By default, anyone who has access to edit a SharePoint site (site members, those who have had items shared with them and given edit permissions) can also delete files that they have edit permissions to from the SharePoint site. An additional permission set has been created, called "Contribute without delete" that will allow users to edit files, but not delete them. To request this permission set be added to your SharePoint site, submit a ticket to USIT requesting that you would like the "Contribute without Delete" permission added to your SharePoint site. Once it has been added, then you can assign the permission by following the instructions below.
TIP: It is a good idea to share using "Contribute without delete" instead of edit rights when collaborating with external users.
Instructions
The "Contribute without delete" permission set needs to be added to your site before these instructions will work, see paragraph above.
How to assign the permission
- When viewing your SharePoint folders via the web interface, select the folder you would like to assign rights to and choose "Manage Access" from the menu.
- On the "Manage Access" menu, go to the bottom and choose "Advanced".
- Click the "Grant Permissions" button on the menu bar.
INFO: If you do not see a menu item called "Grant Permissions", you will need to click the "Stop Inheriting Permissions" button in the menu. You will see a pop-up message telling you "You are about to create unique permission for this folder. Changes made to the parent folder or document library permissions will no longer affect this folder." Click OK.
- In the pop-up window, type in the user's name or email address and click the "Show Options" link.
NOTE: Make sure the "Require Sign-in" and "Share everything in this folder, even items with unique permissions." are selected.
- Click the "Select a permissions level" drop-down and chose "Contribute without delete" from the list and then click the "Share" button.
How to remove permissions
- When viewing your SharePoint folders via the web interface, select the folder you would like to remove rights to and choose "Manage Access" from the menu.
- On the "Manage Access" menu, choose the user and select "Stop sharing" from the menu.
Troubleshooting
Files return after deleting using OneDrive Client
If a user adds this folder as a shortcut in their OneDrive, the files that sync down can be edited and new files can be added, but when they try to delete the files, it will look like the files delete, but the OneDrive client will sync them back on the next sync.
User is able to delete non-Microsoft Office files
Some applications try and delete files and resave them as new files or create temporary files in a directory and then expect to delete those files when the program is done. These programs will not work with this permission.
User has "Edit" rights listed in Manage Access
Keep in mind that the "Manage Access" screen will show you inaccurate information at this point. It will state that the user has "edit" rights even though they do not. Actual "edit" rights would allow deletion, but the user does not have rights to delete files.
Environment