SharePoint 2016 Site Owners

SharePoint 2016

Lesson 3 – Adding and Configuring Libraries

TOPIC B: C ONFIGURE V ERSIONING S ETTINGS As your team adds or modifies documents they are collaborating on, they would like to approve edits and back track to previous revisions of documents. In this topic, you will configure version and content approval settings. V ERSIONING S ETTINGS You use the Versioning settings group to enable document versioning, version history, check- out and check-in, and content approval. The versioning settings contain the following configuration settings.

SETTING

DESCRIPTION

Content Approval

Enable or disable content approval. When you enable content approval, changes to new and existing items remain in draft form until approved by an authorized approver. You can specify which users can view drafts. Typically, the ability to read drafts is granted only to users designated as content approvers. Enable or disable document versioning. There are two options to enable version history: create only major versions or create major and minor (draft versions). You can also specify limits for the number of major versions and draft version per major version SharePoint should retain. Limiting the number of versions retained saves storage space. Enabling either versioning option makes version history menu items available for items in the list or library. Specify who should be able to open draft versions of document. Options are:

Document Version History

Draft Item Security

Any user who can read items (default) Only users who can edit items Only users who can approve items

• • •

Require Check Out

Enable or disable document check out. If enabled, users must check out documents before they are allowed to edit them.

C ONTENT A PPROVAL In SharePoint with the Content Approval feature enabled in a list or library, content that is posted to the list or library is only visible to the user who posted the item and content approvers until it is approved by a content approver. When content approval is enabled, two views are added to the list or library: • Approve/reject items : This view allows content approvers to set the approval status of items to Approved , Rejected , or Pending . • My submissions : Users can use this view to see the status of items they have submitted. With content approval enabled, when new items are added, or existing items are updated, SharePoint sets their approval status to Pending . Items with a Pending status are only visible to

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