SharePoint 2013 Document Library folder management issue

Question

I set up a Document Library (DL) for our Accountants to upload their files. All Accountants have 'Edit' permission in DL. These files will be reviewed by the supervisor. After supervisor reviews and validate files, she/he then download and submit files to external auditor. After file submission, the folder storing these files is required to be changed to ready-only, and no one can add, delete, and edit the files in this folder. Is any possible to reach out this requirement? Your assistance will be greatly appreciated.

v/r,
Annie Tang

Answer 1

Hi, @Annie Tang ,

According to your title, I assume you are handling a SharePoint 2013 farm and try to get a automated solution for the whole process, please correct me if this is not your scenario.

In short words, we do not have a good solution with out-of-box ways for you task.

Using REST API, we can send http request from Platform 2013 workflow to remove permissions on list/library/item. This is practicable. The point is that we want to remove the permission after all the accountants have downloaded and submitted files. In workflow we do not have triggers monitoring such events. We will need some one to manually run the workflow to remove the permission after he/she confirms that all the files have been sent. This is far from a perfect solution as it is not much different from finishing the process manually from UI.

You may need to find some 3rd party tools or create custom solutions for this.

Reference for REST API if you are interested about it:

https://sharepoint.stackexchange.com/questions/154232/break-role-inheritance-and-assign-permissions-to-document-with-rest-api
https://learn.microsoft.com/en-us/previous-versions/office/developer/sharepoint-rest-reference/dn531432(v=office.15)
https://learn.microsoft.com/en-us/sharepoint/dev/sp-add-ins/set-custom-permissions-on-a-list-by-using-the-rest-interface?redirectedfrom=MSDN

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Answer 2

Thank you Jerry for your response. I have full control in our team site (Accounting Division). This whole process will be manual. As your suggestion, I agree we will have to change users permission to ready-only on specific file folder after files confirmed with auditor.