Enable Security at ListItem Level by Enabling Resource Mapping

Let us understand how to enable security at the ListItem level with a working scenario.

Assume the following exists:

• Two folders, 'HR List' and 'Finance List' in a workflow list

• Two workflows, 'Leave Policy' and 'Employee Details' in the 'HRList' folder

• Three workflows, 'Travel Policy', 'Domestic Policy', and 'International Policy' in the 'Finance List' folder

• Two users, Daniel and Jim. Both users have administrator rights.

  • 'Daniel' belongs to the HR department in the repository

  • 'Jim' belongs to the Finance department in the repository

The intention is to allow the user 'Daniel' to view only HR related workflows while restricting the user 'Jim' from viewing HR related workflows.

Steps

1. Double-click HR List, and then create the two workflows, 'Leave Policy' and 'Employee Details'.

2. Click Workflow. Open 'Finance List', and then create three workflows, 'Travel Policy', 'Domestic  Policy', and 'International Policy'.

3. In the Enterprise Console, click the Menu button, click Settings, and then click Users.

4. Create users, 'Daniel' and 'Jim'. 'Daniel' belongs to the HR department and 'Jim' belongs to the Finance department.

5. By default, these users have Limited Access rights. Map both 'Daniel' and 'Jim' to the Administrator security group.

6. Restrict the user 'Daniel' [HR department] to view only HR related workflows.
   Before enabling security at the List Item level, both users are able to view both folders.
   The HR department user needs to view only the HR related workflows. Also, map the Finance department user to the limited access security group at this item level so that this user cannot view HR related workflows.

7. In the Enterprise Console, click the Menu button, and then click Workflows. The Workflow page appears.

8. Select and right-click the HR List workflow, and then click Security Settings from the context menu. The security settings page appears.
   Alternatively, select the 'HR List' workflow, and then click Security from the action bar to customize the security definition.

9. Click Advanced Settings tab.

10. Click Enable ListItem Specific Security. The Enable Security Wizard appears.

11. Click Resource Mapping, and then click Next.

12. Click Next. You will be redirected to the Security Group Mapping page.

13. Select the user 'Jim', and then click Edit on the action bar. Alternatively, select and right-click the user 'Jim', and  then click Edit from the context menu.

14. Map 'Jim' to the Limited Access security group.

15. Click Save to save the mapping.

16. Log on to the Enterprise Console as 'Daniel' to verify the security configurations. As 'Daniel' belongs to the HR department, only HR related workflows can be viewed. Similarly, you can map roles to the security groups.