Item-Wise Permission In SharePoint List Using 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.

 

 

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

 

3. Edit the list by using SharePoint Designer.

4. Create a workflow named “ItemPermission” for “Review List”.
   
   
   

Steps for workflow

 

Step 1

 

We will use the Impersonation Step to replace the permission.

 

 

Step 2

 

Add the List Action “Replace List Item Permission” under the Action heading as shown below.

 

• Click on these permissions, as shown below.
  
  
  
  
• 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...".
  
  
  
  
• 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)

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

• Click on this list and select a current item in the "Choose list item" window.
• Click OK.
  
  
  

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.

 

Click on Publish workflow.

 

 

Click OK.