Permission & Access Issues

Fix Unable to Approve All SharePoint Files with Full Control

Algirdas Jasaitis Sep 30, 2026 868 views

Question details

The user is unable to approve or reject certain files in SharePoint, even though they possess Full Control permissions at the site or library level.

Why You Cannot Approve All SharePoint Files and How to Fix It

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Attempting to approve or reject specific files within a SharePoint document library.
Observed behavior: The approval action fails or is missing for certain older files, while newly uploaded or user-owned files can be approved successfully due to item-level permission discrepancies.

Before you start

Ensure you are logged into your SharePoint account with site owner or administrator credentials, as you may need to request or modify advanced access settings for specific files.

Solution 1Recommended

Check and Update Unique File Permissions

Verify your specific access level for the problematic file and request Full Control directly from the file owner or site administrator.

In SharePoint, individual files can have unique permissions that break inheritance from the parent site or library. Even if you have Full Control of the site, you might only have Edit permissions for a specific file, which prevents you from approving or rejecting it.

Open Manage Access

Navigate to your SharePoint document library, select the problematic file, click the three dots (ellipsis) next to the file name, and choose 'Manage Access'.

Access Advanced Settings

Scroll to the bottom of the Manage Access pane and click on 'Advanced' to open the detailed permissions page for that specific file.

Check Your Permissions

Click the 'Check Permissions' button in the ribbon, enter your username, and click 'Check Now' to verify if you have 'Full Control' at the file level.

Request Full Control

If your permission level is less than Full Control, click 'Request Access' or ask an existing site owner to use the 'Grant Permissions' button to give you Full Control.

Check and Update Unique File Permissions

Understanding Unique Permissions: When a file has unique permissions, any changes made to the library's general access settings will not apply to this file until inheritance is restored.

Solution 2

Download and Re-upload the File

A quick workaround to regain ownership and approval rights by replacing the problematic file with a newly uploaded copy.

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Frequently Asked Questions

Why can I approve newly created files but not older ones in SharePoint?

When you create or upload a new file, SharePoint automatically designates you as the owner, granting you Full Control by default. Older files may have been created by other users or had unique permissions applied over time, restricting your access to just Edit or Read.

How do I know if a SharePoint file has unique permissions?

Select the file, open 'Manage Access', and click 'Advanced'. If the file does not inherit permissions from its parent library, you will see a yellow banner stating 'This document has unique permissions'.

Does having Full Control on a SharePoint site guarantee I can approve all files?

No. If a specific file or folder has unique item-level permissions configured that explicitly exclude your account or limit you to Edit access, your broader site-level Full Control will not override those specific restrictions.

Can I bulk transfer ownership of SharePoint files to fix approval issues?

SharePoint does not offer a simple 'transfer ownership' button for multiple files at once. A Site Administrator must manage permissions in bulk through the library settings or utilize PowerShell scripts to adjust file permissions and ownership across multiple items.

Document & File Issues