We’ve all been there. One location on a shared calendar will be referred to by multiple people as 20 different things. Johnson Building Room 214 can be entered as “214,” “Johnson 214,” or “J214” to name a few. Canceled events stay on the calendar, sucking up real estate and waiting for someone to delete it manually. Items copied from another calendar make you pay for the convenience of a simple copy and paste by adding the “Copy: ” prefix to the item.
But with a single workflow, we can fix all of these and make our SharePoint calendars look more professional and polished without making more work for end users. This post will cover how we can use workflow to standardize naming of locations with workflow, delete events once they’ve been canceled and get rid of Outlook’s “Copy: ” prefix. You will need SharePoint Designer and appropriate permissions to create workflows to complete the following steps:
If you’ve found this post by search, you’ve likely already gone into the workflow settings for a particular list or document library item and have clicked the info icon () next to “Internal status” and found that your workflow is “in progress”, but has an error: “Access Denied. You do not have permission to perform this action or access this resource.” Peering into the bulk of the message, you see a helpful tidbit that includes sp.utilities.utility.SendEmail. This could be from a number of causes, but here are the summaries of three possible solutions. Note that the first solution is still required even if you try B or C below. I’ve only included the second and third solutions as additional possibilities if the first doesn’t solve your problem.
A common question, before we begin, is what level of permissions any individual needs to be able to send an email or start a workflow generally. It doesn’t matter so much if you’re using Impersonation or App Steps, but the quick answer is a minimum of Contribute level permissions is good.
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!