How to set Item Level Permissions via SharePoint Designer (break role inheritance and assign permissions in one action)
In this short tip, I will show you a simple case with approval scenario, an example I’m a SharePoint Developer and I have to implement a document approval scenario.
But there are some nuances in the case. When a user sends a document to approve, the workflow should reset permissions for everyone except a user who has approval task now.
In this case, we guarantee that no one else could change the document after the process was started.
If the document was rejected at some stage, the workflow will change permission back and allow to author to fix the issues with the document.
In case, that everything is OK, at the final stage of the approval workflow it will set up read-only permissions for all users. Please have a look at the whole workflow in the SharePoint Designer. You can use it as basic skillet of the similar workflow of course in the real-world scenario you need to add notifications and may be some more approvals or different permission levels.
At the end of the article I want to notice that to implement the case I used only two workflow actions, but Workflow Actions Pack contains a bit more, please have a look at the list below:
- Add User to SharePoint Group
- Remove User from SharePoint Group
- Is User Member of SharePoint Group
- Get Members of SharePoint Group
- Set Up Default Group for the Site
- Grant Permission on Site
- Remove Permissions from Site
- Grant Permission on List
- Remove Permissions from List
- Grant Permission on Item
- Remove Permissions from Item
- Restore Permissions Inheritance for Site
- Restore Permissions inheritance for List
- Restore Permissions Inheritance for Item
- Remove All Permissions from Site
- Remove All Permissions from List
- Remove All Permissions from Item
As a conclusion, I want to say that Workflow Actions Pack helps you to automate your processes, you really can do this just in a few clicks, I have an idea to write the similar use case without using the product to compare how many time our product can save for you.