Departed person owns 100s of files in SharePoint ... want to transfer ownership to new employee

Greg Batti 0

An ex-employee created (and owns) 100s of files in SharePoint.

How do we transfer ownership to the person taking over this responsibility (copying the files one by one is not a reasonable option).

2 answers

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-04T09:51:36.45+00:00

Hi @Greg Batti,

The owner of the file is a group, you could add the new user to the group of the owner in library setting>Permissions for this document library

If you want to update the created by field of the file, I would recommend you to use power automate. Please refer to the following steps

https://techcommunity.microsoft.com/discussions/powerappflow/update-created-by-and-modified-by-fields-/3672178

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RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-06T05:49:12.9466667+00:00

Hi @Greg Batti,

Would you tell me whether your issue has been resolved or have any update? If you have any questions or progress, you can contact me in time.

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-09T05:58:30.5633333+00:00

Hi @Greg Batti,

Have you tried the solution I proposed?

If you have any questions or progress, you can contact me in time.

Looking forward to your reply

Have a lucky day!

Thanks,

Raytheon Xie

Greg Batti 0 Reputation points

2024-12-09T07:52:58.17+00:00

We want to CHANGE the ownership value to someone who currently works for us.

Greg Batti 0 Reputation points

2024-12-09T07:55:00.2666667+00:00

We want to change OWNERSHIP. Access is not a problem.

Greg Batti 0 Reputation points

2024-12-09T07:56:22.6733333+00:00

The group has access to the files. We want to change the OWNERSHIP from the departed person.

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-10T09:14:11.0166667+00:00

Hi @Greg Batti,

The members of a SharePoint site are the owners of the file stored in its associated document library. If the file is stored in SharePoint library, all the site members are the owners of the file.

According to your description, is the Created By field what ownership refers to?

If my understanding above is not consistent with yours, you can also post back and point that out.

Your understanding and patience will be highly appreciated. I hope that you are keeping safe and well!

Greg Batti 0 Reputation points

2024-12-16T08:03:25.4666667+00:00

Looks like the relevant fields in our SharePoint installation are Modified By and Created By. We were interpreting Created By as OWNERSHIP. Would be nice to change this field since the creator has departed (without creating new files or using PowerShell) but if not we'll just display Modified By and live with it.

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-16T08:07:35.5566667+00:00

Hi @Greg Batti,

Which SharePoint version are you using? SharePoint Online or SharePoint Server?

Greg Batti 0 Reputation points

2024-12-16T08:14:49.6333333+00:00

We want to change OWNERSHIP. Access is not a problem.We are using SharePoint Online.

Greg Batti 0 Reputation points

2024-12-16T08:15:15.9466667+00:00

SharePoint Online.

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-16T08:21:20.27+00:00

Hi @Greg Batti,

For SharePoint online, I would recommend you to use Power Automate or Powershell to edit the Modified By and Created By field. Please refer to following articles

Update Created By / Modified By, Created / Modified Field Values using PowerShell

Update 'Created By' and 'Modified By' fields with Power Automate

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-17T02:34:40.4866667+00:00

Hi @Greg Batti,

Have you tried the solution I proposed?

If you have any questions or progress, you can contact me in time.
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RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-12T06:53:35.3366667+00:00

Hi @Greg Batti,

When we upload a file to SharePoint, it stores in site library as a shared file, everyone belongs to site member or visitor group can access this file. After we delete the user, the permission of the file will remain same and it won't be deleted, every user of the site who can access this file will also can access it. This file has no strict ownership.

Note：if the file has unique permission, it will also access by who has its unique permission grants.

If you want to change the creator of the file, you could refer to the following power automate

https://techcommunity.microsoft.com/discussions/powerappflow/update-created-by-and-modified-by-fields-/3672178
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RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-13T02:11:54.3433333+00:00

Hi @Greg Batti,

Would you please provide us with an update on the status of your issue?

I am looking forward to your reply.

Have a nice day!

Thanks,

Raytheon Xie

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-16T07:38:38.4533333+00:00

Hi @Greg Batti,

If there's anything you'd like to know, don't hesitate to ask.

Greg Batti 0 Reputation points

2024-12-16T08:08:51.97+00:00

The relevant fields in our SharePoint installation appear to be Modified By and Created By. We interpreted Created By as OWNERSHIP. Since the "creator" no longer works for us, it would be nice to change Created By without copying the files (or using PowerShell) but we will likely just live with only displaying Modified By (and live with the historical data).

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-17T05:45:59.2433333+00:00

Hi @Greg Batti,

For SharePoint online, I would recommend you to use Power Automate or Powershell to edit the Modified By and Created By field. Please refer to following articles

Update Created By / Modified By, Created / Modified Field Values using PowerShell

Update 'Created By' and 'Modified By' fields with Power Automate

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-19T08:05:31.9833333+00:00

Hi @Greg Batti,

Have you tried the solution I proposed?

If you have any questions or progress, you can contact me in time.

Looking forward to your reply

Have a lucky day!

Thanks,

Raytheon Xie

RaytheonXie_MSFT 37,151 Reputation points Microsoft Vendor

2024-12-23T09:47:30.6866667+00:00

Hi @Greg Batti,

Please following up to see if the above answer was helpful. If this answers your query, do click Accept Answer for this answer. And if you have any further query do let us know.
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Departed person owns 100s of files in SharePoint ... want to transfer ownership to new employee

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