SharePoint 2010 Workflow: Capture document set versions

When a user changes a document set the version is not automatically capture, the user can capture the version by manually . Capturing a version manually is down with the Capture Version button located in the Document Set Tab in the ribbon. This is not the a secure way to make sure all versions are captured. With a SharePoint 2010 workflow (not workflow 2013) you can capture all the versions automatically. The solution has been tested on SharePoint 2013 On Premise and SharePoint Online (Office 365).

Solution

There is a small bug with the action Capture a version of the Document Set, the action runs multiple time (equal to the number of columns) and captures multiple versions. To prevent this from happening add a wait action to the workflow, this will make sure that only one version will be captured.

  1. Create a SharePoint 2010 workflow
  2. Configure the workflow to Start Workflow automatically when an item is Changed
  3. Add the action Wait for Field Change in Current Item
  4. Set the action to: Wait for Modified by (column) to equal Current Item: Modified By (column)
  5. Add the action Capture a version of the Document Set, with comment: Version Captured by Workflow.
  6. The full workflow looks like this

SharePoint: Get the Role ID

SharePoint uses role ID’s to create the permissions levels for SharePoint Groups. These role ID’s are a set of numbers that define the precise permissions level details.
The most used role ID are for Visitors (Read), Members (Contribute) and Owners (Full control). When you need other permission levels, creating the correct numbers can be difficult. With the help of the following steps it will be easy to create/find the role ID’s you need. This solution works for SharePoint Online and SharePoint 2013. The role ID’s are used when setting permissions using a rest call, see the blog post SharePoint 2013 Workflow: Changing Permissions with REST Calls for the details.

Permissions level  Role ID
Full Control 1073741829
Contribute 1073741827
Read 1073741826

Solution

  1. Open the SharePoint 2013 or Online site.
  2. Create the required Permission level on the Site Collection
  3. Go Site Settings – Site Permissions
  4. Open the Permission Levels
  5. Create a custom permission level, in this example I created a permission level called Custom Contribute.
  6. Now we need to find the corresponding role ID
  7. Create the following URL for your farm / site
    https://contoso.sharepoint.com/sites/dev/_api/web/roledefinitions
    
  8. This will open a page which looks like an RSS feed.
  9. Right click on the page to View Source, this will open the Source in Notepad.
  10. Now copy the code into your favorite XML editor.
  11. Search the XLM for the correct entry
  12. The Role ID is located in the link tag. The Role ID for my custom permission level is 1073741927
  13. The Role ID can now be used in web services, see the blog post SharePoint 2013 Workflow: Changing Permissions with REST Calls for the details.

SharePoint 2013 Workflow: Changing Permissions with REST Calls

SharePoint 2013 workflows do not have a default action to change item or list permissions. With the help of the call http web service action I was able to create multiple REST calls that can interact with the permission. In this blog post describes multiple workflows for specific interactions involving permissions. The solutions where build on SharePoint Online (Office 365) using SharePoint 2013 workflows.

Breaking the inheritance on current item

This workflow will break the inheritance of the item the workflow is running on. It is possible to change the regURL to break the inheritance of different items. If needed set the actions within an App step to make sure the workflow has the required permissions, see the blog post SharePoint 2013 Workflow: App step and App Permissions.

  1. Create a SharePoint 2013 workflow
  2. Create a dictionary variable called JSONRequestHeader
  3. Create a string variable called regURL
  4. Add the action Build Directory, select JSONRequestHeader as the variable
  5. Add Accept and content-type to the directory with the following code:
    application/json;odata=verbose
    

  6. Then store the following URL to the variable regURL

    [%Workflow Context:Current Site URL%]_api/lists/getbytitle('[%Worklfow Context:List Name%]')/items([%CurrentItem:ID%])/breakroleinheritance(true)
    

  7. Add the Call HTTP web service action to the workflow and set the “this” to the regURL
  8. Set RequestHeaders to Variable: JSONRequestHeader
  9. Set RequestType to HTTP Post
  10. The full workflow looks like this

Set permissions on current item

This workflow will set permissions on the item the workflow is running on. It is possible to change the regURL to set permission on different items. If needed set the actions within an App step to make sure the workflow has the required permissions, see the blog post SharePoint 2013 Workflow: App step and App Permissions.

  1. Create a SharePoint 2013 workflow
  2. Create a dictionary variable called JSONRequestHeader
  3. Create a string variable called regURL
  4. Add the action Build dictionary, select JSONRequestHeader as the variable
  5. Add Accept and content-type to the directory with the following code:
    application/json;odata=verbose
    

  6. In this example we will grant the default members group contribute permissions.
  7. Add an step in the workflow called: Set Role Members
  8. Then store the following URL to the variable regURL
    [%Workflow Context:Current Site URL%]_api/lists/getbytitle('[%Worklfow Context:List Name%]')/items([%CurrentItem:ID%])/roleassignments/addroleassignment(principalid='769',roleDefId=1073741826)
    
  9. The roleDefID sets the type off permissions
  10. The principalId is the ID of the permissions group, this is an unique id. You will need to find the principalId for your SharePoint Group, see the chapter Get SharePoint Groups principalId to learn how to find the principalId.
  11. Add the Call HTTP web service action to the workflow and set the “this” to the regURL
  12. Set RequestHeaders to Variable: JSONRequestHeader
  13. Set RequestType to HTTP Post
  14. The full workflow looks like this

Get SharePoint Groups principalId

  1. Open the SharePoint site where the SharePoint Groups are present
  2. Create the following URL
    [Current Site URL]/_api/lists/getbytitle('[List Name]')/items([Item ID])/roleassignments/
    
  3. In the source of the page you can find the principalId’s
  4. The principalId’s are located between the following tag
    <d:PrincipalId m:type="Edm.Int32">769</d:PrincipalId>

Remove all permissions on current item

This workflow will remove all permissions on the item the workflow is running on. It is possible to change the regURL to remove all permission on different items. If needed set the actions within an App step to make sure the workflow has the required permissions, see the blog post SharePoint 2013 Workflow: App step and App Permissions. With this workflow we will first break the inheritance, then get all permissions/roles on the item and then remove the roles. Only site collection administrator and farm admins will be able to access the item when the workflow has run.

  1. Create a SharePoint 2013 workflow
  2. Create a dictionary variable called JSONRequestHeader
  3. Create a dictionary variable called JSONDeleteHeader
  4. Create a dictionary variable called JSONResponse
  5. Create a dictionary called AllRoles
  6. Create a dictionary called RoleItem
  7. Create a string variable called regURL
  8. Create a integer called principalId
  9. Create a integer called Index
  10. Create a integer called countRoles
  11. Create a number called calc
  12. Add the action Build Dictionary, select JSONRequestHeader as the variable
  13. Add Accept and content-type to the directory with the following code:
    application/json;odata=verbose
    

  14. Add the action Build Dictionary, select JSONDeleteHeader as the variable
  15. Add X-HTTP-Method to the directory with the following code:
    DELETE
    

  16. The first step is to break the inheritance of the items, see above the chapter breaking the inheritance on current item for the steps.
  17. The second step is to get all SharePoint Groups (Roles) that have permissions on the item.
  18. Store the following URL to the variable regURL
    [%Workflow Context:Current Site URL%]_api/lists/getbytitle('[%Worklfow Context:List Name%]')/items([%CurrentItem:ID%])/roleassignments
  19. Add the Call HTTP web service to the workflow and set the “this” to the regURL
  20. Set RequestHeaders to Variable: JSONRequestHeader
  21. Set RequestType to HTTP Post
  22. Set ResponseContent to JSONResults
  23. Add the action Get an Item from a Dictionary, select from Variable: JSONResults, with output to Variable:AllRoles and the following code
    d/results

  24. Then add the action Count Items in a Dictionary, select from Variable:AllRoles with output Variable: countRoles
  25. The third step is to remove all the Roles
  26. Add a loop that runs repeatedly while: Variable:Index is less then Variable:countRoles
  27. Add the action Get an Item from a Dictionary, select from Variable: JSONResults, with output to Variable:roleItems and the following code
    d/results([%Variable:Index%])
  28. Add the action Get an Item from a Dictionary, select from Variable: roleItem, with output to Variable:principalId and the following code
    PrincipalId

  29. Then store the following URL to the variable regURL
    [%Workflow Context:Current Site URL%]_api/lists/getbytitle('[%Worklfow Context:List Name%]')/items([%CurrentItem:ID%])/roleassignments([%Variable:principalId%])
  30. Add the Call HTTP web service to the workflow and set the “this” to the regURL
  31. Set RequestHeaders to Variable: JSONDeletedHeader
  32. Set RequestType to HTTP Post
  33. Add the action Do Calculation select Variable:Index plus 1 and store the outcome in Variable: Calc
  34. Then Set Variable:Index to Variable:Calc
  35. The full workflow looks like this

SharePoint 2013 Workflow: App step and App Permissions

By default workflows run under the permissions of the user that starts the workflow, even is the workflow starts on a change or when a new item is created. The initiator does not always have the right permissions to complete all the actions within the workflow. For example when the workflow needs to delete an item, create a new items or use a web service. With SharePoint 2013 workflows it is possible to use the App step action to give the workflow its own permission set.

Solution part 1: Activate the feature

  1. The feature Workflows can use app permissions needs to be active.
  2. Open the site settings and click on Manage site features
  3. Activate the feature: Workflows can use app permissions

Solution part 2: Grant workflow app permissions

  1. Open the site settings and click on Site app permissions
  2. Copy the client section if the App Identifier. This is the identifier between the last “|” and the “@” sign, as shown in the figure.
  3. Navigate to the Grant permissions to an app page.This must be done by browsing to the appinv.aspx page of the site.
    http://}hostname}/{the Site Collection}/_layouts/15/appinv.aspx
    
  4. Fill in the App Id and click on Lookup
  5. The fields Title, App Domain and Redirect URL will be filled in automatically.
  6. Paste the following XML into the Permission Request XLM textbox to the grant the workflow App step full control
    <AppPermissionRequests>
        <AppPermissionRequest Scope="http://sharepoint/content/sitecollection/web" Right="FullControl" />
    </AppPermissionRequests>
    
  7. Click on Create and on Trust It

Solution part 3: Using the App step

  1. Create a SharePoint 2013 Workflow with SharePoint Designer.
  2. Click on App Step in the ribbon to add the step.
  3. Add actions within the App Step and publish the workflow, for example:

SharePoint 2013 Workflow: Start a workflow using a REST call

SharePoint 2013 workflows do not have a default action to start another 2013 workflow. There is an action to start 2010 workflows, but for my solution I required the more advanced actions only available with SharePoint 2013  workflows. With the help of the call http web service action I was able to create a REST call that started the workflow. The solution was build on SharePoint Online (Office 365) using a SharePoint 2013 workflow.

The REST call workflow consist of three major parts;

  1. The HTTP web service URL
  2. The SubscriptionID of the workflow that needs to be started
  3. The itemID of the item on which the workflows needs to be started.

A side note: The workflow that is being started needs to be configured to start manually. I could not find any reference on MSDN about this, but without this option I would get an error message.

Solution

  1. Create a SharePoint 2013 workflow
  2. Create a string variable called CurrentItemID
  3. Create a string variable called WorkflowGUID
  4. Create a string variable called regURL
    workflowvariables
  5. Now we need to find the SubscriptionID of the workflow we want to start. It is possible to use another REST call to find the SubscriptionID. But I prefer the following method.
  6. Navigate to the workflow settings of the list where the workflow is located
  7. Right-click on the workflow and open the properties
  8. Copy the URL and find the SubscriptionID within the URL
    getsubscriptionid
  9. Set the variable WorkflowGUID with the found SubscriptionID
  10. Set the variable CurrentID with the ItemID of the current item or item on which the workflow needs to start.
    setvariables
  11. Then store the following URL to the variable regURL
    [%workflow Context: Current Site URL%]_api/SP.WorkflowServices.WorkflowInstanceService.Current/StartWorkflowOnListItemBySubscriptionId(subscriptionId='[%Variable: WorkflowGUID%]',itemID='[%Variable: CurrentItemID%]')
    
  12. Add the Call HTTP web service to the workflow and set the “this” to the regURL
  13. Set the HTTP Method to HTTP POST
    setcallhttpwebservice
  14. The workflow will now look like this
    fullwfstartanotherwf
  15. The app step is used to make sure the workflow has the required permissions. More details about the App Stepp will be explained in another blog post.

 

Office 365 New Group features

Microsoft is working hard to update Office 365 by adding new features and improving the overall user experience. One of my favorite changes is that (in most cases) it is no longer required to save changes and updates. A great number of actions no longer require the user to press a save or conformation button. This will prevents a lot of information being lost and speeds up work noticeable. It may seem a small change, but it has a great impact.

Copy document between libraries
With the modern library located on the One Drive it is possible to copy documents to libraries located on Groups. I expect this will be added to all the modern libraries, for now it only works on One Drive and only the copy action. The move action can only be used within modern libraries, not across groups.

select-copy-location

Changing views
Changing existing views can be done fast and with great ease. Change the width of columns, sort order, filters, move columns and save the changes. Both the owner and member of the group are able to change the public views.

change-views

Full options in Groups
Group have been enhanced with the possibility to create new list, libraries and pages. This will create the possibility to create advanced team sites (groups) with full collaboration options.
create-lists

Pages within Groups
With a simple click a new site page can be created and with a user friendly interface the user can change the page. Image, documents, embedded content and even video’s are added through a easy to use menu. It is still possible to create wiki and web part pages through the new item action on the Site Pages library, the layout of these pages are not changed.

page-add-content

Guest users
It is now possible to add external users to the group. For some features the users experience will be different for guest users, but they are able to be a full member of the group.

externalusers