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The future of item-level permissions workflows?

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Valued Contributor

We have (and continue) to leverage SPD 2010 workflows to do item-level permissions on many business solutions.

 

SPD 2013 and Flow don't really have options to do this to date.  Is there any specific modern technology that can handle item-level permissions via workflow/metadata? (on create / on edit)?

12 Replies
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Hi @Brent Ellis , 

 

To answer your question about "modern" tools, Flow is not the tool for that at the moment.  However, the good news is that you can do that today using SharePoint Designer 2013, and either the REST API or by starting a SharePoint 2010 workflow. 

 

Check out those sites on how to start a SP 2010 workflow from a SP 2013 workflow:

  1. How to trigger a SharePoint 2010 workflow from a SharePoint 2013 workflow
  2. Use workflow interop for SharePoint 2013

  3. Workflow actions available using the workflow interop bridge

If you prefer video training, you could also check my Pluralsight course on SPD Workflows with SharePoint. You can find it at: SharePoint at Work: Creating a Workflow in SharePoint Designer

 

You can also do it trough the REST API . I am not a dev, so I will have to redirect you to those links:

  1. How to Set Item Level Permission Using SharePoint Designer 2013 Work Flow?
  2. Change item permissions using 2013 workflow

 

Hope it helps! 

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And as always, be careful of what you're doing. Remember that these items will disappear from view, and if the workflow is not straight forward, you might not realize a document was, or was not, created.
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I know that Flow is getting more governance around it - including some stuff that I believe was released yesterday (a flow admin console I think? can't remember - the firehose from Microsoft is wide open!).
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No worries Adam, i'm a pro :)
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Yes there is now a flow admin center. You can access the admin center via the url: https://admin.flow.microsoft.com

A little more info:
https://flow.microsoft.com/en-us/documentation/introduction-to-the-admin-center/
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If you want to get your hand a bit dirty - have a look at how PowerShell for PnP can be used to wrap around elevated calls such as break and assign permission, and wrap those around Azure Functions then link that back to Flow. http://johnliu.net/blog/2016/11/build-your-pnp-site-provisioning-with-powershell-in-azure-functions-...
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Thanks John, I havent had the time to learn PnP, but I am pretty armed and dangerous with PowerShell already and I do have several scripts that will break and set permissions. Really looking for more real-time actions as something happens as opposed to waiting on set timer jobs to do things, so I am super intrigued by Azure Functions and what you mention in your article!
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thats pretty much the first thing I've searched for when trying out flow today :)
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Be dangerous :)

AzureFunctions in this situation essentially gave us what we could do with CustomWorkflowActivities, but now in the cloud.

Combine it with PnP-PowerShell which simplifies authentication, and suddenly you have a deadly awesome combination that I believe will empower a lot of people.
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Have there been any updates to Flow that make it able to change item level permissions? I'm happy to use SharePoint Designer workflows to do it, but I'm feeling like I want to get all "modern" up in here.

 

M.

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It is now possible with the help of Plumsail SharePoint (Third-party connector), which is a part of Plumsail Actions product with a fair price.

 

There is an action, called Change Permissions that gives you the ability to:

  • Grant Permissions on Site
  • Remove Permissions from Site
  • Remove All Permissions from Site
  • Restore Permissions Inheritance for Site
  • Grant Permissions on List
  • Remove Permissions from List
  • Remove All Permissions from List
  • Restore Permissions Inheritance for List
  • Grant Permissions on Item
  • Remove Permissions from Item
  • Remove All Permissions from Item
  • Restore Permissions Inheritance for Item

Here are a couple of examples of Flows:

Set item level permissions (break role inheritance and assign permissions)

Create site from custom template and grant permissions

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I didn't find anything for flow solution for Item Level Permissions apart from this article, do we have any other pointers?