How to Allow Moving Files Without Deleting or Renaming in SharePoint
Question details
The user needs a way to allow members to move files across SharePoint directories while strictly preventing them from deleting or renaming those files.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Configuring document library permissions to manage user access securely without losing the ability to organize files.
- Observed behavior
- Removing the Delete permission in SharePoint automatically disables the Move To command, meaning the exact permission combination of moving without deleting is natively unsupported.
Ensure you have Site Owner permissions in your SharePoint environment to modify permission levels and the necessary Microsoft 365 licenses to create Power Automate workflows.
Use a Power Automate Workflow to Move Files
Since SharePoint standard permissions tie moving and deleting together, you can restrict delete permissions and provide a custom Power Automate flow to handle file moving on the user's behalf.
In SharePoint, moving a file fundamentally involves copying it to a new location and deleting it from the source. This is why you cannot separate the 'Move To' and 'Delete' commands natively.
By setting up a Power Automate flow, the system can execute the move operation under elevated privileges, allowing end-users to organize files without having direct deletion rights.
Navigate to Site Settings > Site Permissions > Permission Levels. Click on the 'Contribute' level, scroll to the bottom, and click 'Copy Permission Level'. Uncheck the 'Delete Items' and 'Delete Versions' options, name it 'Contribute without Delete', and assign it to your users.
Go to Power Automate and create a new 'Instant cloud flow'. Choose 'For a selected file' (SharePoint connector) as the trigger. Specify your SharePoint site address and Library name.
In the trigger settings, add a text input so users can specify the destination folder URL when they run the flow.
Add a new step and search for the 'Move file' action under SharePoint. Use the file identifier from the trigger step, and set the destination folder dynamically based on the user's input.
Save the flow. In the flow details page, configure 'Run only users' to include the specific SharePoint library members, ensuring the connections use the flow owner's credentials to perform the move.
Manage Your Documents Seamlessly with WPS Office
While SharePoint handles complex enterprise permissions, everyday document creation shouldn't be complicated. WPS Office provides a lightweight, free alternative for creating and editing documents with complete Microsoft format compatibility.
- 1. Download the installer: Visit the official WPS Office website and download the free installer for your operating system.
- 2. Install the software: Run the setup file and follow the on-screen instructions to complete the fast installation process.
- 3. Open and edit seamlessly: Launch WPS Office and start creating or editing your Microsoft-compatible documents immediately.
Frequently Asked Questions
Why does removing the delete permission also disable moving files in SharePoint?
In SharePoint's architecture, moving a file is treated as copying it to the new destination and then deleting it from the original source folder. Because of this underlying process, a user must have delete permissions to successfully complete a move action.
Can I prevent users from renaming files while still allowing them to edit?
No, renaming a file is directly tied to the 'Edit Items' permission in SharePoint. If users need the ability to edit the contents of a document, they will inherently retain the ability to rename the file.
Are there any alternative methods besides Power Automate?
If Power Automate is not an option, you can consider using third-party SharePoint governance tools, or you can establish a manual process where users submit move requests to an administrator or site owner who has the required permissions.
