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Approval and Edit Item in a Sharepoint List

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Posted on by DaithiG

Hi all,

How do you approach approval flows and editing after in a Sharepoint list? I want to design a list where a user can submit something. This is fine. However there's nothing stopping the user from editing the list while the approval is happening or the item is approved.

How do people approach this? I guess I could set a hidden field to Pending or Approved and not do anything on approved but I would need to set the entire record to be uneditable too?

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dbro 194 on at

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There are a couple of different ways to handle this if you must lock down the item during the approval process.
1.) Change the permissions on the item to read only (except for approvers) right before you send your approval action. Then after the approval, make it completely read only for all users.
2.) Considering using content approval. Minor versions are only available to user who submitted it and the approver. Once approved, you can set the content approval status to Approved, thus publishing a major version. This will make it visible to all users who have access to the list.

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v-yamao-msft Microsoft Employee on at

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Hi @DaithiG ,

I agree with what @dbro suggested.

About the first suggestion to change the permissions on the item to read only, please check the following blog for a reference:

Managing SharePoint Item-Level Permissions with Microsoft Flow

How to manage permissions on a SharePoint List Item using Microsoft Flow – changing Item permissions

Best regards,

Mabel

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