Create versions on document

What is “Version Control” function?

Version control function allows users to manage the version of document so that user can view the previous version of the same document, backup documents, and restore documents.

Youtube Tutorial

How to setup?

1. Click “Library Settings”
2. Click “Versioning settings” in “General Settings”
3. “Content Approval” means whether the new version of the document requires approval. If the new version is rejected, the document will be returned to creator and only be visible to its creator and all users who can see draft items.
4. “Document Version History” means whether to create minor (draft) versions. You can also decide the number of versions to be kept.
5. “Draft Item Security” means that who can see draft version.”Any user who can read items” means the all people can see draft items. “Only users who can edit items” means people who can edit items can see draft items. “Only users who can approve items” means approvers and creators can see draft items.
6. “Require Check Out” means whether to require check-out before editing. If you select “No”, there is a risk that many can edit the items at the same time.

How to use in the real situation?

If you want to add document…

1. Click “Add document”
2. In “Upload Document”, select the files you want to upload
3. In “Version Comments”, enter the description of the file
4. Click “Ok” to upload the files

If you want to edit the documents…

1. Click the file under column of “Name”
2. Select “Check-out and edit”
3. After editing the document, click “File”, then select “Check-in”
4. Select version type of this document, “Minor Change” or “Major Change” or “Replace draft”
5. The file will then be uploaded back to sharepoint.