I’m speaking about using Microsoft Flow and SharePoint Designer Workflows to streamline processes this weekend at SharePoint Saturday Kansas City, Sep 16, 2017
Item-level permissions come in handy for a number of situations. Here are some examples and food for thought:
- Travel plans are submitted to a list, but only those in people columns (supervisor, director, traveler) are allowed to see or find the plan by search.
- Allow “content owners” to edit documents, and everyone else to view only.
- Allow non-admin individuals to set editing permissions for documents or list items by populating a people column
Using a SharePoint Designer 2010 Workflow and an impersonation step, we can:
- Add list item permissions
- Inherit list item parent permissions
- Remove list item permissions
- Replace list item permissions
This tutorial will use the “replace list item permissions” action. Whenever you’re replacing permissions, you must remember to INCLUDE YOURSELF or admin individuals in the replacement permissions or you won’t be able to access the content or help with troubleshooting. Let’s begin!
This tutorial works for any Microsoft-Flow connected social media platform, but we’ll specifically go through the steps for setting up a Twitter tweet and Facebook post submission system. We’ll be utilizing Microsoft Flow’s new “Approval” feature. Here’s our (and maybe your) scenario.
- We want to allow broader participation in social media content, while still maintaining a close grip on the quality and management of our platforms. This is more inclusive, increasing engagement and also giving you more eyes and ears throughout the organization while maintaining control
- Individuals will submit their ideas (can be via direct email to a list, a form, PowerApp, etc. – we’ll use a list)
- Social media manager or team will approve or reject submissions which will then be automatically posted to the applicable social media network if approved. See bottom of post for additional challenges to enhance this system.
Let’s get started!
I’m speaking about using Microsoft Flow and SharePoint Designer Workflows to streamline processes next weekend at SharePoint Saturday Baltimore, May 20, 2017
Perhaps you, like me, built an exciting Microsoft Flow workflow and let it go into the wild without much additional thought. But at some point, you drop a lookup column into the mix and your Flow stops working. It tells you the field is not supported in query, even if that specific field isn’t being utilized in the Flow. I believe this has something to do with REST, but we won’t dwell on the cause – let’s get to the workaround.
The scenario I’ll be using is my cross-site publishing alternative using Microsoft Flow where I’m basically copying data from list items in one site collection to create new list items in a different site collection. This is helpful when someone does some sort of data entry once, and other people are then entering much of the exact same data. This copies all of the overlapping data to a new list item for the second site collection to reduce duplication of work.
It sounds simple but with a lookup column in the destination list we get the error. For this I’ll be using SharePoint Designer and Microsoft Flow (of course) in combination, though you could certainly try it all in Microsoft Flow. I just find parts of the process simpler in SPD. And while your origin data may be different (MailChimp, Twitter, etc.), and your exact scenario may differ, this workaround should still have value in concept.
You may, at some point, find yourself working with calculations among dates, including “today’s date” which conceptually seems simple but requires a bit of work to function correctly. You may have even created a “today” column that defaults to “current date” or attempted a calculated column only to find that the date will not automatically update each day or that calculated columns cannot show dynamic data like that. Fret no more.
Today columns are essential for use in calculated columns that tell you things like “days until event”, “days without incident” or “years of service” without needing to click any buttons or take any additional steps. Your list’s calculated columns using your new Today column will always accurately reflect calculations using the current date. We’re going to create our solution via SharePoint designer workflow and a new Today column.
This project allows users a quick option to save something they see on a SharePoint calendar to their own calendar. Spend 5 minutes on these few instructions and your users will have a convenient way to get involved going forward. Note that in modern calendar experiences, there’s a built-in “add to calendar” option for event items. This post is for classic experience calendars and calendar items/events.
Basically we’re going to add a calculated text column called iCal which will use the list’s GUID (easy to get, don’t worry) and the specific calendar item’s default ID number to generate a clickable .ics (iCal) file link. Let’s get started!
You may have several forms or lists using dropdown menus across your site that you would have to update if, say, an individual resigned, or a department changed its name, or a building relocated. Manage this type of information (individuals, departments, buildings, etc. frequently used in lists and forms) in separate lists that we’ll then use to create site-wide lookup columns to replace the many individual dropdowns across our sites that are repetitious. Basically, we’ll update the information in one place and know that it’s updated everywhere it’s needed across our site (or site collection if you’re familiar enough to go the extra mile with collection content types or Microsoft Flow, if your permissions aren’t at the site collection level).
It’s not easy to show a list (or part of a list) from one site collection on another. There are data view web parts you could try in SharePoint Designer, content search queries and page viewers in SharePoint web parts and then some scripting methods you could try, but I, in my enterprise environment, had no luck with those. This method, however, utilizes Microsoft Flow and works flawlessly. Here are a couple great features:
- Permissions are completely flexible. Set the “new” list to view only or whatever permissions you like while keeping tight control over the original. People will not be able to access the original list or site collection but they’ll see your up-to-date info you’re wanting to share.
- You can set this up so it’s a one-way publishing experience so updates on list 1 show on list 2, but updates on list 2 don’t show on list 1 OR you can set it up two-way so each list will update the other, creating a shared list experience without allowing permissions to access each other’s site collections
So let’s get started!
Look at that workflow above – have you ever seen something so beautifully simple? I’m excited to share several solutions with you in this one post. This post should cover the following:
- Working with content types
- Creating a template for each content type capable of having merge fields
- Finding a way to merge list item info into a new document via workflow
- And if you’re super ambitious, expanding the workflow just a bit with an if/then statement to use different templates based on conditions in your list
But because this is a massive topic and could be tailored an infinite number of ways, I encourage you to comment or tweet me for additional guidance more specific to your scenario. So here we go!