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Automate Document Protection

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Posted on by ACorbin

Hello,

I have a Sharepoint list where each item that is created in the list gets manually updated, attachments are added, and then I manually trigger an approval workflow.

My question is as follows: is there a way I can create an automation where every document that is added to each item in the SharePoint list is converted to a protected document? The issue I am having is that the unprotected documents can be edited, even after the item is approved.

Thank you for your help 🙂

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annajhaveri 8,531 Most Valuable Professional on at

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@ACorbin are you storing documents as list item attachments? in terms of protection are you referring you want to apply IRM to documents, or just give read only permissions to users on the document?

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ACorbin 7 on at

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Hi.

What I mean is:
Documents are prepared in OneDrive, but then added to an item in the Sharepoint list. The Sharepoint list item is then sent for Approval through a Power Automate Flow. However, for Word and Excel, if they are not protected, changes can be made to the document after the approval. This is what I want to avoid.
I realized that the documents can be protected prior to being added to the Sharepoint list item. However, I am wondering whether it is possible to automate this step, to avoid having to protect each document one by one, as the volume of the documents is quite high.

Thank you for your help!

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annajhaveri 8,531 Most Valuable Professional on at

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@ACorbin couple of questions

1. When document is added to an item in SharePoint list, is the URL of document provided in SharePoint list item or is the document attached with SharePoint list item?

2. When you refer to documents can be protected, you can apply permissions on SharePoint which allows users to just read the document and not edit it, do you want to give that read only permissions?

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ACorbin 7 on at

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Hi!

Thanks again for your response:

The document is manually attached to the sharepoint list item.
Yes Read only would work. My issue is that, for example, once Word or Excel documents are added to the sharepoint list item, they are converted to a live link, and they can be edited, before or after approval. I have tested attaching read only items and this solves the problem. But I was wondering if it is possible to automate converting the attached documents to read only.

Thank you.

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annajhaveri 8,531 Most Valuable Professional on at

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@ACorbin sorry i am a little confused, are you attaching files to list item, in that case you wont get option to share a link to document. Are you upload document to document library and sharing the link?

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ACorbin 7 on at

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Hi.

I am attaching the documents to a list item.

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annajhaveri 8,531 Most Valuable Professional on at

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@ACorbin okay then i am not sure how you are sharing the link of document with edit permissions. One thing you could do is set permission of user on the item as read, so that user cannot edit the document. This blog https://www.annajhaveri.com/power-automate/set-unique-permissions-for-item-in-sharepoint-using-power-automate has details how to set unique permissions on item. Let me know if you run into issues in implementing it.

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