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Enable Read Only User to Edit Item via List Workflow RRS feed

  • Question

  • Hi,

    I have a list workflow (run on SharePoint 2013 workflow platform) with setup to be run automatically once a new item is added. The initiator has full control access and will input email addresses of 5 roles (say A, B, C, D, E) on the new item added in the list. The workflow will then send email with link for them to edit the form (not at the same time).

    I don't want break site permission inheritance to create special group permission with contribute access to the list since there are a lot of people who are either A, B, C, D or E and it would be troublesome to add and/or remove new people to that group. So I need everyone with read-only access to be able to edit item in the list.

    I have set elevate workflow permission on my list workflow based on guidance from the link below, but people with read-only access permission still cannot edit the item unless I upgrade their permission to contribute.

    https://msdn.microsoft.com/en-us/library/office/jj822159.aspx

    Thank you for your help :)

    Kind Regards,

    Niken

    Thursday, March 30, 2017 6:57 AM

All replies

  • Hi Niken,

    Please try to grant the following permission in http://{hostname}/{the Site Collection}/_layouts/15/appinv.aspx.

     <AppPermissionRequests>
        <AppPermissionRequest Scope="http://sharepoint/content/sitecollection/web" Right="FullControl" />
        <AppPermissionRequest Scope="http://sharepoint/content/sitecollection/web/list" Right="FullControl" />
      </AppPermissionRequests>

    Or check whether you have wrap actions with the App Step or not.

    Best Regards,

    Dennis


    Please remember to mark the replies as answers if they help.
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    Friday, March 31, 2017 10:12 AM
    Moderator
  • Hi Dennis,

    Thank you for replying to my question. I've set the app permission using your xml version and wrap all send email actions in multiple App Steps. However read-only users still cannot access the list item.

    I have 9 stages and in almost in all of stages there are 'send email' actions with loop for remainder notification. Below is the sample of 1 stage.

    Also, I'm running on SharePoint Online. Please help

    Stage:New Project Listed
    	Log New project listed to the workflow history list
    	Set Variable: varDateNewProject to Current Item:Created
    	Set DateNewProject to Variable: varDateNewProject
    Transition to stage
    	Go to Sales & Presales Task
    
    Stage:Sales & Presales Task
    	App Step
    		The actions of this step can read from and write to all items in this site.
    			Email Current Item:Sales
    			Log Email sent to Sales to complete task to the workflow history list
    			Set Handover Status to Pending Sales Completion
    			Email Current Item:Presales
    			Log Email sent to Presales to complete task to the workflow history list
    			Set Handover Status to Pending Presales Completion
    			Set Variable: SalesReminder to Yes
    			Set Variable: PresalesReminder to Yes
    	The following actions will run in parallel:
    		Loop: Email Sales
    			The contents of this loop will run repeatedly while: Variable: SalesReminder equals Yes
    				Pause for 0 days, 0 hours, 2 minutes
    				If Current Item:Business Driver is not empty value
    					Set Variable: SalesReminder to No
    					Set Sales Complete to Yes
    					Set Handover Status to Sales Task Done
    					Log Sales task completed to the workflow history list
    					Set Variable: varDateSalesComplt to Current Item:Modified
    					Set DateSalesComplt to Variable: varDateSalesComplt
    				Else
    					Pause for 0 days, 0 hours, 2 minutes
    					If Current Item:Business Driver is not empty value
    						Set Variable: SalesReminder to No
    						Set Sales Complete to Yes
    						Set Handover Status to Sales Task Done
    						Log Sales task completed to the workflow history list
    						Set Variable: varDateSalesComplt to Current Item:Modified
    						Set DateSalesComplt to Variable: varDateSalesComplt
    					Else
    						App Step
    							The actions of this step can read from and write to all items in this site.
    								Email Current Item:Sales
    								Log Email sent to Sales to complete task to the workflow history list
    								Set Handover Status to Pending Sales Completion
    		Loop: Email Presales
    			The contents of this loop will run repeatedly while: Variable: PresalesReminder equals Yes
    				Pause for 0 days, 0 hours, 2 minutes
    				If Current Item:Presales Complete equals Yes
    					Set Variable: PresalesReminder to No
    					Set Handover Status to Presales Task Done
    					Log Presales task completed to the workflow history list
    					Set Variable: varDatePresalesComplt to [%Current Item:Modified%]
    					Set DatePresalesComplt to Variable: varDatePresalesComplt
    				Else
    					Pause for 0 days, 0 hours, 2 minutes
    					If Current Item:Presales Complete equals Yes
    						Set Variable: PresalesReminder to No
    						Set Handover Status to Presales Task Done
    						Log Presales task completed to the workflow history list
    						Set Variable: varDatePresalesComplt to [%Current Item:Modified%]
    						Set DatePresalesComplt to Variable: varDatePresalesComplt
    					Else
    						App Step
    							The actions of this step can read from and write to all items in this site.
    								Email Current Item:Presales
    								Log Email sent to Presales to complete task to the workflow history list
    								Set Handover Status to Pending Presales Completion
    	If Current Item:Sales Complete equals Yes
    	and Current Item:Presales Complete equals Yes
    		Set Handover Status to Pending PM Review
    Transition to stage
    	Go to End of Workflow
    

    Kind Regards

    Niken


    • Edited by nikenid Tuesday, April 4, 2017 6:15 AM
    Monday, April 3, 2017 8:35 AM
  • Can anyone help me please...

    I've set permission to my workflow with the xml code from Dennis, select the appropriate list then clicked Trust it. I've also wrap all my actions which require user to edit the form within App Step, but my read-only users still cannot edit the form. The message: You don't have access to this page. It works fine for few people with contribute access.

    I'm running on SharePoint Online, does it have anything to do with my problem?

    The last resort that I'm going to use if there's no solution is to break inheritance and set contribute permission to everyone.

    Looking forward to anyone's responding to my question.

    Thanks & Regards

    Niken

    Thursday, April 6, 2017 4:10 AM