In most circumstances the standard “Contribute” permission level hits the spot. It allows users to add new documents, edit existing ones and delete any no longer needed.
However, there are times when you may need something else. Perhaps you do not want users to be able to delete documents?
In SharePoint it is easy enough to create new permissions levels – I usually copy the Contribute and then delete the options I no longer want. CRUD is the acronym often associated with permission levels:
C = Create
R = Read
U = Update
D = Delete
Read will always be granted for one of the other levels so I generally just go for Create, Delete and Edit – edit being a more SharePoint consistent term than update.
All good so far, but what happens when you apply these different levels on a library?
You will hopefully already be familiar with the process of uploading a document into SharePoint; the way you select or drag the document, watch it whir away for a moment then get the form prompting you for any metadata, such as the Title column. Usually you fill this in and click save and hey presto there is your document in the library. Great!
If you grant a user Create permission only, you would probably expect that process to remain the same. Wrong!
The first bit all goes well and the form pops up. If the user then types in a Title for example, when they click save they get a permission error – but the document is actually in the library . . .
It seems this is actually a two stage process. The Create permission allows you to load the document into the library and it is only after this point that the form pops up – so at this stage you now need Edit permissions. This means that if you have required metadata fields, users who only have Create permissions will never be able to check them in, and users who only have Edit permissions will never be able to upload them.
There is another oddity that you should also be aware of related to the Delete permission level.
When you upload a document through the standard browser interface, if it has a trailing space in the file name eg ‘FILE .DOCX’ then SharePoint will automatically trim out that space and all will be fine. If you use the Save As method to get the above document into the library then it does not trim it. Now when a user who does not have Delete permissions tries to edit the metadata, SharePoint tries to automatically remove that offending space character – but for some reason it seems to try to delete the old document and replace it with the new one – so again that permission error comes up – though somewhat confusingly for the user, assuming they have edit permissions any metadata changes have been saved. Note that in this circumstance, SharePoint does not let you delete the trailing space through the standard form interface – essentially renaming the document. In fact you will not even be able to tell it is there. The easiest way around this seems to be to open the library in Explorer mode and from there you can see the trailing space and rename the document – always assuming you have permissions of course.