Sharepoint designer workflow. Restricting the access on custom list records.
Hi,
I am having a custom list where users can add, update and delete records. The requirement is to restrict the update permission only to a few sharepoint groups.
Ø Any sharepoint user should be able to create a new record in sharepoint list but should not be able to modify any of the records once it has been created.
Ø Users belongs to dedicated sharepoint groups only be able to update the records in the list.
Is it possible to achieve what I mentioned above through sharepoint designer workflow?
Plz help.
Note: I can’t go for coding. (Visual studio)
Regards
Ajay
Answers
- Yes, this is possible, but workflows won't be necessary. Custom permission levels are the trick.
1. Go to site settings at the site collection level.
2. Click Advanced permissions
3. Click Settings and choose Permission Levels
4. Click the name of the READ permission level, and at the bottom of that screen, click the Copy Permission Level button.
5. You can call your new permission level "Add Only", since this is for the "add not modify" requirement. Put a check next to the box in the permission level, called "Add Items". SAVE.
6. Next, copy the permission level you just created, to create one called "Edit Only". Uncheck the "Add items" box, and put a check next to the "Edit items" box.
The next step is to utilize these permission levels on your custom list. So, if you haven't already, split off the permissions, so that the list isn't inheriting. Now, when you put the groups in the list's permissions, simply assign them the levels you just created, accordingly.
Laura Rogers, MCSE, MCTS
SharePoint911: SharePoint Consulting
Blog: http://www.sharepoint911.com/blogs/laura
Twitter: WonderLaura- Proposed As Answer byClayton Cobb Wednesday, November 11, 2009 1:50 AM
- Marked As Answer byLambert QinMSFT, ModeratorThursday, November 12, 2009 10:00 AM
- Hi Ajay,
You can very well do this even without workflow as well.
-
Go on the site on which you want to apply those restrictions.
-
Go on Site Actions - Site Settings page, under Users and Permissions , click Advanced permissions .
- Select Edit Permissions under Actions and click on click ok when it warn you that you are going to create uniqe permission for that site.
-
Click Settings , and then click Permission Levels .
- Click on Edit Permission Levels and click on ok on warning window.
-
Select appropriate permission level to copy (I believe for your requirement contribute will be fine).
-
At the bottom of the page, click Copy Permission Level .
-
Type name in the Name box, and Description in Description box for the new permission level.
-
In the Description box, type a description for the new permission level.
- Uncheck the permissions which you don't want to provide to some specific users (as per your question uncheach Edit Items).
-
Create a new user group and attach newly created permission level with that.
-
Add users into newly created user groups.
- The users which are under that group will not be able to edit any entry
it's done.
I hope this will help.
Brijesh- Marked As Answer byLambert QinMSFT, ModeratorThursday, November 12, 2009 10:00 AM
-
All Replies
- Yes, this is possible, but workflows won't be necessary. Custom permission levels are the trick.
1. Go to site settings at the site collection level.
2. Click Advanced permissions
3. Click Settings and choose Permission Levels
4. Click the name of the READ permission level, and at the bottom of that screen, click the Copy Permission Level button.
5. You can call your new permission level "Add Only", since this is for the "add not modify" requirement. Put a check next to the box in the permission level, called "Add Items". SAVE.
6. Next, copy the permission level you just created, to create one called "Edit Only". Uncheck the "Add items" box, and put a check next to the "Edit items" box.
The next step is to utilize these permission levels on your custom list. So, if you haven't already, split off the permissions, so that the list isn't inheriting. Now, when you put the groups in the list's permissions, simply assign them the levels you just created, accordingly.
Laura Rogers, MCSE, MCTS
SharePoint911: SharePoint Consulting
Blog: http://www.sharepoint911.com/blogs/laura
Twitter: WonderLaura- Proposed As Answer byClayton Cobb Wednesday, November 11, 2009 1:50 AM
- Marked As Answer byLambert QinMSFT, ModeratorThursday, November 12, 2009 10:00 AM
- Hi Ajay,
You can very well do this even without workflow as well.
-
Go on the site on which you want to apply those restrictions.
-
Go on Site Actions - Site Settings page, under Users and Permissions , click Advanced permissions .
- Select Edit Permissions under Actions and click on click ok when it warn you that you are going to create uniqe permission for that site.
-
Click Settings , and then click Permission Levels .
- Click on Edit Permission Levels and click on ok on warning window.
-
Select appropriate permission level to copy (I believe for your requirement contribute will be fine).
-
At the bottom of the page, click Copy Permission Level .
-
Type name in the Name box, and Description in Description box for the new permission level.
-
In the Description box, type a description for the new permission level.
- Uncheck the permissions which you don't want to provide to some specific users (as per your question uncheach Edit Items).
-
Create a new user group and attach newly created permission level with that.
-
Add users into newly created user groups.
- The users which are under that group will not be able to edit any entry
it's done.
I hope this will help.
Brijesh- Marked As Answer byLambert QinMSFT, ModeratorThursday, November 12, 2009 10:00 AM
-
- Brijesh...
Why did you just type in the exact same solution that I submitted above?...
Laura Rogers, MCSE, MCTS
SharePoint911: SharePoint Consulting
Blog: http://www.sharepoint911.com/blogs/laura
Twitter: WonderLaura - Laura, his was 30mins after yours, so maybe he was in the middle of typing it when yours posted.
SharePoint Architect || My Blog - Thanks Clayton, you're probably right. ;-)
Laura Rogers, MCSE, MCTS
SharePoint911: SharePoint Consulting
Blog: http://www.sharepoint911.com/blogs/laura
Twitter: WonderLaura - Laura, Clayton is 100% correct.
Thanks Clayton for your positive mind-set. - Thanks, sorry, I was just confused. :-)
Laura Rogers, MCSE, MCTS
SharePoint911: SharePoint Consulting
Blog: http://www.sharepoint911.com/blogs/laura
Twitter: WonderLaura - Thanks everyone,
regards
Ajay
