Managing Version in Sharepoint Services
Hi, I've just installed Sharepoint Services 3.0 and I have been tasked with setting up the structure for the company I work for. One of the things required is to allow users to check out/in a document but the revision remains the same until it is approved. For example, a document is currently at revision 2. One user checks it out and sharepoint increases the revision to 3. The same user modies and checks the document in. Another user check out the same document at revision 3, makes changes to it and checks in into sharepoint. The document is then "Approved" and it stays at revision 3. Is this possible?
April 27th, 2010 12:41pm

No. Versioning always works upwards. In some cases a single revision can create version 2 and version 3 (version 2 on check out; then amendments then save and check in = version 3). Going the other way is not possible. FAQ sites: (SP 2010) http://wssv4faq.mindsharp.com; (v3) http://wssv3faq.mindsharp.com and (WSS 2.0) http://wssv2faq.mindsharp.com Complete Book Lists (incl. foreign language) on each site.
Free Windows Admin Tool Kit Click here and download it now
April 27th, 2010 12:56pm

Thanks for the answer. I am intending multiple people to edit a document on one revision and then approve that revision to "set it in stone" without the system creating a revision everytime it is editted by a different user. What is the best way to deal with this in Sharepoint?
April 27th, 2010 1:35pm

Hi EnUser, I understood your scenario, but as Mike said, you cannot change the behavior how versioning works. If possible, you could try to enable minor version as well as major version by choosing Create major and minor (draft) versionsc in Settings > Versioning Settings With this method, only minor version increases (such as from 1.0 to 1.1) after checked in documents. The major version (e.g.: from 1.X to 2.0) get increased after the document was approved. See Introduction to versioning (http://office.microsoft.com/en-us/help/HA100215761033.aspx) for more information. Hope the information can be helpful. Lambert Qin TechNet Subscriber Support in forum If you have any feedback on our support, please contact tngfb@microsoft.com Sincerely, Lambert Qin Posting is provided "AS IS" with no warranties, and confers no rights.
Free Windows Admin Tool Kit Click here and download it now
April 28th, 2010 4:41am

Thanks for your help. Although, I wasn't there at a conference but I was told that sharepoint could be configured to the senario we worked in as it was demonstrated in a previous release of sharepoint services. Also, my client is concerned about data storage hence they did not want a new revision created everytime a document is checked-in, only when it is approved. I will probably look at another way of doing this. The Create Major and Minor version will not be feasible for my clients needs as their end users are used to opening a file, edit it and closing it again. Introducing a check-in/out process has caused a lot of confusion already! I'm not even going to suggest a minor/major versioning. Thanks again
April 28th, 2010 11:06am

Hi EnUser, Actually, a new version was created when a document was checked out but not checked in. approve a document also did not create a new version too. I do not know how could your scenario by configured with WSS 2.0, but it seems it cannot be achieved perfectly with WSS 3.0. About the data storage, you can specify how many previous versions to retain based on the current version in Settings > Versioning Settings page. Hope the information can be helpful. Lambert Qin TechNet Subscriber Support in forum If you have any feedback on our support, please contact tngfb@microsoft.com Sincerely, Lambert Qin Posting is provided "AS IS" with no warranties, and confers no rights.
Free Windows Admin Tool Kit Click here and download it now
April 29th, 2010 6:33am

Hi EnUser, Could you please let me know how is going with your issue? If you need further assistance, please feel free to let me know. Have a nice day! Lambert Qin TechNet Subscriber Support in forum If you have any feedback on our support, please contact tngfb@microsoft.com Sincerely, Lambert Qin Posting is provided "AS IS" with no warranties, and confers no rights.
May 4th, 2010 6:50am

Hi Lambert, Thanks for your response. You are correct, I cannot achieve what is requested from my client in WSS 3.0 but I was told it was feasible to implement my versioning senario in WSS 2.0. The whole point of my scenario was so that we did not have a lot of revsions created and take up unnecessary storage.
Free Windows Admin Tool Kit Click here and download it now
May 6th, 2010 12:46pm

This topic is archived. No further replies will be accepted.

Other recent topics Other recent topics