{"id":246,"date":"2011-02-24T17:26:13","date_gmt":"2011-02-24T17:26:13","guid":{"rendered":"http:\/\/www.myfatblog.co.uk\/?p=246"},"modified":"2011-02-24T17:27:13","modified_gmt":"2011-02-24T17:27:13","slug":"spd2010-reusable-workflows-with-dynamic-security-groups-through-workflow-lookups","status":"publish","type":"post","link":"http:\/\/www.myfatblog.co.uk\/index.php\/2011\/02\/spd2010-reusable-workflows-with-dynamic-security-groups-through-workflow-lookups\/","title":{"rendered":"SPD2010 Reusable workflows with dynamic security groups through workflow lookups"},"content":{"rendered":"<p>Recently I worked with a client that required a central expenses process. This process was going to use a global reusable workflow process, but had to have security configured at a local level. This gave us some problems as SPD global reusable workflows don\u00e2\u20ac\u2122t have any visibility of local groups during the creation phase.<\/p>\n<p>To get around this, I used association parameters to collect the name of the local SharePoint group that contained&#160; the local finance team accounts. This group was created locally in the team site by the site admin and as the workflow was associated with the Expenses library, the association parameter stored the name of the group created.<\/p>\n<p>To use this in the workflow, I did the following:-<\/p>\n<ul>\n<li>Create the new reusable workflow (aligning it to a content type if you choose\u00e2\u20ac\u00a6), and choose Initiation Form Parameters in SPD2010.<\/li>\n<li><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb.png\" width=\"161\" height=\"116\" \/><\/a><\/li>\n<li>Click add and create a new Field<\/li>\n<li><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_3.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_3.png\" width=\"261\" height=\"332\" \/><\/a><\/li>\n<li>Click next and OK.<\/li>\n<\/ul>\n<p>Now returning to the workflow itself and add an Impersonation step. (We require this as we\u00e2\u20ac\u2122re going to be changing list item permissions and the user may not have that access.)<\/p>\n<ul>\n<li><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_4.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_4.png\" width=\"618\" height=\"158\" \/><\/a><\/li>\n<li>Add another step inside this (I do this purely for clarity) and then add a replace permissions action. (This will remove all existing permissions on the item and place just these permissions on it.)<\/li>\n<li>Click on \u00e2\u20ac\u0153these permissions\u00e2\u20ac\u009d to bring up the permissions editor., then click Add.<\/li>\n<li><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_5.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_5.png\" width=\"456\" height=\"296\" \/><\/a><\/li>\n<li>The permissions editor gives us the ability to add multiple permissions to an item, using SharePoint groups or context items through a lookup.<\/li>\n<li>Click on Workflow lookup for a user, then add.<\/li>\n<li>Change \u00e2\u20ac\u0153Current item\u00e2\u20ac\u009d to \u00e2\u20ac\u0153Workflow Variables and Parameters\u00e2\u20ac\u009d<\/li>\n<li>Then \u00e2\u20ac\u0153Field from source\u00e2\u20ac\u009d to \u00e2\u20ac\u0153Parameter: Finance Security Group\u00e2\u20ac\u009d, and ensure that it\u00e2\u20ac\u2122s set to \u00e2\u20ac\u0153As String\u00e2\u20ac\u009d because we want the group name.<\/li>\n<li><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_6.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_6.png\" width=\"503\" height=\"262\" \/><\/a><\/li>\n<li>Click ok, define any other permissions for the item that you want, then publish your workflow.<\/li>\n<\/ul>\n<p>At this point, we\u00e2\u20ac\u2122ve deployed our workflow globally, but it\u00e2\u20ac\u2122s not been associated with a list. Browsing to our list in SharePoint, I\u00e2\u20ac\u2122ve added the content type that I aligned the reusable workflow with, selected that content type and clicked add workflow.<\/p>\n<p>At this point the familiar Workflow association screen pops up, as it does with every out of the box workflow, I\u00e2\u20ac\u2122ve left it as manually started, and then click next. Now we see an Association form that\u00e2\u20ac\u2122s been created by SharePoint designer when we added Association fields.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_7.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_7.png\" width=\"667\" height=\"192\" \/><\/a><\/p>\n<p>We type in the name of our local SharePoint group, and then save the changes. The workflow is now associated with the library and content type.<\/p>\n<p>Kicking off the workflow, i can now view the items permissions through \u00e2\u20ac\u0153Manage Permissions\u00e2\u20ac\u009d and see that my group now has the relevant permissions on the item.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_8.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/SPD2010-Reusable-workflows-with-dynamic-_EDB1\/image_thumb_8.png\" width=\"1112\" height=\"46\" \/><\/a><\/p>\n<p>I hope this proves useful for you.<\/p>\n<p>Paul.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Recently I worked with a client that required a central expenses process. This process was going to use a global reusable workflow process, but had to have security configured at a local level. This gave us some problems as SPD global reusable workflows don\u00e2\u20ac\u2122t have any visibility of local groups during the creation phase. To &hellip; <\/p>\n<p><a class=\"more-link btn\" href=\"http:\/\/www.myfatblog.co.uk\/index.php\/2011\/02\/spd2010-reusable-workflows-with-dynamic-security-groups-through-workflow-lookups\/\">Continue reading<\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":""},"categories":[31,39,10],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>SPD2010 Reusable workflows with dynamic security groups through workflow lookups - Blog of an overweight SharePoint addict<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.myfatblog.co.uk\/index.php\/2011\/02\/spd2010-reusable-workflows-with-dynamic-security-groups-through-workflow-lookups\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"SPD2010 Reusable workflows with dynamic security groups through workflow lookups - Blog of an overweight SharePoint addict\" \/>\n<meta property=\"og:description\" content=\"Recently I worked with a client that required a central expenses process. 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