SharePoint Online : I want users to edit files but do not want them to replace it

Question

Hello Team,

With the help of the tutorial https://www.sharepointdiary.com/2019/02/sharepoint-online-permissions-to-add-but-not-delete.html I was able to restrict users to delete files but was not able to restrict them to replace the files. I have just unchecked below two options while creating a new permission level.

• Delete Items - Delete items from a list and documents from a document library.
• Delete Versions - Delete past versions of a list item or document.

Which options I have to uncheck for restrict users to replace files.

Answer 1

Hello Mahesh,

I’m an Independent Advisor and Microsoft user like you. Thanks for posting the query here at this forum.

Are the users able to replace the file with same name? You need to create a custom Permission level in SharePoint. This will be a copy of your existing permission level minus Delete Items permission.

Please check this forum for details - https://answers.microsoft.com/thread/3a9d66d9-5228-4cf3-a3f2-f9df9443ff0f

1. Click Site settings > (Go to top level site settings) > Users and Permissions > Site permissions.
2. Click Permission Level, and we can customize a new permission level based on the existing ones.
3. Open the Edit permission level and click Copy Permission Level on the bottom.
4. Give the name for the new permission level and uncheck the Edit Items and Delete Items options. You can also remove other permissions that are unnecessary, such as Manage Lists and Delete Versions.
5. Click Create to create the permission level.

Hope this information would be useful to you. Please feel free to get back if you need any additional info.

Thank you! Ravikumar Help the next person who has this issue by indicating if this reply solved your problem. Click Yes or No below.

Answer 2

Hi,

I'm Sneha and I'd be happy to help you out with your question. Sorry for the inconvenience caused.

To restrict users from replacing files, you need to perform the following additional steps:

1. Go to the SharePoint site where you want to configure the permissions.
2. Click on the gear icon in the top-right corner and select "Site settings" from the dropdown menu.
3. Under the "Users and Permissions" section, click on "Site permissions."
4. On the permissions page, click on "Permission levels" from the ribbon at the top.
5. Locate the permission level you created previously or create a new one if needed.
6. Edit the permission level by clicking on its name.
7. Scroll down to the "List Permissions" section.
8. Uncheck the following options:
   • Add Items - Add items to lists and add documents to document libraries.
   • Edit Items - Edit items in lists, edit documents in document libraries, and customize Web Part Pages in document libraries.
   • Delete Items - Delete items from a list and documents from a document library.
   • Delete Versions - Delete past versions of a list item or document.
9. In addition to the steps above, you need to disable the "Manage Lists" permission. By default, this permission is enabled in the "Edit" permission level. Uncheck the "Manage Lists" option.
10. Click "Submit" or "OK" to save the changes.

By unchecking the "Add Items," "Edit Items," "Delete Items," "Delete Versions," and "Manage Lists" options, users will be restricted from adding, editing, deleting, and replacing files.

With these settings, users will be able to view and download the files, but they won't be able to delete, replace, or modify them in any way.

For more Information, please refer to following resource :-

Customize permissions for a SharePoint list or library - https://support.microsoft.com/office/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782

If you have any other questions or need assistance with anything, please don't hesitate to let me know. It will be my pleasure to Assist you.

Best Regards, Sneha

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Answer 3

Hi

When you mentioned replace, how are users replacing the file if they are unable to delete said file through the access control?

The standard replacement method through edit rights is via version control so older version should still be there in versioning history through an edit access.

Alternatively, you may want to enable content approval so that any major edits are handled via approvals first.

Answer 4

Hi @Miss Sneha,

With these settings, users will be able to view and download the files, but they won't be able to delete, replace, or modify them alternate of this I can read permission directly why I would do all these permission levels; my requirement is I want them to edit the documents, but I only don't want them to Delete or replace the documents.

Please just tell me is it possible

Answer 5

Hi Ravikumar,

As I have already mentioned I have removed both permissions delete items and delete versions, I don't want users to replace the files, I have checked they are not able to delete the files but they are able to replace them with same name, in that way we cannot find old file in recycle bin as well as in version history.