SharePoint 2010 Workflow that sets Unique Permissions
Document Library, Manager and Creator
A SharePoint Workflows tutorial by Peter Kalmström
Imagine
a teaching situation where files are submitted to a SharePoint
library by the students. In such a case, only the teacher
should be allowed to see all the files. The students should
only see their own files, so we have to set unique permissions
on all new files that are added the library.
The easiest way to achieve these unique permissions is to
use a SharePoint 2010 workflow. It cannot be done with a
SharePoint 2013 workflow.
In the demo below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how use an Impersonation
step in a SharePoint 2010 workflow and add a "Replace Permission"
action to it.
Create a SharePoint 2010 workflow that sets unique permissions
on new files in a document library
Create a list workflow for the library where you
want to set unique permissions. Select the Platform
Type SharePoint 2010 workflow.
Click on the Step 1 top banner to make the Impersonation
Step button in the ribbon active. Then add the Impersonation
Step to the workflow.
Remove Step 1.
Add the action Replace List Item Permissions to
the Impersonation step.
Click on
this list
and select Current Item.
Click on these permissions and then on Add in the
dialog that opens.
Check the box for Full Control. Click on Choose.
Type or select the people who should have Full Control
over the item (the teacher and the user who created
the current item). Click on Add between each person.
Click on this list and then click OK to the
default value Current item.
Set the workflow to start automatically when an
item is created or changed.
Check, publish and test the workflow. At publication,
you will have a warning about the impersonation permission.
Imagine
a teaching situation where files are submitted to a SharePoint
library by the students. In such a case, only the teacher
should be allowed to see all the files. The students should
only see their own files, so we have to set unique permissions
on all new files that are added the library.
