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.

Assign users or groups permissions to items automatically

With Permission Workflow, items permissions are able to be automatically assigned to specified users and groups in list.

Also, administrators can assign permissions to existing items.

Assign permissions based on conditions

Condition allows administrator to determine which items should be assigned permissions.

Assign permissions based on the content types

Administrator now can assign permissions to different content types, Document, Item, Folder, and Document Set.

1. Feature Introduction
• 1.1. Permission Workflow
• 1.2. Permission Settings
• 1.3. Import or Export
• 1.4. Assign Permissions for all items
• 1.5. Add Item Permission Settings
• 1.5.1. Permission Setting Name
• 1.5.2. Include People
• 1.5.3. Condition
• 1.5.4. Item Permission Settings
• 1.5.5. Apply Permissions to
2. Example

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.

1. Feature Introduction

1.1.Permission Workflow

This function lets the administrator globally enable or disable the Permission Workflow settings configured with items of this list.

1.2.Permission Settings

The upper part of this section displays a table with all permission settings that already have been set up with Permissions Boost. These can either be 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 link "Check here to restore the original settings for users (for this list only)" will create permission settings with Permission Workflow that are identical to the list permissions for each accounts.

1.3 Import or Export

Import/Export permission part is based on XML files.

To import settings click the Import button. In the popup window, administrator can either paste the XML file contents into the designated area, or browse for a file and upload it. To confirm the XML file importation 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.

1.4 Assign Permissions for all items

This feature will apply the settings made with SharePoint 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.

1.5 Add Item Permission Settings

1.5.1. Permission Setting Name

Name each Item Permission settings part. The settings part will be displayed with its name in the Permission Settings table in the main settings page.

1.5.2 Include People

Permission Workflow provides a flexible and improved User/Group selection process. Permission Workflow allows for specific selection of users and groups by Selecting all users/groups or a filter them by:

• Input of user or group names
• Selecting user/group columns, as well as relative lookup fields in this list
• Looking up users from other lists and filter them using conditions

a) Input user and group names

As in previous versions, SharePoint Permission Workflow provides a box to enter any user or group name. Also, administrator can type multiple users or groups and separate them with semicolon (;).

b) Selecting user/group columns, as well as relative lookup fields in this list.

c) Looking up users from other lists and filter them using conditions.

1.5.3 Condition

Two conditions typesare provided in settings page, Basic and Advanced.

The Basic condition helps administrator to easily configure conditions.

The Advanced conditions providemore operators and functions to implement elaborate conditions beyond basic conditions.

1.5.4 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,administrator can use conditions by clicking "Add Conditions".

After that, the permission level 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.

1.5.5 Apply Permissions to

This function provides administrator with the possibility to apply permission settings to whatevercontent types, documents or items, folders or document set.

Selecting Folder or Document Set means that permission settings will be applied on the folders or document sets.

2. 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 Mike Miller, all information about salaries of every employee in the company is visible.

SharePoint 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 SharePointBoost Permission Workflow. To make sure the workflow runs automatically, 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 "Add 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"Account Name", as these represent the items they should have permission to see.

Then 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 to "Read".

Then specify the permissions applied on the items.

To ensure the permissions settings are applied to all existing items in the list, check the "Assign permissions to all items" checkbox. Then click OK to apply the permissions settings.

As of now, if Mike Miller logs in, only the item associated with his name is visible to him, as specified in the settings page.

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Languages Supported: English

System Requirements

For SharePoint 2010:

Operating System:	Microsoft Windows Server 2008 x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 - Microsoft SharePoint Foundation 2010 SP1 or Microsoft SharePoint Server 2010 SP1 - Microsoft .NET Framework 3.5
Browser:	Microsoft Internet Explorer 7 or greater is recommended for Advanced admin features Mozilla Firefox supported Google Chrome Supported

For SharePoint 2007:

Operating System:	Microsoft Windows Server 2003 x86/x64 Microsoft Windows Server 2008 x86/x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft Windows SharePoint Services v3 (WSS3.0) SP2 or Microsoft Office SharePoint Server 2007 SP2 - MMicrosoft .NET Framework 2.0 or greater 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

3.1.1227.1 Dec 28th, 2011	New Features: - Support Japanese. - Support German.
3.0.1215.0 Dec 21st, 2011	New Feature: - Assign permissions based on content types (Document, Item, Folder and Document Set). Bugs fixed: - Permission workflow does not work for users from external column with specific conditions.
2.3.1215 Dec 16th, 2010	New Feature: - Support German.
2.2.811.0 Aug 9th, 2010	New Feature: - Announced compatibility with SharePoint 2010.
2.1.715.0 Jul 15th, 2010	New Feature: - Server license added.
2.1.528.0 Jun 7th, 2010	Bugs fixed:
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 Permissions Boost component upgraded.
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.
1.16.820.0 Aug 21st, 2009	Licensing module upgraded.
1.15.428.2 Apr 28th, 2009	New Feature: - Add items’ URLs to certain fields. Bug Fixed: - Removed groups from site user count.
1.12.1226.1 Dec 26th, 2008	New Feature: - Fully support customized forms.
1.11.1204.0 Dec 5th, 2008	New Feature: - Availability of farm license.
1.10.1125.0 Nov 25th, 2008	Bug Fixed: - User fields could not be assigned permission in some cases.
1.9.1121.5 Nov 21st, 2008	Bug Fixed: - Some views were hidden though they should be visible in those cases;
1.8.1104.0 Nov 4th, 2008	Bug Fixed: - Resolved the error happened when a view had an empty title.
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.
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.
1.5.0.0 Aug 18th, 2008	New Feature: - Enable all workflow association when activating SharePoint workflow features.
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.
1.1.0.0 Jul 2nd, 2008	Initial Release