SharePoint 2010 - Use a workflow to remove or change document permissions

I wrote an blog about how to change the approval workflow e-mail messages. This blog got a lot of views and I received multiple questions. One of the questions came from Dorothy:

"I have one more query... once an approval workflow is approved, is it possible that the uploaded document could be frozen that no one could modify?"

Let's take a closer look how to answer this question:

Step 1
You have to add the Start Approval Process action. Configure the approval process and select the approver(s).

To freeze a document you have to use the Read permissions. This only allows users to open and not change the document. To do this select the Impersonation Step.

The impersonation step contains three more actions:

• Inherit List Item Parent Permissions
• Remove List Item Permissions
• Replace List Item Permissions

First we have to set a condition: If current item field equals value. Configure the condition:

Next step: Add the Replace Item Permissions action:

Select the user(s) or group(s) and select the Read permission level. You are now ready to go! Please let me know if you have any questions.

Author edit
I heard for Dorothy she did not have the Current Item - Approval Status option. Do you have the same issue? Try the following:

Use the if any item equals condition instead of If current item field equals value:

That should do the trick :) Also don't forget to test this with a test account and not your own.

Posted in: SharePoint 2010, SharePoint Designer 2010, SharePoint Online 2010