Specific custom made SharePoint permissions to read only and save as a copy online

Question

I have a folder in SharePoint containing several files and folders. I want to provide my colleagues with view-only access to this folder.

However, I also want to enable them to use the 'Save As' feature to create copies of file in another folder within the same SharePoint location. Which permissions should I apply to achieve this?

The challenge I'm facing is that when I grant them only 'Read' permissions, they are unable to use the 'Save As' functionality, which is understandable.

Answer 1

Unfortunately, Save as - Save a copy online option is available only if you have Edit permissions on the files (default behavior in SharePoint).

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Workaround:

If you want to allow users to create a copy of existing files in the SharePoint document library where they have only Read permissions, follow this steps:

1. Grant Read access to files in the SharePoint document library to the users - files they will be copying to another folder.

2. Grant Contribute or higher (Edit/Full Control) access to folders where users will create copies of file (within the same SharePoint location).

3. Go to SharePoint library > locate the files with Read access > select the file using check box and click Copy to from top command bar:

   

4. Select another folder in the same SharePoint document library (with contribute or higher permissions) and click Copy here button to create a copy of the file:

   

5. Now go to the folder where you just created the copy of file and you will see that the new file can be edited by the users.