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Using a Document Library as a Drop Box

  Asked By: Virgil    Date: Oct 05    Category: Sharepoint    Views: 5980

I would like to set up some Infopath forms to submit data to a
Sharepoint document library. My problem is that I want any user to
be able to fill out and submit the form to the library but I don't
want them to be able to browse through the library and view other
people's submitted forms.

I can't find a way to grant users write permissions to the document
library without granting them read permissions. I did some searching
online and the only solutions I found were:

1. Publish to a temporary library with open access and have a
workflow move new documents to a restricted document library.
That didn't work. I created the workflow in SPD but it failed with
an access denied error when trying to move the document.

2. Write a doucment library event handler to move the document or set
permissions after it is created.
I would really prefer an easier option if it exists. We don't really
have enough resources dedicated to Sharepoint to develop a lot of
custom code.

3. I also tried setting up the library to receive e-mail and
configured the form to submit via that e-mail address but Sharepoint
keeps dropping the e-mail completely and I haven't yet figured out
why. I see the e-mail show up in the mail drop folder on the server
and have the library set to receive e-mail from anyone but it never
shows up in the library and there isn't anything useful in the server
logs as to why.

Anyway, it seems like this should be something simple that a non-
technical user would be able to set up. Is there something I'm



9 Answers Found

Answer #1    Answered By: Dan Dickerson     Answered On: Oct 05

You aren't missing anything. Options 1 & 2 are about the only way you can do
this. As I remember I don't think you can submit  Infopath to just any mail
address. It needs to be an Exchange mailbox so that proper routing can take

Answer #2    Answered By: Myron Calhoun     Answered On: Oct 05

This is just wild speculation, but could you possibly give Contribute
permissions and explicitly remove View permissions?

Answer #3    Answered By: Rena William     Answered On: Oct 05

If you assign Contribute through the user  interface and then try to remove View
it will remove Contribute as well.

Answer #4    Answered By: Shanda Nolan     Answered On: Oct 05

Just thinking out loud here.

If you were to create a survey list/form instead of using InfoPath, you
could limit users  access to just their own submissions (Survey -> Advanced
Settings). I don't know if the survey interface is robust enough for your
requirement, but it seems to fit the security model.

If you post the field types of your form, this should be easy enough to

Answer #5    Answered By: Bailey Lewis     Answered On: Oct 05

I did something similar.
In the document  Library you want to place the documents  into, you can
do the following:

1. in the "All Items" view, modify it so that the user  sees only what
he created. I filter the view  to (Show items only when [me]).
2. then to prevent the user from changing that view, click on "site
actions", then click "Edit Page". This will reveal the webpart zone
and webpart. Click on the webparts Edit, then click "Modify Webpart"
3. on the Modify Wepart section that is revealed, Change the FULL
TOOLBar to SUMMARY TOOLBar and save the setting, then exit the EDIT
PAge mode.
The user will not be able to change the view, and it will be stuck on
only the items HE/SHE enter into the library.

Answer #6    Answered By: Quentin Cummings     Answered On: Oct 05

I think what I'll end up doing is setting  the library  to require
content approval. That seems to accomplish what I want fairly easisly
because non-approvers can then only see their own documents.

I also discovered why my first attempt was failing. Even though the
workflow says it's running as system account, it gets the permissions
of the workflow  initiator so it wasn't able to copy from the submitted
library to the more restricted  library.

Answer #7    Answered By: Bhoomi Chabaria     Answered On: Oct 05

Okay, well, I'm going to chime in here anyway...

What Tom said is a good idea, and I usually do something similar.
I create a view  called "My Items", and make it the default, and
configure the filter to display items where Created By = [Me]
Then, I delete all the other views. I instruct the form  admin on how
to create their own personal view of the form library, containing all
items, and I remove everyone else's ability to create new views.

Also, you could set  this library  up so that the items in it are not
searchable, under the library's advanced settings. None of this
restricts any security on items, but here's what you could optionally

Answer #8    Answered By: Richa Verma     Answered On: Oct 05

Can't you already use spd  to set  a workflow  to run on create in a library?

Answer #9    Answered By: Corrine Potts     Answered On: Oct 05

Yes, but you can't (by default) set  permissions using workflows.
Installing that codeplex program puts additional activities to be
available in your workflows. The most useful one to me is the one
that allows you to set item level permissions.

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