Monday, December 7, 2009

SharePoint Permission Tip

If you use the “Collect Information from User” action in a SharePoint Designer workflow, and you have your default site permissions set only to “read” for the user you’re planning on collecting information from, you probably won’t get very far.

You’ll want to grant at least “Edit” permission to the user (or group that the user is in—that would be a better practice) on the Task list.  This allows the user to access the task that gets assigned to her so that she can complete her work.

Here’s how to accomplish this:

  1. Click on the “Tasks” list on the Quick Launch pane if it is available.  Otherwise, click on “Lists” first, and then click on the “Tasks” list.
  2. Click on “Settings | List Settings”
  3. Click on “Permissions for this list”
  4. Click on “Actions | Edit Permissions”
  5. Click “OK” on the resulting dialog box (“You are about to create unique permissions for this list…”)

Now you can modify the permissions for the users and groups listed.  If you don’t see the users or groups you want to configure for the Tasks list, you can add them here.

I must note that I created more granular permission levels on the site I’m currently working on, so I can choose to grant “Read” access or “Edit” access individually.  If you only have the out of the box permission levels, you’ll want to ensure that your users have at least “Contribute” access to the list. Of course, if you only have the out-of-the-box permission levels and you haven’t created custom levels then you wouldn’t have the problem I had which prompted me to write this post.

I’ll cover creating custom permission levels in a future post.

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