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Transfer Files from one library to another library

  Asked By: Gregory    Date: Feb 22    Category: Sharepoint    Views: 16231

I need to set up a workflow where files are taken from a public view
library and sent to another library on a very secured site.

Basically, we have several accounting employees along with 3 other
non-accounting employees who need to contribute their reports to upper
management. We have a site for upper management that is secured. My first
thought was to give these individuals rights to one library on the secured site
but restrict them from all other areas. This was not acceptable - the managers
do not want the individuals to be able to view the site at all.

So now i've created a library on our accounting site and I'm trying to set up a
workflow that will take their reports and send them to the secured site but it
is not working. I do not see the option to add other sites in my workflow using
Designer.

Does anyone have suggestions??

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8 Answers Found

 
Answer #1    Answered By: Jada Clemons     Answered On: Feb 22

There are a couple of problems here. One, you have correctly surmised that
you can't perform cross-site operations with a SharePoint Designer
workflow. The second is that the workflow  runs in the context of the
current user, so if that user does not have access to the new library, you
won't be able to copy the file there anyway. You're going to have to use
impersonation -- or a variant thereof -- to move the files  once you start.

Both of these will require either (a) a Visual Studio workflow, or (b)
custom workflow activities created  in Visual Studio, that you can then use
in SharePoint Designer. If you don't have the VS developer expertise on
hand, then you might Google around to see if you can find any custom
activities that fit the bill.

 
Answer #2    Answered By: Brooke Lewis     Answered On: Feb 22

There is actually a set  of custom workflow  actions available on codplex that
will do this. I forget the project name and can't do a search right now but if
you look for custom designer actions, or something similar, you should find it.
One of the actions in the set allows you to copy files  across sites  and requires
you to provide an account that has permission to do this. All copied files are
done under the authentication of the configured account and not the user.

 
Answer #3    Answered By: Talia Johns     Answered On: Feb 22

I'll have to file that away for myself. Here's the link:

http://www.codeplex.com/SPDActivities

 
Answer #4    Answered By: Tera Callahan     Answered On: Feb 22

Just to be clear. These only work with other sites  in the same site  collection.
If you want to do it across a site collection boundary you are still left with
custom programming.

 
Answer #5    Answered By: Mark Davis     Answered On: Feb 22

I would think someone would want to add  that sooner or later
anyway.

 
Answer #6    Answered By: Delilah Mcpherson     Answered On: Feb 22

CodePlex has some addons that will help for the copy and rights.

Another trick is to have workflow  1 call workflow 2 which does a pause then the
copy. This causes the 2nd workflow to run as the system account, which should
have permission. The problem is then that the file is added from System
Account, not the person.

 
Answer #7    Answered By: Gobinda Navalagi     Answered On: Feb 22

that's a good trick. Can you do it with SPD though?

 
Answer #8    Answered By: Rose Silva     Answered On: Feb 22

Yes this is using SharePoint Designer. The CodePlex addons for SharePoint
designer include a START ANOTHER WORKFLOW as well as a couple of different
copying options.

 
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