents post-revision.
How to setup
How the bot works by default:
The Revoke access to role bot activates when a document is completed by recipients.
Add the bot depending on your needs as described in this article. You can add bot between steps or use the All bots tab. Find the Revoke access to role bot in the list of bots and click Install bot.
Action settings:
Select the role the access should be reassigned from. Where:
Revision author role - automatically identifies and lists any role with which the filler completes the document. This ensures that access is revoked from the filler who started the revision.
Recipient - all roles of the workflow.
Fill freely - the fields that have not been assigned to any role.
Using the Advanced settings option you may specify more precisely the roles and the recipients from which the access should be removed.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
If the bot condition is not set up, the bot will revoke access whenever a document is completed by the recipient. It will not perform any additional checks or validations.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.