Begin of the insertion**As** an OpenProjectEnd of the insertion Begin of the deletion This feature got divided. First part is in <mention class="mention" data-id="52013" data-type="work_package" data-text="#52013">#52013</mention>

_description below needs to be updated_
_\---_

###

### Problem and background

Currently, file links get deleted when the target file got moved to the trash bin or deleted permanently.

This behaviour can have a negative impact for theEnd of the deletion user Begin of the insertionusing OneDrive/SharePoint asEnd of the insertion Begin of the deletion in case theEnd of the deletion file Begin of the insertionstorageEnd of the insertion Begin of the deletion got deleted accidentally.End of the deletion
Begin of the insertion**I want to** distinct betweenEnd of the insertion Begin of the deletion TheEnd of the deletion file links Begin of the insertionthat wereEnd of the insertion Begin of the deletion would need to be recreated in all linked work packages after restoring theEnd of the deletion deleted Begin of the deletion file from the trash bin.

The current behaviour is event more problematic in SharePoint/OneDrive where we don&#39;t differentiate between deleted filesEnd of the deletion and Begin of the deletion files a user lost permissions to. If a user looses permission to aEnd of the deletion file Begin of the deletion and opens the Files tab the fileEnd of the deletion links Begin of the insertionI don&#39;tEnd of the insertion Begin of the deletion will be deleted.

This epic covers the different use cases and storages toEnd of the deletion have Begin of the insertionpermissionsEnd of the insertion Begin of the deletion a more robust and harmonised user experience.

### Current workflow in detail

1. A file in a storage is linkedEnd of the deletion to Begin of the insertionview 
**so that** I can inform an adminEnd of the insertion Begin of the deletion a work package
2. The file in the storage gets deleted
3. User opens the **Files** tab in OpenProject
4. File links that are saved in OpenProject are loaded
5. The currently saved file information gets updated (e.g.End of the deletion to Begin of the insertiongrant me accessEnd of the insertion Begin of the deletion update last modified date)
6. To accomplish the update a requestEnd of the deletion to the file Begin of the insertionon OneDrive/SharePoint.End of the insertion Begin of the deletion storage in the user context is made
7. Through this request we also get the information when a file got deleted
8. When a file got deleted the file link in OpenProject gets deleted tooEnd of the deletion

Begin of the insertion##### **Acceptance criteria**End of the insertion Begin of the deletion ### Reasons a file link looses it&#39;s targetEnd of the deletion

* Begin of the insertionWhenEnd of the insertion Begin of the deletion The permission onEnd of the deletion a Begin of the deletion file changed and a OpenProjectEnd of the deletion user Begin of the insertionhas noEnd of the insertion Begin of the deletion lostEnd of the deletion access to Begin of the insertionaEnd of the insertion Begin of the deletion theEnd of the deletion file Begin of the insertiononEnd of the insertion Begin of the deletion
* The file inEnd of the deletion the Begin of the insertionOneDrive/SharePointEnd of the insertion Begin of the deletion fileEnd of the deletion storage Begin of the deletion got deleted (accidentally or on purpose)
* The file got moved toEnd of the deletion the Begin of the insertionsame message as forEnd of the insertion Begin of the deletion trash bin (accidentally or on purpose)

###

### Solutions

#### User lost permissions to a file (High priority)

#####End of the deletion Nextcloud Begin of the deletion

For NextcloudEnd of the deletion storages Begin of the insertionshould be displayed: &quot;**You haveEnd of the insertion Begin of the deletion we disable the file link and show information that the user hasEnd of the deletion no permission Begin of the insertionto see this file**&quot;End of the insertion

Begin of the insertion**Current Situation**End of the insertion Begin of the deletion <img class="op-uc-image op-uc-image_inline" style="width:232px;" src="/api/v3/attachments/84730/content">End of the deletion

Begin of the deletion This is the wanted behaviour and no further changes are needed

##### OneDrive/SharePoint

End of the deletion Currently for OneDrive/SharePoint Begin of the insertionstorages,End of the insertion Begin of the deletion storagesEnd of the deletion the Begin of the insertionuser sees the message: **&quot;ThisEnd of the insertion file Begin of the insertioncannotEnd of the insertion Begin of the deletion links wouldEnd of the deletion be Begin of the insertionfound&quot;**End of the insertion Begin of the deletion deletedEnd of the deletion when Begin of the deletion a user accessesEnd of the deletion the file Begin of the insertionwas deleted orEnd of the insertion Begin of the deletion tabs and has no access toEnd of the deletion the Begin of the deletion file.
With the new changes we want the same behaviour as we have currently in Nextcloud. We disable the file link and show information that theEnd of the deletion user has no permission.

Begin of the insertion\---

End of the insertion _Technical notes: Begin of the insertionThisEnd of the insertion Begin of the deletion To replicate the desired behaviour weEnd of the deletion will need two requests to the storage. One request within the user context to identify what files the user has access to and one with admin access, to see what files exist._ 
_The difference of both requests would be the files that we disable the corresponding file links and show information that the user has no permission._ Begin of the deletion

#### File got deleted permanently

Currently the file link gets deleted when the file is deleted. End of the deletion
Begin of the insertion_Needs: ###51713_End of the insertion Begin of the deletion With the new changes the file link should be disabled and the user should be informed that the file link can&#39;t be found. Additionally, we let the user decide what should be done with the file link:End of the deletion

Begin of the deletion **Delete:** The user should be able to remove a file link. This is needed when the file got deleted on purpose and the file link is not needed anymore.

**Relink:** The user should be able to relink a file. This is needed when the user deleted the file accidentally, and permanently, and re-uploaded the file. 
Workflow: By clicking the relink button a file picker opens. The user chooses a file and the link is restored.
Here is the current [Figma design for this workflow.](https://www.figma.com/file/gtLQfPe09X7XugAH8L7dTy/File-Storages-Integration?type=design&node-id=5837-92079&mode=design&t=NJTTus1impKCGOtE-0) The design is still **work in progress** and not finalised. 
_Note: This workflow needs a single file picker_

**Delete all:** When there are many orphaned file links in it might be helpful have a button that deletes all orphaned file links for a work package. Alternatively the user can select multiple file links and can delete the selected links at once.

End of the deletion #### Begin of the deletion File got moved to trash bin

Currently the file link gets deleted when the file is deleted. 
With the new changes the file link should be disabled and the user should be informed that the file link can&#39;t be accessed because the file is in the trash bin. Additionally, we let the user decide what should be done with the file link:

**Delete:** The user should be able to remove a file link. This is needed when the file got moved to the trash bin on purpose and the file link is not needed anymore.

**Restore file:** The UI should provide a link to the corresponding trash bin so the user can restore the file directly in the storage if wanted. 
_Note: There was the idea of restoring the file directly from OpenProject but the restoring functionality needs access to an additional API that is expensive to implement and complicated for the admins to set up. <mention class="mention" data-id="51708" data-type="work_package" data-text="#51708">#51708</mention>_

_Technical note: In SharePoint/Nextcloud it is not possible to get file information when the file is in the trash bin. The response is the same as if the file would not exist. But it is possible to get all content of the trash bin via Beta API._

**Note to developers: All features should be behind a feature flag.**

**Proposed scope**

**Step 1 (High priority)**

* Stop auto-deletion of file links.
* When a file got deleted for a file link,
* add an info message that this file can&#39;t be found (because deleted or no permission)
* add a remove file link button (on hover)
* other distinct visual feature to recognise its file was deleted without hover.

**Step 2**

* Add a &quot;remove all orphaned file links&quot; action on top of list.
* Show missing permission info for SharePoint files like on Nextcloud (needs ###51713)
* What about OneDrive files, can we see if permission is missing too?End of the deletion