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Grant Permission on Item


Value of permission field by default can be one of the following values:

Full Control

If any custom permission levels are defined, you can also specify those. For help on creating custom permission levels see

Last edited Jul 13, 2007 at 6:34 PM by unclepaul84, version 8


Vinayakkumar88 Mar 6, 2017 at 11:16 AM 
We have two way approval workflow

As a first level approver, user wanted to view the travel request even after approving the item.

At present, once the request is approved in level 1 and moved to level 2, the level 1 approver is not able to view the item since the permission is revoked as per the workflow.

Shawn1015 Jul 10, 2014 at 7:25 PM 
I know this is an old thread but we are running 2007 and I def need this. Can anyone tell me if the code still has to run with the current user permissions or can I assign permissions using the code from a user who has "contribute" rights to the list? We are submitting InfoPath forms and they want to set the form to be viewable only by the submitter and another group, not anyone viewing the list.

mykey06 Oct 2, 2012 at 7:03 PM 
I am having issues using this call when trying to grant item permission to a user with claims-based user account name i.e. "i:05.t|contoso idp|"

Can anyone please help? I also tried using email address and workflow errors out.

victorm Jun 14, 2012 at 5:58 PM 
To assign a Task for someone, just create a workflow associated with the task and Grant permission.

cal_bonjovi Mar 3, 2011 at 1:44 AM 
my workflow looks like this:
Grant Full Control Permission on ______________ to user1
then collect data from user1(output to variable:Collect1)
then set workflow Variable to value

if i use currentitem in the blank portion, it will give full control to the user in the item but will not give full control permission on the tasks(tasks that is created using data in collect data action).
How can i call the tasks created in collect data action?

bnndn Feb 14, 2011 at 5:28 PM 
Hi all
I have List A and List B
my user has Contribute Permission on List A and has NO Permissions on list B
I want to Grant Permission on item in List B after a change in list A
is there a solution for that? possible also to grant permission to the all list B if its possible to delete the permissions back to the origin after the WF is done
thank you

fflynn Oct 5, 2010 at 12:05 PM 
Grant permissions works fine... but I notice it removes all the "limited access" permissions on the item we are granting permission on. Generally, this is a good thing. But there are hundreds of them... which causes our database logs to grow and grow. Is there a way to have this activity just do the grant and not touch the existing permissions on the document item ?


SycoDuck Dec 15, 2009 at 9:12 PM 
jamin824, mellenburg, and parth8. I too was having this problem, then remembered that I had more than one site, and had to activate the "Web Application Feature" for the correct Web application, just switch to the correct "Application/Site" at the top of the Manage Web Application Features Page, then activate it for the correct Application. I know the post is old, but maybe this will help somebody else. Once activated, it appears in SPD as expected. Now to hopefully make it work, looks great so far. Thanks for sharing this!!!!!!

knfitz Dec 1, 2009 at 9:41 PM 
I'm having a little trouble. I'm trying to change the user permissions to any document that saved to the library. If the user already exists then it will update the permissions, but if they don't exist it will not add them and will error out. How can I make this work. everyone in the company will be using it, but I only want the managers plus the contributor to be able to see the submitted documents.

tjl11 Nov 4, 2009 at 4:12 PM 
I was able to update an item in the list , say list B during the workflow running on List A.

I have course and registration list where user has only read permission to course list, but contribute to registration list. When course has limited seat available, as users register or unregister for the course, the filled seat column in the course list need to updated accordingly.

What I did was created 2 workflows on course list,one to increment and another to decrement the filled seat column. I set both workflow to launch manually. I have two workflows on the registration list, one when the new item is added(registration) and another when the item is deleted. First one is set to run when item is added and second one is set to run when item is changed( for deletion or unregistration). Then, I use "Start a workflow" action in the workflow that runs for the registration list when an item in added to launch decrement seat workflow on course using course ID as look up that is same in both list. Similarly, when item is deleted from registration, I use the "start a workflow" action in the workflow that runs for the registration list when an item is changed to launch increment seat workflow on the course. This doesn't seems to have permission issue even though user has read only rights to the list that is being updated.

I am glad that it works after struggling for a long time. I haven't tried copying an item, but I think it should work with similar technique. With document library similar approach should work as well since it is special type of list.

Hope that helps!!

jamin824 Oct 29, 2009 at 8:13 AM 
I have the same problems as mellenburg and parth8. It has been installed and activated but the new workflows don't get added in SPD

mellenburg Oct 21, 2009 at 2:21 PM 
I'm having the same issue as parth8. I have installed the code and activated it though central administration. I see the new custom workflows in Sharepoint Designer, but when I click on any of the new ones, nothing happens. The others work fine.

nabeelnasser Sep 16, 2009 at 9:31 AM 
Hi, i've just installed the addin and i'm trying to grant permission to an item. although it shows the item as having the correct permission level it doesn't allow the user to view it? would the sharepoint permissions take precedence over this item? for example if i've set the list to only allow users to view their own entry and those they approve would this override setting an item level permission for someone else to view/approve that item? it seems to, so how do i get around it?

ianrichardson Aug 26, 2009 at 4:01 PM 
Hi first off I know this stuff is a year or two old but the whole project helped me with 3 items I felt should have been out of the box so thanks!

My query is relating to choosing a SharePoint Group when granting permissions on a list item, My workflow works fine for individuals regardless of current permissions in my test list but as soon as I choose a group the following happens:-

1. The Workflow states "in progress" for a a long time at least 30 seconds (normally 1-2secs) - bad
2. The workflow eventually assigns the correct permissions to the group against the list item - good
3. The workflow returns "Error Occured" and does not process any subsequent actions or steps - bad

This would seem similar to a comment from "sakons wrote Jul 14 2008 at 10:54 AM ", yet he said it was a problem related to weird user names?? I don't think I have weird user names and this is the case with whichveer group I try and on multiple lists.

Does any one have an idea what the issue is? or can you confirm it works fine for you when choosing SharePoint Groups?

Thanks in advance.

bullish35 Jun 10, 2009 at 1:48 AM 
I have a workflow attached to a form library. At several points throughout the workflow, I need to update a separate document library with metadata contained in the form library.

I have tried using the Grant Permission action to elevate the permissions in the document library, so that I can update the metadata. I keep receiving 'Error updating a list item' messages. Shouldn't I be able to use a workflow to update fields in a document library with data from a form library after elevating the permissions with this action? Any insight would be greatly appreciated.

RInf Jun 2, 2009 at 9:12 AM 
Hi .. even I'm also facing prob of parth8 .. I'm able to add conditions such as 'Is user a member of sharepoint group' etc.. but when I try add action item such as 'Delete List Item Permission'.. the action is not added to the action list .. Please help

ASFJacobW Apr 27, 2009 at 2:25 PM 
UPDATE: We found a workaround for the issue we were seeing. By using a Contact Selector field for the approver instead of a text box, we were able to validate the name from Active Directory and provide the username to SharePoint. The only downside is that after an item is deleted, the item-level permissions stay in the library (ie - if jxdoe had access to a form and the form is deleted, jxdoe still shows as having 'Limited Access' in the library permissions). I haven't found a way to clean up the permissions after the item is deleted but otherwise its working like a charm.

dtandukar Apr 20, 2009 at 5:53 AM 
can this workflow be attached to multiple lists? if yes how?


Akthar Apr 2, 2009 at 11:22 AM 
HI Parth8,
the action does not appear because you need to active the feature in Central Admin for the web application first, pelase see the readme file attached to the download

dtandukar Mar 24, 2009 at 6:20 PM 
I always have this message in red, what does this mean?
The ID specified for replacement or deletion, 'MenuItem_Settings', does not exist as a menu item

still not able to make this work :-(

parth8 Mar 23, 2009 at 9:47 PM 
When I bring up my SP Designer and click "Grant permission..." under actions, nothing happens (i.e. the action does not get added)... Can someone help? Did anyone had similar issue? Thanks ...

Gopalm Mar 10, 2009 at 7:56 AM 
Hi dtandukar,
Just you need to Type the Permission level as a Text, there is no lookup to get the existing permission levels in the site.

dtandukar Mar 4, 2009 at 8:17 AM 
hi this tool seems to be very useful but could not figure out where/how to get permission level? I would be grateful if someone could tell me.

crenstrom Mar 3, 2009 at 10:15 PM 
Fantastic addition to SharePoint Designer. Thanks!

2009user Feb 25, 2009 at 6:44 PM 
There is no way to grant permission to the user who created current list item to another list. The user has contribute permission for List1, when ever a new item is created in List 1, a workflow copies the list item to List 2 (For which this user doesn't have any permissions). And that is why the copy item workflow fails. I would like to use Grant Permission on Item action to grant the user permission to Add to list 2 and then copy item. But there is no way to do it. Any ideas, suggestions will be much appreciated.

deepaksamvictor Feb 10, 2009 at 5:47 AM 
I have a list for item level permission. While uploading a document i got this error
The file WFPermission Documents/KB Test page.doc has been modified by SHAREPOINT\system on 10 Feb 2009 10:06:44 +0530.

But the permission level is assigned correctly.
Can anyone help me to solve this issue?

costabella Jan 24, 2009 at 12:10 AM 
I have a registration list. I'd like to grant read permission on a library item (separate from the registraition list). Can I grant the read permission for an item in another list? I can't seem to get it to work. Any workaround ideas?

KellyB Jan 8, 2009 at 5:21 PM 
I have a workflow that has 6 levels of approval for a form. I used the contact field to look up the email address and that seemed to work. It assigned an item, sent an email and logged to the workflow history. The data source is Contacts, Field email address, the list item Field is Contacts: job Title and the value is the actual title.
Hope it helps.

octane165 Dec 3, 2008 at 9:30 AM 
A very nice improvement would be to allow working with multiple users Thanks a lot !!

ASFJacobW Nov 18, 2008 at 5:31 PM 
Fantastic work on the custom workflow activities - hopefully these will be included in the next version.

I have a question about the "Grant Permission on an Item" activity. I'm using this in a workflow that processes forms to give only the designated approver access to the item. The designated approver is a field on the form. I've currently got it working if the submitter puts in the approver's userID, but it looks like SharePoint won't resolve the name using display name (ie - John Doe) or email address (ie - Is this a limitation of the activity or SharePoint, or is it something I'm doing wrong perhaps? I've tried passing the display name as concat(FirstName, " ", LastName) as well as a whole string (ie - "FirstName LastName"). Any help is appreciated. Thanks!

petpet Oct 16, 2008 at 10:34 AM 

I can't understand completely this action
I have a user that is reader. I need to assign him contribute permission fro one action and then remove it again
But it doen;t work cause I cannot add Contribute permission to someone who's reader because he hasn't rights to change the permission to Contribute ( cause his reader )
Grant Contribute permission MyList to Mylist:Created By

But the creator is Reader therefore he cannot change the permission to Contribute

Do you have any idea /



matteomancusoplex Oct 15, 2008 at 9:59 AM 
any news for the multiple user grant permissions?

pier71 Aug 21, 2008 at 12:07 PM 
Hi all,
even if i specified "Edit Items" or "Full Control" for value of permission, what i get is the "Limited Access" instead of those specified. Anyone has the same problem?

sakons Jul 14, 2008 at 8:32 PM 
Hi everyone
My problem from above was solved - the permission problem was becuse of a weird user name - the activity works fine

sakons Jul 14, 2008 at 10:54 AM 
I am trying to to give permissions to an Active Directory Group whitch its name is composed from several words - something like "student grooup 2007"
when I give the permission in the workflow (after the item was added in sharepoint)- it is granted but there is an error (An error has occured in Set Permission for Appeal Record) on an action that the sharepoint /system created - I dont use that account literaly

Many thanks


CFlorian Jun 30, 2008 at 1:53 PM 
HELP: Can anyone tell me if this is for MOSS 2007 ONLY, or will it work with stand-alone WSS 3.0?
Particularly the Permissions part.

Saulius Jun 12, 2008 at 5:31 AM 
It's a best WSS "add-on" I have ever seen! Thanks.
I'm waiting modifications that will allow to work with multiple users. I wish a good look to kford. :)

kford Jun 4, 2008 at 8:12 PM 
I agree with unclepaul84. The ability to use this action when the Person field contains multiple values would be a huge help. I am currently trying to parse the field and run the actions against the values. But since SPD doesn't offer looping it makes it very difficult to anticipate how many values will be in a multi-value field.

kel2525m Jun 4, 2008 at 5:41 AM 
This action is really wonderful. Like kford, combinding this action with specific Permission Level, allowed me to complete some requirement without coding. For example, we can automatically make user who create or upload item is only user who can modify that item.

jxupi Jun 3, 2008 at 8:51 AM 
hi, i'm having problems with this action. at the moment to select the permission sharepoint designer doesn't show me any permission levels. I can select anything, like columns. what can i do? thanks

kford May 19, 2008 at 4:20 PM 
This command, in conjunction with the Delete Permission command, allowed me to meet client requirement to make item read-only based on a specific field value in the list. Created workflow to fire on Change, deleted edit rights to groups, granted read rights to groups. Done.

Thanks so much.

kaipirinha Feb 13, 2008 at 2:03 PM 
Hi unclepaul84,

thanks for that nice Workflow - Action.
But there is the problem, that when adding mutiple users in one field - only the first user gets the permission to that item.
Is there a workaround or was it my falt that this action doesn`t work?


fflynn Jan 24, 2008 at 1:52 PM 
No matter what permission I grant, when I look up the permissions on the doc library after running the work flow it says limited access?

atjordan Dec 11, 2007 at 2:10 PM 
I have been trying to grant users access to an item in another document library. I get an error in the workflow if the user does not have some sort of access before the workflow starts. I can change the users access level but I can not grant a user access who did not previously have access. Any one have any solutions to offer?

adjohnson Oct 9, 2007 at 6:29 PM 
I was able to update item level permissions on the current item with no problem but when I try to update permissions on an item in a different list, the workflow fails. Is this by design?

sameerkumar Aug 22, 2007 at 10:55 PM 
Ok i got it. I changed in the .xoml file to change to reviewer and approver.
But it doenst work with multiple users entered in Reviewer and Approver.

sameerkumar Aug 22, 2007 at 9:30 PM 
hello unclepaul84,
I wanted to grant contribute permissions to a 'Reviewer' and 'Approver'(columns created by me) in my document library.
but, Grant Contribute permission on 'Documents in Draft' to 'Documents in Draft:Reviewer' does not work for me. The workflow never stops and nothing happens, i have to terminate it.
I typed in the 'Contribute' and 'Documents in Draft:Reviewer' manualy.



Ak Aug 22, 2007 at 8:35 AM 
I seem to have the same problem with permissions as Idadams has...

ldadams Aug 10, 2007 at 6:30 PM 
This seems to be setting the permission on the list not the list item. Any ideas?