Problem Statement
Provide access only to the person whose name is present in the column Employee name of the particular list item; or,
The list item is only visible to a person whose name is present in the Employee name column.
Solution
- Create SharePoint List named “Review List”.
- Go to Settings and rename the title column as Name and create columns as shown in below table.
|
sr no
|
Column Name
|
Column Type
|
Description
|
|
1
|
Product Name
|
Single Line of text
|
Renamed Title column
|
|
2
|
Employee Name
|
Person or Group
|
People Picker
|
|
3
|
Approval Status
|
Choice (menu to choose from)
|
Pending, Approved, Rejected (by default Pending)
|
|
4
|
Comment
|
Multiple lines of text
|
For comment
|
- Edit the list by using SharePoint Designer.
- Create a workflow named “ItemPermission” for “Review List”.
Steps for workflow
Step 1
We will use the Impersonation Step to replace the permission.
Step 2
Add the List Action “Replace List Item Permission” under the Action heading as shown below.
- Click on these permissions, as shown below.
- Click on the "Add" button and click on the checkbox(es) of your choice depending on your permission requirement (I checked edit as of now).
- And then, click on "Choose...".
- After clicking choose button, Select User window will open and you can select the user to whom you want to give access, double click second option “Workflow lookup for users”
- A new window will open named “Lookup for person or group” and choose,
- Data Source – Current Item
- Field from the source – Employee name (we will provide access to name present in this column of the current item)
- Return Field as – Display Name
- Click OK (Lookup for the person or group window)
- Click OK(Select User window)
- Click OK(Add permission window)
- Click Ok (Replace Permission window)
A total of a to g steps, and later the window will look like following.
- Click on this list and select a current item in the "Choose list item" window.
- Click OK.
Here workflow completes, now go to workflow setting and select following checkbox from start option.
- Allow this workflow to be manually started
- Start workflow automatically when an item is created.
Click on Publish workflow.
Click OK.
V SPosted Sep 23, 2019, 6:56 AM
Hi Pramod, thank you for the quick response! Kindly note I added the Checkbox "Start Workflow automatically when an item is changed" without success, After the first workflow is run, the employee A is added to the Workflow Users Permission list in the SP. However, when I removed the first employee A and replace it by a different employee B, the workflow is not removing the access from the previous employee A since he still in the Workflow User permission. However it is granted access for the new employee B....I might be missing something, since the access are nor removed yet. Than you in advance for any guide to fix this :)
V SPosted Sep 22, 2019, 6:43 PM
Thank you for the Post! The information is great!! I am working on a workflow that will grant item level permission to an employee based on a column on a SP List (same as the solution proposed) and if the column is updated with another employee name, I need to remove the permission to the previous employee and provide access to the new employee....I am new in SP Designer and will really appreciate if you could please guide me on how I am able to remove permission of an employee that is removed from a column and give access to the new employee added. Thank you very much in advance :)