Forum Discussion
Approval Workflow Access
Scenario:
I have created a site called "Test" and in that site a document library called "Review Docs", to house documents that need approval.
I have two teams. #1 team will create the documents in the "Review Docs" doc library and start the approval workflow.
Team #2 will review the documents in "Review Docs" doc library and approve/request change etc.
Once the docs are approved the Admins (myself and one other person we have full admin access) will move the documents to another library "Docs Home".
My question is about the correct access for each of the teams.
Team #1 needs Edit access for the "Review Docs" library only (not any other doc libraries on our "Test" site.
Team #2 only needs to be able to approve the documents and should not be able to create, add, edit docs.
If we cannot meet the above requirements I am ok with Team #2 having Edit access only to the "Review Docs" library but really do not like the idea of it. This team should basically have read only access to the whole site except the "Review Docs" which would be Approve only.
Any help is greatly appreciated!!
5 Replies
One way...
Set Review Docs so items Require Content Approval. Found in Library Settings-> Version Settings.
Turn on Versioning.
Under Draft Item Security, check 'Only users who can approve items(and the author of the Items)'.
Create a SharePoint Group for Team#2 and give it the 'Approve' permission level.
Unfortunately, they'll probably need to be able to edit in order to set the approval status.
If you don't wish to use the out-of-the-box approval workflow. Just get Team#2 members to set an alert on the Review Docs library, so they get an email when something is added.
You could experiment with the Approve permission level by creating a new Permission Level based upon 'Approve' and seeing what you can turn off. (Add and Delete items for example).
You can find 'Permission Levels' on the tool bar from Site Settings->Site Permissions.
Hope this helps.
Thank you for your response. I will try to create an approval permission and post my results.
Can anyone assist with my question please?
Hi Tammy - is your workflow using Flow or SharePoint Designer or a built-in SharePoint workflow or...?
I am trying to figure out which one I should you Flow or Built in SP Workflow. I do not use Sharepoint Designer.
