Item-Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow

In this article, you will learn how to grant item-wise permission in SharePoint list using the impersonation step in SharePoint Designer Workflow.

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.
 
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
 

Solution

  1. Create SharePoint List named “Review List”.
  2. 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
 
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
  1. Edit the list by using SharePoint Designer.
  1. Create a workflow named “ItemPermission” for “Review List”.

    Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow

Steps for workflow

 
Step 1
 
We will use the Impersonation Step to replace the permission.
 
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
 
Step 2
 
Add the List Action “Replace List Item Permission” under the Action heading as shown below.
 
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
  • Click on these permissions, as shown below.

    Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow

  • 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...".

    Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow

  • 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)
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow

A total of  a to g steps, and  later the window will look like following.

Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
  • Click on this list and select a current item in the "Choose list item" window.
  • Click OK.

    Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
Here workflow completes, now go to workflow setting and select following checkbox from start option.
  1. Allow this workflow to be manually started
  2. Start workflow automatically when an item is created.
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
 
Click on Publish workflow.
 
Item Wise Permission In SharePoint List Using Impersonation Step In SharePoint Designer Workflow
 
Click OK.