Assigning Permissions Based on Workflow

Question

Hello,

In this scenario I have a user submitting an InfoPath form to a document library.  Once submitted, the user uses the built-in Approval workflow to request 2 or 3 people to review/approve the document.

What is the best way for me to make it so that people can only see documents that they created OR have been asked to approve?  I need an easy way for users to request approval and ensure that the people approving it have access to the document (while everyone else cannot see the document).

Thanks

Answer 1

There are workflow addons that exist outside of normal OOTB sharepoint where you can assign permission on a specific item based on a value.

http://spdactivities.codeplex.com/wikipage?title=Grant%20Permission%20on%20Item&referringTitle=Home

usa at you own risk as it is a third party software, i do use it here but make sure you test it before deploying this solution.

Answer 2

Hi chapman85,

 

The link provided by Steve_Kopp is good. If you want to know more about how to use per-item ACL (Access Control list) in an approval workflow, you can download MOSS 2007 SDK and install it. The sample “Confidential Approval Workflow” illustrates this method.

SharePoint Server 2007 SDK: Software Development Kit

http://www.microsoft.com/downloads/details.aspx?FamilyId=6D94E307-67D9-41AC-B2D6-0074D6286FA9&displaylang=en

 

Hope this helps.

 

Lu Zou

Answer 3

Hi, Are these users (Who will approve the document) are fixed or keeps on changing?? I also faced this issue and solved this with the help of SPD. I created a column in the List of the type "Person or Group" and then with the help of SharePoint Designer, i assigned this column the value which are the names of the people whom i want to show the item submitted. And then in the default view i created a filter, CreatedBy = "[Me]" or "Column Name(Whom i have assiened the names of people)" = "[Me]". In this way, people whose names appear in that column can see the document when they are logged in and the person who has created the document. I hope this helps. If u want to know this in little detail, you can see my blog and in that see heading : "Showing items to a particular User Group or User in a View" http://sharepointissues.blogspot.com

Answer 4

Hi chapman85,

 

Could you please let me know if your problem is resolved?

If you need further assistance, please feel free to let me know.

 

Have a nice day!

 

Lu Zou

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Answer 5

I will try the add-on from CodePlex to see if that will work.  Is there a "people" selector in InfoPath like in SharePoint?  I need to make sure that the person filling out the form can select or enter a person that matches the GAL so that when SPD picks up the info and trys to do the workflow with the third-party add-on, it selects the right person.