In this post I am going to walk through how to create a 2010 workflow in SharePoint Designer 2013 that changes the list item permissions. I will show how to call a SharePoint Designer 2010 workflow from a SharePoint Designer 2013 workflow in a future post.
1. Start SharePoint Designer 2013
2. Navigate to the list or library that you would like to have this workflow associated to
3. In the ‘Workflows’ section of the list information, click New
4. Enter a name and description for the workflow and change the ‘Platform Type’ to SharePoint 2010 Workflow.
6. Rename ‘Step 1’ step container to ‘Start of Workflow’.
7. Add a ‘Log to History List’ action item. – Logging is helpful for times when you need to troubleshoot
8. Click on the ‘this message’ link in the ‘Log to History List’ action item
9. Add a message similar to ‘Update Item Permissions workflow starting…’
10. Click outside of the first step box so that the ‘Impersonation Step’ button becomes active on the ribbon.
11. Click the ‘Impersonation Step’ button on the ribbon.
12. Add the appropriate permissions steps. If you need to remove permissions, use the ‘Remove List Item Permissions’ action. If you need to add permissions, use the ‘Add List Item Permissions’ action. For my example, I am going to remove permissions from the current item that was just created.
13. Click on the ‘these permissions’ link on the ‘Remove List Item Permissions’ action.
14. In the ‘Remove List Item Permissions’ dialog box, click Add.
15. Select the users/groups that need to have their permissions removed by clicking on the ‘Choose…’ button.
16. Select the users/groups that need their permissions removed. To access list the people and groups that currently have access to the SharePoint select the ‘People/Groups from SharePoint site..’ then click Add.
17. A new dialog box will appear to allow you to search for the people/groups. Select the user that needs to have their permissions removed.
18. Select OK and OK again on the Select Users dialog box
19. In the permissions dialog box, choose what permissions need to be removed. In my example, ‘Contribute’ permissions need to be removed. Then select OK
20. Select OK again on the ‘Remove List Item Permissions’ dialog box.
21. Click on the ‘this list’ link in the ‘Remove List Item Permissions’ action.
22. In the Choose List Item dialog box, select ‘Current Item’ and then select OK
23. Add another log after your ‘Remove List Item Permissions’ action to save you some time when troubleshooting in the future.
24. Check for Errors
26. You will be prompted by the message shown below, click OK
That’s it! Pretty simple, right?