Prevent delete but allow moving files for a document library

Question

Hello everyone,

I assigned to a user the edit role permission excluding the delete feature in that role. After that, I noticed that the “Move To” feature disappeared from the ribbon because of excluding the delete feature from the edit role.

I did the above because I thoughts about the below options:

Option 1- If I prevented the delete I thought that they can move the file to a specific library called "Deleted files" where only the admins can perform the delete operation in that library.

Option 2 - Is there any idea/way to have approval upon file deletion and if approved the file will be deleted? But the problem is if the user pushed the delete button on the file it will directly go to the recycle bin that's why I am trying to find a way for a manager to approve before deleting any file.

Can please someone advise what will be the workaround to allow moving files without the delete feature or to have an approval process and upon approval delete the file needed (using Power Automate if it will work)?

Any help is highly appreciated.

Thank you!

Answer 1

Hello @Julien Anid ,

According to my research, it is impossible to allow users to move files but restrict deletion of files for a Document library in SharePoint.

Here I provide a workaround for you reference:

1.Navigation to the Document library as a site admin and grant users Edit permission

2.Create the below Microsoft Flow

3.Save and Test this flow

4.Navigation to this flow details page, click Share button

5.Share with users with Edit permission for a Document library

6.Access the Document library as the user with Edit permission

7.Select one file and click Automate >> DeleteFlow (my flow name)

8.Click "Run flow" button

9.The site owner will receive an approval email. If the owner selects "Approve", the file will be deleted, otherwise it cannot be deleted

Thanks,
Echo Du

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Answer 2

Hi @Echo Du_MSFT ,

I really appreciate the time you spent regarding this workaround and for providing detailed screenshots step by step.

I followed all the mentioned and achieved my requirements.

Thank you!!