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Help Desk Permissions and Workflows - 2007

  Date: Sep 17    Category: MOSS    Views: 4864

I created a custom permission set for regular users based on Contribute
because you need some of the Contribute permission items to even be able to
submit a service request. I called the new permission "Limited Contribute" and
removed things like Delete.

I also created some custom work flows in Designer that send emails to the IT
Dept and an acknowledgment back to the user.

Here's the problem. The Limited Contribute permission contains Edit, but I
don't want the user to be able to edit their tickets. When I remove Edit, the
workflow emails don't work. The error description under Workflow History is
"Error updating a list item". The outcome is "access denied" and the User ID
says "System Account". But even if I increase the permissions for the System
Account, the email workflows still don't send. It makes sense that the workflows
would run on behalf of System and not the user, but this doesn't seem to be the

Any idea how I can get my workflows to send email without giving the user Edit



2 Answers Found

Answer #1    Answered On: Sep 17    

When I had a similar error message with one of my workflows, I traced the
problem back to the fact that the email was going to a SharePoint Group, and the
users didn't have read permission on the membership of the SharePoint group.
When I gave read permission on the group to everyone, then the workflow started
to work. I don't know if your problem is the same or not, but I thought I would
point out the obvious that a user cannot send an email to a group unless the
members of the group to which the person is sending the email is visible to that
user. So in Group Settings, you have to make sure the "Who can view the
membership" is set to Everyone, not just group members, since the person
starting the workflow will not be a member of the group, if that group is the
approval group, for example.

Answer #2    Answered On: Sep 17    

It's probably not the email operation that's causing the problem, but actions
such as "Set field in current item". I have a condition that tests if the
creator is a member of the IT group. If not, I set the creator in the Customer
Name field.

The problem is, the workflow seems to run on behalf of the user, so removing
Edit seems to prevent any updating of the item. How can I get around this?
Anyone? Bueller?

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