Permission & Access Issues

How to Set SharePoint Permissions to Rename Folders But Not Move Files

WPS Editor Oct 1, 2026 869 views

Question details

A SharePoint Online administrator wants to create a custom permission level that allows a security group to read files and rename folders without giving them the ability to move files between folders.

SharePoint Permissions: How to Allow Folder Renaming But Restrict Moving Files

Product: SharePoint Online
Device & OS: not provided
Scenario: Managing security groups where users need to rename daily folders to mark their work as complete, but must be prevented from moving files between different folders.
Observed behavior: Standard SharePoint permission levels cannot fully separate these actions because renaming folders and moving files rely on overlapping permissions (Add Items, Edit Items, and Delete Items). Disabling Delete Items prevents moving files but consequently blocks folder renaming.

Before you start

Before attempting to modify permission levels, ensure you have SharePoint Administrator or Site Owner privileges. Note that in SharePoint, moving a file actually acts as a copy-and-delete operation, which fundamentally ties it to the 'Delete Items' permission.

Solution 1Recommended

Implement a Metadata Status Column Instead of Renaming Folders

Since folder renaming conflicts with restricting file movement, the best alternative is using a custom metadata column to mark work as complete.

SharePoint cannot isolate folder renaming from file moving natively. By using a metadata status column, you can safely remove the 'Delete Items' permission to prevent file moving while still allowing users to update the status of their work.

Create a Custom Permission Level

Go to Site Settings > Site permissions > Permission Levels. Copy the 'Contribute' permission level, uncheck 'Delete Items', and name it 'Contribute without Delete'. Assign this to your security group.

Add a Status Column

Navigate to your Document Library. Click '+ Add column' at the end of the header row, select 'Choice', and name it 'Status'.

Configure Status Options

Add choices such as 'In Progress' and 'Complete'. Save the column settings.

Instruct Users

Direct users to select the folder or file, open the details pane, and change the 'Status' dropdown to 'Complete' instead of renaming the folder itself.

Implement a Metadata Status Column Instead of Renaming Folders

Better Organization: Using metadata instead of folder names provides better searchability, filtering, and reporting capabilities within SharePoint document libraries.

Solution 2

Use Power Automate to Handle Renaming

If renaming folders is an absolute business requirement, use a Power Automate workflow to bypass user permission limitations.

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Frequently Asked Questions

Why does moving a file in SharePoint require the Delete permission?

In the SharePoint database architecture, moving a file is not a single action. It is executed as a copy of the file to the new destination followed by a deletion of the source file. Without the 'Delete Items' permission, the system cannot remove the original file, causing the move action to fail.

Can I prevent users from deleting files but still let them edit documents?

Yes. You can copy the standard 'Contribute' or 'Edit' permission level and uncheck the 'Delete Items' and 'Delete Versions' boxes. Users assigned this custom permission will be able to read, add, and edit the contents of documents, but they will not be able to delete them or move them to a different folder.

Will removing the 'Delete Items' permission affect uploading new files?

Generally, no. Users will still be able to upload new files as long as they have the 'Add Items' permission. However, if a user attempts to upload a file with the exact same name as an existing file to overwrite it, they may encounter an error, as overwriting often requires delete or versioning permissions.

Document & File Issues