Version: 2.1.715.0
SharePoint Permission Workflow has offered a productive way for IT administrators to manage item-level permissions among all the users and user groups by streamlining the whole process.
With SharePoint Permission Workflow, item-level permissions are able to be automatically assigned to selected users and user groups for all items in a SharePoint list at one time. Meanwhile, administrators are also empowered to apply item-level permissions for the existing items within a list with only one click.
Moreover, when new items have been created or existing ones being modified, permission levels that previously configured in the Permission Workflow will be automatically assigned to the users and user groups involved. It means administrators, now, are less likely to be distracted from important projects by random assignments, which will considerably increase the time and efforts that can be spent on high-level administrative tasks.
Furthermore, as an intelligent mechanism, SharePoint Permission Workflow enables administrators to achieve the same results as they manipulating the process manually. It allows for specifying certain users and user groups that will be assigned custom permissions by setting fully-customizable conditions according to administrators’ own consideration.
Please note that Permission Workflow has to be activated before it can be used. For further reference, please see our Product Installation Guide.
Further information is also available in our FAQ.
Feature Introduction
User/Group Selection Process
The User/Group selection process has been modified and improved compared to the previous version. One distinctive difference is that administrators are now able to specify in far more detail which users to include. Permission Workflow now allows for specific selection of users and groups by Selecting all users/groups or a filter them by:
a) Input user and group names
As in previous versions, Permission Workflow provides a box to enter any user or group name. It also allows entering multiple users or groups, and as with the default user selection, the administrator can look up names or check the names entered into the box.
b) Selecting user/group columns, as well as relative lookup fields in this list
As in previous versions, Permission Workflow provides checkboxes with all User/group columns available. Checking these checkboxes will result in selecting the users which are contained within the selected column. The administrator can also select related columns, if the checkbox to display them is checked. This means that all user/group columns in the list that is looked up from will be available for selection.
c) Looking up users from other lists and filter them based on conditions
The process to select users from another list works in 3 steps:
Specify Selection Criteria Based on Conditions
We have introduced conditions to specify user and items even more precise, and thus providing an even more granular approach. The conditions sections have been added in two sections:
a) For filtering users/groups from other sites
b) For specifying the items that will be affected by the permission settings
a) The process to select users from another list works in 3 steps:
b) Specifying items that will be affected by the permission settings:
By entering conditions, the administrator can specify for which items the permissions are set. The main difference to the user selection process is that these conditions are only based on the current list. There is no reference to other lists possible. Also, the selection process is not based on any associated columns with the user selection, but it takes direct effect.
Import/Export Permission Parts
The new version of Permission Workflow allows for importing and exporting permission parts. This function is based on XML files. Thus, creating similar permissions for different sites will be easier and less time consuming.
To import settings click the Import button. A popup window will open. There the administrator can either paste the XML file contents into the designated area, or browse for a file and upload it. After uploading the file the contents will be displayed in the area above the upload area. To confirm importing the XML file click the OK button. To abort importing the specified permission settings, click the Cancel button.
To export permission settings click the Export button. A popup window will open and display the XML file contents in the edit area. The administrator can then save the settings to any location and thus make it reusable in other lists. To abort exporting the settings, click the Cancel button.
Enable or Disable Permission Workflow
This function allows the administrator to enable or disable all permission settings in Permission Workflow. Please note that previously made changes will not be affected if the workflow has been disabled. However, if new items are added or existing ones being changed, the Permission Workflow settings will not be applied.
Permission Settings
The upper part of this section displays a table with all permission settings that already have been set up with Permission Boost. These can be either deleted, or disabled/enabled. To modify existing permission settings the administrator has to click the name of the permission settings. This will then open the settings page for the specific permission settings.
The "Add Item Permission Settings" allows the administrator to create new permission settings. Clicking the link will open the settings page for new permission settings.
The "Check here to restore the original settings for users (for this list only)" link will create permission settings with Permission Workflow that are identical to the original list permissions for each user.
Assign permissions for all items
This feature will apply the settings made with Permission Workflow to all existing items. This is a useful tool if the workflow is set up for the first time on an already existing list with existing items. Checking the checkbox will prompt a popup window notifying the administrator that it might take some time to apply these changes to all items, and requesting confirmation to proceed.
To finally implement these changes the administrator has to confirm by clicking the OK button in the main settings page.
Item Permission Settings
The Item Permission Settings specify to which items the settings should apply, and what permissions the users should have for these items. To specify the items affected the users can use conditions by clicking "Add Conditions".
After that the level of access has to be set. These permission levels are pulled from the Site Collection permission settings.
The option "Add permission settings" will open a similar pane, so that several different permission settings can be created for similar users.
Example
If a company is keeping salary information in a list, and that list is accessible to everybody in the company, this would result in big issues with respect to confidentiality. The screenshot below illustrates this. Logging in as Anthony Rodriguez, all information about salaries of every employee in the company is visible, and editable.
Permission Workflow can set permission so users can only see their own information in this list. To do so the administrator has to create a workflow in this list, and there select SPB Permission Workflow. To make sure the workflow is applied to all items, the checkboxes to start the workflow when new items are created and when items are changed should be checked.
Then the Permission Workflow main page will open.
To add new permission settings click item permission settings, and the settings page will open.
Firstly the Permission Settings have to be named. Then the users have to be selected, in this case we want to select the users associated with the column User, as these represent the items they should have permission to see. After that the permission level has to be specified. As the users should not be able to change their own salary by themselves this will only be set read-only.
To ensure the permissions settings are applied to all items in the list, check the "Assign permissions to all items" checkbox. Then click OK to apply the permissions settings. If Anthony Rodriguez logs in, the list changes. Only the item associated with his name is visible to him, and read-only, as specified in the settings page.
Support Languages: English, Chinese.
System Requirements
| Operating System: |
Microsoft Windows Server 2003 x86/x64 Microsoft Windows Server 2008 x86/x64 |
|---|---|
| Server: |
SharePoint Release: - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft .NETs Framework 2.0 or 3.0 Note: This product is not compatible with SPS 2003 and WSS v2 |
| Browser: | Microsoft Internet Explorer 6 or greater is recommended for Advanced Administration features |
Release Notes
|
2.1.715.0 Jul 15th, 2010 |
New Feature: - Server license added. |
|---|---|
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2.1.528.0 Jun 7th, 2010 |
Bugs fixed: |
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2.0.401.2 Apr 2nd, 2010 |
New Features: - Offer conditions to determine the users and user groups that will be assigned custom permission settings; - Import or export permission settings as an XML file. |
|
1.17.1209.0 Dec 15th, 2009 |
SharePoint Permission Boost component upgraded. |
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1.16.916.0 Sep 16th, 2009 |
Bug Fixed: - A column might be invisible to all the users though it was supposed to be invisible only to certain person. |
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1.16.820.0 Aug 21st, 2009 |
Licensing module upgraded. |
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1.15.428.2 Apr 28th, 2009 |
New Feature: - Add items’ URLs to certain fields. Bug Fixed: - Removed groups from site user count. |
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1.12.1226.1 Dec 26th, 2008 |
New Feature: - Fully support customized forms. |
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1.11.1204.0 Dec 5th, 2008 |
New Feature: - Availability of farm license. |
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1.10.1125.0 Nov 25th, 2008 |
Bug Fixed: - User fields could not be assigned permission in some cases. |
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1.9.1121.5 Nov 21st, 2008 |
Bug Fixed: - Some views were hidden though they should be visible in those cases; |
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1.8.1104.0 Nov 4th, 2008 |
Bug Fixed: - Resolved the error happened when a view had an empty title. |
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1.8.1031.1 Oct 31st, 2008 |
New Feature: - Support column permission for anonymous; |
|
1.7.0.3787 Oct 15th, 2008 |
New Feature: - Support assigning column permissions to user/group columns in a list. Bugs Fixed: - Resolved the error happened when users logging in as anonymous; - User lists were too long and no new line when assigning permissions to many users. |
|
1.6.0.3709 Oct 10th, 2008 |
New Feature: - Allow assigning column permissions to all users except specified ones. Bug Fixed: - Fixed errors in page title and description. |
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1.5.3.0 Aug 18th, 2008 |
Bug Fixed: - Resolved the errors happened when inserting an image into a new item, but failing to save the new item. |
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1.5.0.0 Aug 18th, 2008 |
New Feature: - Enable all workflow association when activating workflow features. |
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1.2.0.0 Jul 8th, 2008 |
New Feature: - Separate column permission settings from workflow settings, and add a link of column permission settings in list edit/setting page. |
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1.1.0.0 Jul 2nd, 2008 |
Initial Release |
Purchase FAQ
An end-user is defined as any user who has access to, or has accessed any site in your Site Collection/Farm at any point in time, either directly (e.g. signing in) or indirectly (e.g. assigning him a task). Once a user has accessed a site in the site collection or the farm where the product is used, he is counted, regardless of whether or not this user is active on the specific site where the product is used. For example, while you may only have 50 users who would need to use the product on Site A in the site collection, there are 360 users accessing Site B (including the 50 accessing Site A), making a total of 360 users with access to the site collection. Since Site A and Site B are in the same site collection, you would need to purchase a license for at least 360 users. SPB licenses increase in increments of 100 users, so if there are 360 people who have access to the site collection, you will need to purchase a 400 end-user license.
If you would like to place an order with a PO, please contact sales@sharepointboost.com.
