1. Feature Introduction

1.1 Enter Permission by Rule settings page

1. Enter the Workflow Settings page for a SharePoint list, click Add a workflow, and then select the BoostSolutions Permission by Rule from the workflow template list.

2. Give your workflow a name and then select a task list and history list for it.

3. Tick the Start this workflow when a new item is created and Start this workflow when an item is changed checkboxes if you wish to start this workflow automatically.

4. Click Next to enter the workflow settings page.

1.2 Manage a permission part

With this function you can manage permission parts such as adding, editing or deleting a permission part. You can also activate or deactivate permission parts individually.

Add Permission Part allows you to create a new permission part.

1.2.1 Name a Permission Part

Each Item Permission settings part can be named. The part will be displayed with its name in the Permission Settings table on the main page.

1.2.2 Include Users

Permission by Rule provides a flexible and smart User/Group selection process. With this function you can specify a selection of users and groups by selecting all users/groups or a select users individually:

• Input user(s)/group(s) names

You can enter any user or group name in the people picker box. Multiple entries are separated with a semicolon.

• You can choose user/group columns as well as relative lookup fields in this list

This feature allows you to assign predetermined permissions to users or groups based on user/group columns.

• Look up users from other lists and filter them using conditions

With this function, you can apply permissions to users or groups based on user/group columns from another list.

Conditions can be defined to filter exact users or groups.

1.2.3 Specify Permissions

In this section, you can specify to which items permissions should be applied. You can also define what permissions users should have for these items. To specify the items affected, administrator can define conditions.

After that, permission levels have to be set. These permission levels are pulled from the Site Collection permission settings.

1.2.4 Set Conditions

Two conditions types are provided in the settings page, Basic and Advanced.

Basic conditions help administrators to easily configure conditions.

Advanced conditions provide more operators and functions to implement elaborate conditions beyond what is found in basic conditions.

You can specify conditions to filter the users or group in the Include Users section. In the Permission Settings section you can filter which items should be assigned permissions.

For further reference, please see our Condition Editor User Guide.

1.2.5 Select Content Type

This function provides administrator with the possibility to apply permission settings to different content types such as documents, items, folders or document sets.

1.3 Copy permissions from list

This feature allows you to create permission parts based on list permission settings.

1.4 Import or export workflow settings

This function enables you to import Permission by Rule settings from an .xml file. Also, you can export the settings from the current list and apply it to other permissions.

1.5 Apply permissions to all existing items

With this feature, you can activate a Permission by Rule to all existing items instead of enabling the workflow individually.

1.6 Activate Permission by Rule Timer Job Feature

a. On the Quick Launch, click Application Management.

b. On the Application Management page, under Web Applications, click Manage Web Applications.

c. Select a web application you want to configure and click Manage Features on the ribbon.

d. Find Permission by Rule’s feature and click Activate. After a feature is activated, the Status column lists the feature as Active.

2. Example

If a company is keeping salary information in a list and that list is accessible to everybody in the company, this would result in big issues with respect to confidentiality. The screenshot below is an example where all information is visible to all users. When you log in as James Kong you are able to access all the information about salaries of every employee in the company.

SharePoint Permission by Rule allows you to set permissions so that users can only see their own information in this list.

First, go to List Settings -> Workflow Settings ->, and click Add a workflow.

In the workflow template page, select BoostSolutions Permission by Rule.

Next, tick Start this workflow when a new item is created and Start this workflow when an item is changed checkboxes if you wish to start this workflow automatically.

Click to enter the permission part settings page.

First, the Permission settings have to be named. Then the users have to be selected. In this case we want to select the users associated with the column Account Name as this represents the items they should have permission to see.

A permission level has to be specified. Click to specify the permission level.

As the users should only be able to change their own information this will be set to Read.

In the Apply Permissions to section, select Documents or Items. The permission will be assigned to this content types.

Click OK to save the permission part.

To ensure the permissions settings are applied to all existing items in the list, check the Assign all permission settings to all existing items in the list checkbox.

Then click OK to apply the permissions settings.

Wait for the workflow to finish processing. Once the workflow has finished processing, log on as James Kong. You will notice that only the item associated with his name will be visible to him, as you specified in the settings page.

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