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Issue with Workflows and permissions

  Asked By: Anushka    Date: May 14    Category: MOSS    Views: 1172

Has anyone tried any of those templates from Microsoft's website? Alot
of them are pretty useful but there seems to be some major flaws with
them.

For example the Employee Activities site template provided on that site
does not allow you to control the permissions for the Workflows folder
out of the box, and thus only site administrators are able to use that
template, until you install SharePoint Designer (which we know everyone
has went out and purchased!?!).

From within SharePoint designer 2007 you can unmark to hide the
Workflows folder so you can manage permissions on it just like you
would a document library and everything is OK. Or is it? Not really...

It seems that the workflows run in the context of the currently logged
in user, which causes problems for this particular site template
because it needs to update the Activities list (to increment the
counter of people signed up for that activity), and it creates a new
item in the Sign Ups list.

You can see this is not ideal, I don't want people changing the
activities that other people have posted.

So my question is, how do you enable the functionality of running a
workflow that was created using SharePoint Designer 2007 as another
user (say for instance a site administrator of that particular site)?
Because frankly I think that 99% of the templates that use workflows
like this that microsoft has provided are probably going to run into
this same sort of issue, where you are giving users way more
permissions then you had hoped for because all of the workflows the
sites are based on need a higher level of permissions then "reader".

Any assistance on this issue would be greatly appreciated.

lastly, I opened a support case with microsoft and they basically said
they don't plan on changing any of the site templates and they know
there are "issues" with them. Not good.

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2 Answers Found

 
Answer #1    Answered By: Jolene Sandoval     Answered On: May 14

Just to be clear, the templates  provided by Microsoft are meant to be
used as examples rather than solutions in and of themselves so you can
see what is possible

In other words, you are meant to download them, look at them and then
build your own solution for your environment with just the bits you
needs and, as you've rightly pointed out, the right permissions  for your
environment.

In this regard, you don't have to change any of the permissions in the
template as they're not meant to be used.

 
Answer #2    Answered By: Caleb Gordon     Answered On: May 14

I am basically taking bits of their solutions as needed and making my
own, I'm not looking for an out of the box  solution to fit my needs and
I know I may have to do some tweaking to get it work.

However I think you missed the main question I wanted answered:

How do you enable the functionality of running a workflow that was
created using SharePoint Designer 2007 as another user (say for instance
site  administrator of that particular site)? In my webparts I am able
to impersonate another user and then revert back to the currently logged
in user and that works great for those tasks which require elevated
permissions. How do you do the same thing with workflows  created in
SharePoint Designer 2007?

 
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