How to Fix 2013 Workflow So Email Notifications are Sent, No Matter the Submitter

SharePointNoviceSBaldwin 1

Hello,

I have a workflow that when a request form is filled out an item is added to my list. Anyone can submit a request (the SharePoint/list is public within the company), but there are about 20 people with permissions to the SharePoint/list. The workflow has a condition that if the item is new it sends a notification email message to a designated distribution list and to the submitter. However, if the submitter is not part of the official members of the SharePoint site, the workflow errors with an "Access denied. You do not have permission to perform this action or access this resource." message.

Another workflow associated with the same list sends an email message if someone is assigned to the request or the request is completed. That workflow has no issues sending the email message, whether the submitter is listed on the SharePoint permissions page or not.

I tried implementing an App Step in the workflow, but that stopped the new request notification messages going to even the submitter with formal permissions to the SharePoint.

I am hoping this is the correct forum for my question, and that someone might know what is preventing the workflow from properly completing for any submitter, no matter if they are public or with formal permissions.

Emily Du-MSFT 45,991 Reputation points Microsoft Vendor

2020-10-08T09:34:49.227+00:00

@SharePointNoviceSBaldwin
In the question, you mentioned “Anyone can submit a request (the SharePoint/list is public within the company), but there are about 20 people with permissions to the SharePoint/list.”. Whether it means everyone can create new items in the list, even if some users do not have permission for the list? Through anonymous access?

Based on your description, I understand that a workflow will send email notifications to users when an new item is created in the list. Some of these users do not have permissions for the list but they can create new items. After they create new items, they cannot receive email notifications sent through workflow. You could point it out if it's wrong.

Please provide some screenshots of the workflow.
SharePointNoviceSBaldwin 1 Reputation point

2020-10-08T17:19:26.643+00:00

Hello,

Unfortunately I inherited the SharePoint that was built in 2015. The original workflow is a 2010 workflow. The new workflow is a 2013 workflow I created in SharePoint Designer 2013 to send the notification to the appropriate team who will address the request. I cannot view the original workflow since I think it was created in Visual Studio and I do not have that application.

If a person submits a new request the item is successfully added to the list. However, the email notification of the new item is only sent if the submitter has formal permissions for the SharePoint. For example, as one of the SharePoint admins I submit a test request and the notifications are sent properly. However, a person from our support team submitting a request receives no notification, nor does the email distribution list recipients.
SharePointNoviceSBaldwin 1 Reputation point

2020-10-08T17:23:43.21+00:00

The workflow fails for those requests submitted by non-formal members with the following error:

RequestorId: bf70b1bc-5a12-a6b5-0000-000000000000. Details: An unhandled exception occurred during the execution of the workflow instance. Exception details: System.ApplicationException: HTTP 403 {"error":{"code":"-2147024891, System.UnauthorizedAccessException","message":{"lang":"en-US","value":"Access denied. You do not have permission to perform this action or access this resource."}}} {"Transfer-Encoding":["chunked"],"X-SharePointHealthScore":["2"],"X-MSDAVEXT_Error":

The error message continues, but is too large to fit into this response box.
SharePointNoviceSBaldwin 1 Reputation point

2020-10-08T17:32:32.273+00:00

The error message ends with:

Retrying last request. Next attempt scheduled after 9/28/2020 8:24 PM. Details of last request: HTTP Forbidden to https://sharepoint.com/teams/teamname/_api/sp.utilities.utility.SendEmail Correlation Id: bf70b1bc-5a12-a6b5-aca8-aa5e5b9826c8 Instance Id: 7f8e3fdb-2381-4220-ab8d-1b7037533121

Access denied. You do not have permission to perform this action or access this resource.

Following is the workflow:

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How to Fix 2013 Workflow So Email Notifications are Sent, No Matter the Submitter

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