OneDrive Shared Folder Permissions

Question

Hello!

I'm trying to set up a shared OneDrive Folder with very specific editing permissions. The folder should be sharable via link where users can create OneNote Notebooks and add other file types into the folder, but they should not be able to edit or delete pre-existing files in the folder. I've tried to change these permission levels using the classic OneDrive view; however, it either limits users to either view or edit only.

Answer 1

Hi Waqas,

I understand your instructions match those I've found on this other thread. Would enabling 'Add items,' but disabling 'Edit items' and 'Delete Items/versions' achieve the type of specialized permission I described (“where users can create OneNote Notebooks and add other file types into the folder, but they should not be able to edit or delete pre-existing files in the folder”)?

To further clarify, I've tried changing the permission levels, but it seems like they must be assigned to users specifically invited to the folder. I'm seeking to apply these specialized advanced permission for general users or guests who have been invited to the folder via a shared link. I'm not super clear of how permission levels are applied to these general users.

Thanks,

Jonathan

Answer 2

Hi Jonathan Sun,

First, my pleasure to assist you.

As per your description, please don’t worry, we can work together to narrow down and resolve the situation.

Generally, when you assign folder permission to users to create notebook or other files into a folder in OneDrive for business, the users also have editing ability to edit/modify the content to created files and upload file into shared OneDrive folder as well.

Howevey, but it might be possible to disable the ability to user not to delete files in shared OneDrive folder. Via the below mentioned steps for reference:

OneDrive web page > Click on the Gear icon > OneDrive settings>Click on More Settings> Return to the old Site settings page >Click Site Permissions > Permission Levels > Edit> Scroll down to the bottom, click on the Copy Permission Level button> Give this new permission level a name, e.g. no delete, and uncheck the following 2 options. Then click on Create to save it.

As you mentioned, “where users can create OneNote Notebooks and add other file types into the folder, but they should not be able to edit or delete pre-existing files in the folder” as you know that if we assign permission to create a file into OneDrive shared folder, they can also edit ability. In this situation, I’m really afraid (first I humbly request please don’t mind and accept my apologies) your requirement is not meet in this specific scenario.

Meanwhile, regarding your concern, to improve the OneDrive permission view and this type of change has come up, you brought a brilliant point. As we listen to all feedback and consider them for additional feature/future versions of our products, we requested you send/provide feedback via our Microsoft OneDrive feedback portal. Your feedback helps us know which features are most important to you.

I appreciate your understanding and stay safe!!

Best regards

Waqas Muhammad

Answer 3

Hi Waqas,

Thanks for running my test scenario! Unfortunately, from what you've described, I don't think OneDrive is capable of setting the specific levels of permission I'm seeking. Is it perhaps possible to change the permissions for specific files in a shared folder from edit to view only without impacting the permission structure?

Thanks,

Jonathan

Answer 4

Hi Jonathan Sun,

May I know have any updates regarding to this issue? Feel free to post back if you need further assistance.

Best Regards,

Waqas Muhammad

Answer 5

Hi Jonathan Sun,

Thanks for your valuable feedback and sharing updates with us and I really appreciate your effort and your precious time doing. First, please accept my apologize (its my humbly request please don't mind) because you meet such an issue and I understand it effort on your daily work.

And I appreciate your kind words.

Regarding to, "Would enabling 'Add items,' but disabling 'Edit items' and 'Delete Items/versions' achieve the type of specialized permission I described" yes in this scenario users cannot edit and cannot delete any file in a shared folder and they can only upload file into a shared folder but we cannot create a new file e.g. when I try to create a new Word file I get below error message.

Here is my test result for your reference:

I created below custom permission level:

When I open existing workbook or file I get view only mode(cannot edit), see below:

Regarding to, "but it seems like they must be assigned to users specifically invited to the folder. I'm seeking to apply these specialized advanced permission for general users or guests who have been invited to the folder via a shared link. I'm not super clear of how permission levels are applied to these general users." Here is how we share folder with custom permission to users:

I open OneDrive and go to classic experience mode and select the folder>click on Share button and click on Share with>Advance, and give Grant permission and select the customized permission level I crated to share.

I appreciate your understanding and stay safe!!

Best Regards

Waqas Muhammad