Permission & Access Issues

How to Let Users Edit SharePoint File Properties Without Editing Files

Natalie Taylor Oct 1, 2026 868 views

Question details

Users need to update a specific file property (such as a 'Processing Done' status) in a SharePoint document library without having the ability to modify or delete the actual documents.

How to Let Users Edit SharePoint File Properties Without Editing Files

Product: SharePoint
Device & OS: not provided
Scenario: Maintaining strict compliance rules that prevent document modification while allowing users to update metadata and filtering unprocessed files.
Observed behavior: SharePoint does not natively support column-level security; granting edit access to file properties automatically grants edit access to the file contents.

Before you start

Ensure you have Site Owner or Full Control permissions in your SharePoint environment to create new lists, modify library permissions, and build Power Automate flows.

Solution 1Recommended

Use a Separate SharePoint List and Power Automate Synchronization

Since SharePoint lacks native column-level security, you can separate the metadata into a different list and use Power Automate to sync the data back to the document library.

This workaround ensures that the original documents remain strictly read-only for users to meet compliance requirements. By tracking the 'Processing Done' status in a separate list, users can freely update the status, while an automated background process safely updates the locked document library.

Adjust Document Library Permissions

Navigate to your SharePoint Document Library settings, go to 'Permissions for this document library', stop inheriting permissions, and grant your users 'Read' only access so they cannot alter or delete the actual files.

Create a Status Tracking List

Create a new SharePoint List to store the 'Processing Done' status. Include a column to store the ID or Name of the original document. Grant your users 'Contribute' or 'Edit' access to this list.

Build a Power Automate Flow

Go to Power Automate and create a new automated cloud flow. Set the trigger to 'When an item is created or modified' connected to your new Status Tracking List. Add an action to 'Update file properties' targeting your Document Library to synchronize the Boolean status.

Create a Filtered View

Return to your Document Library, click on your current view (e.g., 'All Documents'), and select 'Edit current view'. Scroll to the Filter section and set the criteria to show items only when 'Processing Done' is equal to 'False' or 'No'.

Use a Separate SharePoint List and Power Automate Synchronization

Power Automate Community Help: If you need detailed assistance configuring the flow variables, the official Power Automate Community forums are an excellent resource for exact synchronization expressions.

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Frequently Asked Questions

Does SharePoint support column-level security?

No, SharePoint natively handles permissions at the site, list/library, folder, or item level. You cannot restrict or grant edit permissions for a specific column (like file properties) while keeping the file itself read-only.

Can I prevent users from deleting files but allow them to edit the contents?

Yes. You can create a custom permission level in SharePoint by copying the 'Contribute' permission level and unchecking the 'Delete Items' and 'Delete Versions' options. However, this will still allow users to modify the text inside the document.

How do I ensure the Power Automate flow has permission to update the read-only library?

The Power Automate flow runs under the context of the user whose connection is used for the SharePoint actions. As long as the flow creator (or the connection owner) has 'Edit' or 'Full Control' access to the document library, the flow will successfully update the file properties even if the user triggering it only has 'Read' access.

Document & File Issues