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Stephanie Grima C#, ASP.NET and my life.

SharePoint Versioning  

 

Introduction

Versioning allows updates, restoring and tracking of the items in a list or in a library when they are changed.

Note: in order to enable versioning, one needs the permission to design on the specific library/list.

 

Uses of Versioning: Why should you enable versioning?

·         View a previous version – the ability to view a previous version of the item in order to refer to guidelines or to check from which version one is going to restore from. This view has nothing to do with the overwriting of the current version.

 

·         Load a previous version and store it as the current version – it is considered as easy to restore the current version with an older version. The current version which was replaced will become part of the version history so as to have the possibility to return to it. Reasons for this ability are: making mistakes on the current version or to restore an item which was deleted.

 

·         Record a version history – versioning, lets everyone know when an item was modified and by who. Version history keeps track of all the changes done in the properties and also saves the comments that users include with their version update.

Libraries are designed to take care of:

·         Major versions, usually used when a user adds a large amount of data to a file example a chapter or a section

·         Minor versions, which is mostly used when a user changes formats or spelling mistakes.

 

Major and Minor versions

 According to what is best to one’s company, the library has two settings regarding versioning. One creates only major versions, and the other has the ability to create both major and minor versions, according to what is needed by the user.

When choosing the feature of having both major and minor versioning, by default the minor version is chosen. For a major version to happen, the user must click on the document in the library and choose check in. From the available list of versions he/she should choose major version (publish).

 

SharePoint by default has 511 minor versions (known as draft) per major version. However the owner or administrator may change the number of minor versions per major version.

Note: You can let users see your minor versions only if you give them permission. This is because minor versions are saved as drafts. In order for every user to view the item/file, one has to publish it, i.e. perform a major version.

The drawback of versioning is that it is only found in document libraries (minor and major versions) and lists (major versions only).

The following is an example which describes versioning:

·         Document with version 1.0 is a public version, everyone can see. Once a document is created or uploaded, it is automatically published for everyone to see.

·         Document is checked out for editing, version 1.1 is created. This can only be seen by editor(s) (version 1.0 is still visible for readers).

·         Document is checked in, version 1.2 (minor version).

·         Document is published; version 2.0 is created – due to a major version, visible for everyone.



Versioning and Checking Out

A version is created when a file is checked back in. when a file is checked in, it is very important to leave comments about the changes done. If this is not done properly, the version history will be worthless.

 

Restoring and/or Deleting Version History

If version history is enabled in a list or library, one can either restore or delete its history.

 

 How to delete a previous version

1.    Click on the item/file

2.    Choose Version History

3.    Go on the version you want to delete and click on it

4.    Choose Delete

5.    Click OK

 

How to delete all versions

1.    Click on the item/file

2.    Choose Version History

3.    Click on Delete all versions

 

How to delete all minor versions

1.    Click on the item/file

2.    Choose Version History

3.    Click on Delete minor versions

 

How to restore a previous version

1.    Click on the item/file

2.    Choose Version History  

3.    Go on the version you want to restore on and click on it

4.    Choose Restore

5.    Click OK


Reference to this website to confirm and enhance my blog was done:
http://office.microsoft.com/en-us/sharepointtechnology/HA100215761033.aspx

Posted on Tuesday, September 2, 2008 7:52 PM SharePoint | Back to top


Comments on this post: Versioning [SharePoint] Version Management

# re: Versioning [SharePoint] Version Management
Requesting Gravatar...
I would like to create a view that shows all the versions (perhaps filtered on dates)of a list-item, not only the last item.

Is this possible?
Left by Nico Dijkhuizen on Sep 08, 2008 7:00 AM

# re: Versioning [SharePoint] Version Management
Requesting Gravatar...
Most probably that would be possible through some programming with Visual Studio.

However, the Version Management is there to refer to it to view changes done, who did them and to rollback to a previous version.
Left by Steffi on Sep 08, 2008 9:38 PM

# re: Versioning [SharePoint] Version Management
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-Most probably that would be possible through some programming with Visual Studio.-
I suppose I need to hire somebody.

-However, the Version Management is there to refer to it to view changes done, who did them and to rollback to a previous version.-
Sure, thats why our accountant wants a list with all the changes, but I can only show him the last (actual) item.
Left by Nico Dijkhuizen on Sep 10, 2008 4:06 AM

# re: Versioning [SharePoint] Version Management
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Your accountant can view the changes done by clicking on the list item on which version history has been activated... Then, choose Version History and all its history is outputted on screen.

Your accountant can view the history by clicking on the file according to the date interested. He/She is also able to see all the versioning history and who created each one.
Left by Steffi on Sep 10, 2008 4:20 AM

# re: Versioning [SharePoint] Version Management
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Thanks, I'm gonna try to convince him.
Left by Nico Dijkhuizen on Sep 10, 2008 8:39 PM

# re: Versioning [SharePoint] Version Management
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Hi
Does SharePoint store entire documents as past versions or just the changes per version?
Left by eman on Oct 02, 2008 1:11 AM

# re: Versioning [SharePoint] Version Management
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It saves the entire document on which there is versioning. One can go back to a previous version if he chooses so.

If you need anything, just leave a comment, and I'll do my best to give an answer as soon as possible.
Left by Steffi on Oct 08, 2008 2:21 AM

# re: Versioning [SharePoint] Version Management
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If someone creates a draft page and checks it in to share and it is all wrong - how can you remove it as it is version 5.1 above and will not delete when you say to delete all minor versions. I don't want to have to publish the page then roll the previous version back over it - I just want the draft gone
Left by Margarete Krishnan on Dec 16, 2008 9:10 AM

# re: Versioning [SharePoint] Version Management
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Versioning in a normal document library works differently than versioning using Sharepoint publishing (such as on a Sharepoint Publishing site). You cannot restore previous versions - any restores will always be the latest content. If you have a published 2.0 page, then make edits as a minor draft, 2.1, you can not get rid of version 2.1. You cannot publish 2.1 to create major 3.0, then restore the previous major 2.0. So for content editors, there is no going back to the version that everyone else sees. Any ideas?
Left by Belanna on Mar 05, 2009 1:21 PM

# re: Versioning [SharePoint] Version Management
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If one of my power end users blows away v1.0 and I only have 2.0, can I make the 2.0 show as a 1.0 version?
Left by Blake on Apr 01, 2009 2:29 AM

# re: Versioning [SharePoint] Version Management
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As far as I know, since I no longer work on SharePoint now, the versions cannot be changed, but are given by SharePoint itself.
Left by Steffi on Apr 01, 2009 2:39 AM

# re: Versioning [SharePoint] Version Management
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I would like to ask if we can add "version comment" as column in a document library. Because I can see that we can display the version but I dont know how to display the version comment in the document library view.
Left by annie on Jun 05, 2009 12:56 AM

# re: Versioning [SharePoint] Version Management
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While I was working on SharePoint, I didn't find any way of including 'version comment' as a column.

However, I am sure it can be done through code.

Steph
Left by Steph Grima on Jun 05, 2009 4:15 AM

# re: Versioning [SharePoint] Version Management
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May i know if we can edit the version comment.
Left by annie on Jun 08, 2009 1:02 AM

# re: Versioning [SharePoint] Version Management
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Annie, you can display the version history comments in document library.

Go to Settings > Document Library Settings. Under Views near the bottom of the page, select All Documents, or whichever view you would like the column in, and to the right of Columns, check the Display field for Check In Comment. This will display the version history comments.
Left by Christine on Sep 10, 2009 2:30 PM

# re: Versioning [SharePoint] Version Management
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Is it possible to add a minor minor release? IE x.y.z???
Left by Lane Inman on Sep 23, 2009 10:06 PM

# re: Versioning [SharePoint] Version Management
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Can baselining be managed with SharePoint?
By baselining I mean to connect a version of a document to other versions of related documents and be able to come back to all in the future as a baseling.

I was thinking this might be possible using metadata, but am not sure how.
Left by eman on Sep 28, 2009 9:02 AM

# re: Versioning [SharePoint] Version Management
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Is there a way to create a view that shows the published (major) versions only, even if the user has more than read-only (eg. Approvers) permissions on that library?

Currently Approvers see all drafts, but they also need to see the current published version. The only way to retrieve/view the current published major version for any document is to go into the version history.
Left by Hans on Nov 10, 2009 6:00 AM

# re: Versioning [SharePoint] Version Management
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When i check a minor version in this can be see by all users, how can I just have them seeing the previso major version until the checked in minor version has been approved and made a Major version?
Left by Chris Hutchinson on Mar 17, 2010 10:45 AM

# re: Versioning [SharePoint] Version Management
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Really good document for End Users. Thank you.

Andy Dale
http://sharepointvilalge.com
Left by Andy Dale on Oct 13, 2010 6:01 AM

# re: Versioning [SharePoint] Version Management
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How do lock down SP to only show the major versions to users?

Thanks,
Stacy
Left by Stacy on Jun 14, 2011 2:43 PM

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