How to Fix External Users Cannot Move Files in SharePoint with Content Approval
Question details
An external user is unable to move files or folders in a SharePoint document library where content approval is enabled.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Moving files or folders within a SharePoint document library that requires content approval for submitted items.
- Observed behavior
- SharePoint prevents the move operation because the external user lacks the required permission levels to both delete items and approve content.
Ensure you have Site Administrator privileges in SharePoint so you can view and modify user permission levels and document library settings.
Grant Edit and Approve Permissions to the External User
Update the external user's permission level to include Delete Items and Approve Items, which are required to move files when content approval is enabled.
Moving a file in SharePoint is essentially copying the file to a new location and deleting the original. When content approval is on, the user must also be able to approve the newly created item at the destination to complete the move.
Navigate to your SharePoint site, click the Gear icon (Settings) in the top right corner, and select 'Site permissions'.
Click on 'Advanced permissions settings', then select 'Permission levels' from the ribbon menu.
Click the permission level assigned to the external user (usually 'Edit' or a custom level). Ensure that the boxes for 'Delete Items' and 'Approve Items' are explicitly checked.
Go to the specific document library, open Library Settings, and verify that the external user's permissions are correctly applied to the library level.
Temporarily Disable Content Approval
If you cannot grant approval rights to external users, a site administrator can temporarily turn off the content approval requirement.
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Frequently Asked Questions
Why do external users need 'Approve Items' permission just to move a file in SharePoint?
When content approval is enabled in a document library, moving a file triggers the creation of a new item at the destination. The user must have the authority to approve this new item for the move to complete successfully.
Does moving a file in SharePoint delete the original version?
Yes. In SharePoint, a 'move' operation copies the file to the new folder or library and then deletes the original file. This is why the user must have 'Delete Items' permission included in their access level.
Can I grant approval permissions to just one specific document library instead of the entire site?
Yes. You can stop inheriting permissions for that specific document library via Library Settings > Permissions for this document library. From there, you can grant the external user a custom permission level that includes approval rights exclusively for that library.
