I was aware of the term "Version Control" but I was not aware of how extensive it is, nor how valuable it can be. I started the video and let it run in the background while I attended to small administrative items on my desk. I quickly realized I needed to carefully pay attention as the content had immediate value. Excellent video (again) ... thank you.
Thanks for this, very useful. My issue at 10:20 is that the column in my view appears blank. Is that maybe some local config weirdness or is there a setting somewhere...?
@@Dougie_Wood So that's interesting, in the hour since posting my comment, there are now two entries called 'Version' in the checkbox list under 'Edit current view'. Selecting the 'other one' (they're named identically) brings up the version number. The first, blank one is manual.
@@Dougie_Wood Haha, that would be easier, or if that is the case, it's an automated process. This library isn't yet collaborative, so I'm the only general user doing anything in there at the moment. The 'blank' version column was the one that appeared the first time I went to edit the current view. The populated one came later. Sounds like a system process, no?
@@Dougie_Wood Sorry, I should have typed it better. We are using the SharePoint versioning numbering and it works great, but I am struggle to add the SharePoint version number to a excel cell, this so that we can confirm if someone prints it out its the correct revision. For some reason it doesn't work like word.
@@MarkBooth-p5c hello! I happened to read your comment ... I'm struggling with the word document instead. How have you managed to insert the version info into the body of the word document? I've tried different solutions incuding power automate but without reaching a clear stable solution
Great Video! Wondering what happens to previous versions of documents if I lower the version to say 5 on the library, but the document has 20 versions. Can I assume that versions 6-20 get deleted (recycle bin or permanent)?
Great tutorial, the issue I have is that when I set the feature up, a lot of my documents aren't version 1. For example, one is version 224? Is there a way to manually reset all documents to version 1 to start fresh?
You would need to transition them into a new document library. We offer a pre-built controlled documents system that has version control, review reminders, approval workflows and the ability to track who has confirmed they have read documents all built on SharePoint. If you would like to get a free demo of the product contact us as Www.valto.co.uk/DW
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Thanks. I have a case where I want to have a table of contest for multiple word documents in a Sharepoint site. In that table i want to get the version number for the different word documents, as well. Do you have a tips for doing that?
You used to be able to do them with quick parts but it became very unreliable and possibly unsupported by Microsoft. We have built solutions with Power Automate. If you would be interested in getting a price use this contact page Www.valto.co.uk/dw
Hi thanks for tutorial. I am curious. Is Sharepoint Version part of Microsoft 365? I subscribed to Microsoft 365 and it seems to have SharePoint but UI looks very different from the tutorial. It doesn't have library settings and looks very different. Thanks.
@Dougie_Wood Thanks for the prompt reply. So what service do I subscribe to to get the same SharePoint like your tutorial? Could you send me the link to the subscription please? Thanks again
@@Dougie_Wood Thank you again. I think I found out why. After signing up with Microsoft 365, it seems Microsoft needed to do some setting up before the account is fully up and running. That's why nothing was like in the demo yesterday. Now after one night, it said SharePoint on top left corner. Thanks.
If i have a file that is older than 6 months, and I set the versioing history to anything older than 6 months, will this delete the whole file as all versions are past the threshold?
I realised that after I posted the question! You don't know the automatic option works do you? It says it will delete versions based on activity and age of when the document was first created?
Specifically relating to the number of versions maintained - do you possibly have a workaround or fix for the issue with versions and retention policies? Our retention policies prevent file deletion for x number of years. This, however, results in documents with 200k versions in the history, as the clean-up process cannot delete the old versions when a new one is added (and autosave just compounds the issue)
@@Dougie_Wood Aye, I know that - however as soon as you have retention policies in place, it prevents the auto cleanup / deletion of old versions when the limit is reached. As an example, I have a library where minor versions are disabled, and major versions is set to a maximum of 250. Our retention policies are set to not allow deletion if the document creation date is less than 1 year. That document library has documents in it with > 30k versions in the history list.
Hey Dougie - awesome video, but the issue we are having is lots of files in a short time window (less than 30 days) with a decent number of versions (50-100) that are all large in size (200mb-300mbs) that are causing us to go over our storage limit! Automatic doesn't seem to resolve it... my boss is never happy when we receive the daily/weekly email saying we are over our storage limit!!! Any suggestions?
You can reduce the amount of versions that the library so storing. I would suggest reducing it right down to what you might actually need like 10 for example.
@@Dougie_Woodfor whatever reason our SharePoint limits the number of versions to a minimum of 100 when you use that option! So unfortunately that hasn’t fixed it
Draft Item Security - How do I control this, I want only users who can edit and approve items can see the drafts, not the other members. At the moment all the members can see the drafts. I want members to see only approved items.
@@asankalk You can change the permission level that is assigned to the members group. If you don’t want them to have ability to see drafts you can choose to remove that when customising permission levels.
How do you actually ADD the comments though.. so they only are appearing in the version history. I want to comment what happend and why that version was created. But i dont want to add a comment that will always stick on the document. I want the comment to be for the version only. how do you comment so that the comment appears in the versioning summary there
My problem is that chaging the amount of versions i want to keep, does not delete the ones i have already; for exemple: my storage is full, i have a massive file in store that has 200 versions of it, how do i make it for it to only have 100? ( i have this problem in many files in many sites )
how to delete all history version of one folder, you have to select file by file ? it was so painful, have to select each by each file.............. Do you know how to do that?
Hey, I am just launching my channel membership, including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin
You would benefit from my channel membership, including, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 More details: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin
I was aware of the term "Version Control" but I was not aware of how extensive it is, nor how valuable it can be. I started the video and let it run in the background while I attended to small administrative items on my desk. I quickly realized I needed to carefully pay attention as the content had immediate value. Excellent video (again) ... thank you.
You are welcome! Thank you for the great feedback! ❤️
Thanks for this, very useful. My issue at 10:20 is that the column in my view appears blank. Is that maybe some local config weirdness or is there a setting somewhere...?
@@tomdarling-fernley3178 have you selected the correct column for the view?
@@Dougie_Wood So that's interesting, in the hour since posting my comment, there are now two entries called 'Version' in the checkbox list under 'Edit current view'. Selecting the 'other one' (they're named identically) brings up the version number. The first, blank one is manual.
@@tomdarling-fernley3178 sounds like someone has created their own column and named it version to confuse things for you 😂
@@Dougie_Wood Haha, that would be easier, or if that is the case, it's an automated process. This library isn't yet collaborative, so I'm the only general user doing anything in there at the moment. The 'blank' version column was the one that appeared the first time I went to edit the current view. The populated one came later. Sounds like a system process, no?
Hello do you have any tutorial's on how do add SharePoint version numbers on to Excel documents?
As in the title, in the document or a version number in the view on SharePoint?
@@Dougie_Wood Sorry, I should have typed it better. We are using the SharePoint versioning numbering and it works great, but I am struggle to add the SharePoint version number to a excel cell, this so that we can confirm if someone prints it out its the correct revision. For some reason it doesn't work like word.
@@MarkBooth-p5c you’d be best doing this with a power automate workflow
@@MarkBooth-p5c hello! I happened to read your comment ... I'm struggling with the word document instead. How have you managed to insert the version info into the body of the word document? I've tried different solutions incuding power automate but without reaching a clear stable solution
Great Video! Wondering what happens to previous versions of documents if I lower the version to say 5 on the library, but the document has 20 versions. Can I assume that versions 6-20 get deleted (recycle bin or permanent)?
Yes
Great tutorial, the issue I have is that when I set the feature up, a lot of my documents aren't version 1. For example, one is version 224? Is there a way to manually reset all documents to version 1 to start fresh?
You would need to transition them into a new document library.
We offer a pre-built controlled documents system that has version control, review reminders, approval workflows and the ability to track who has confirmed they have read documents all built on SharePoint.
If you would like to get a free demo of the product contact us as
Www.valto.co.uk/DW
Great tutorial! I found it very helpful. Thank you.
Glad you found it useful Stacy 😃
Hey, I am just launching my channel membership starting from £0.99, and other levels including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖
I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin
You would benefit from my channel membership, including, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖
More details: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin
Thanks. I have a case where I want to have a table of contest for multiple word documents in a Sharepoint site. In that table i want to get the version number for the different word documents, as well. Do you have a tips for doing that?
You used to be able to do them with quick parts but it became very unreliable and possibly unsupported by Microsoft.
We have built solutions with Power Automate. If you would be interested in getting a price use this contact page
Www.valto.co.uk/dw
Hi thanks for tutorial. I am curious. Is Sharepoint Version part of Microsoft 365? I subscribed to Microsoft 365 and it seems to have SharePoint but UI looks very different from the tutorial. It doesn't have library settings and looks very different. Thanks.
@@Ryannz119 yes it is native feature of SharePoint 👍
@Dougie_Wood Thanks for the prompt reply. So what service do I subscribe to to get the same SharePoint like your tutorial? Could you send me the link to the subscription please? Thanks again
@@Ryannz119 it’s just SharePoint online
@@Dougie_Wood Thank you again. I think I found out why. After signing up with Microsoft 365, it seems Microsoft needed to do some setting up before the account is fully up and running. That's why nothing was like in the demo yesterday. Now after one night, it said SharePoint on top left corner. Thanks.
If i have a file that is older than 6 months, and I set the versioing history to anything older than 6 months, will this delete the whole file as all versions are past the threshold?
@@RichardJones73 no it is not based on age it’s on numbers of versions
I realised that after I posted the question! You don't know the automatic option works do you? It says it will delete versions based on activity and age of when the document was first created?
Specifically relating to the number of versions maintained - do you possibly have a workaround or fix for the issue with versions and retention policies? Our retention policies prevent file deletion for x number of years. This, however, results in documents with 200k versions in the history, as the clean-up process cannot delete the old versions when a new one is added (and autosave just compounds the issue)
You can limit the amount of versions that a library will allow, I would just lower the amount of versions it would allow to something more sensible
@@Dougie_Wood Aye, I know that - however as soon as you have retention policies in place, it prevents the auto cleanup / deletion of old versions when the limit is reached.
As an example, I have a library where minor versions are disabled, and major versions is set to a maximum of 250. Our retention policies are set to not allow deletion if the document creation date is less than 1 year.
That document library has documents in it with > 30k versions in the history list.
Hey Dougie - awesome video, but the issue we are having is lots of files in a short time window (less than 30 days) with a decent number of versions (50-100) that are all large in size (200mb-300mbs) that are causing us to go over our storage limit! Automatic doesn't seem to resolve it... my boss is never happy when we receive the daily/weekly email saying we are over our storage limit!!! Any suggestions?
You can reduce the amount of versions that the library so storing. I would suggest reducing it right down to what you might actually need like 10 for example.
@@Dougie_Woodfor whatever reason our SharePoint limits the number of versions to a minimum of 100 when you use that option! So unfortunately that hasn’t fixed it
@@Ironsteal3 have you changed it on the library level?
Draft Item Security - How do I control this, I want only users who can edit and approve items can see the drafts, not the other members. At the moment all the members can see the drafts. I want members to see only approved items.
@@asankalk You can change the permission level that is assigned to the members group. If you don’t want them to have ability to see drafts you can choose to remove that when customising permission levels.
If I had two separate pdfs of a document, Version 1 and Version 2. Is there a way to merge these items within sharepoint?
You’d have to manually merge them and then re upload as a 3rd doc. There no merge feature in SharePoint
Great video!
@@vedrangaleta7063 thank you 🙏
How do you actually ADD the comments though.. so they only are appearing in the version history. I want to comment what happend and why that version was created. But i dont want to add a comment that will always stick on the document. I want the comment to be for the version only. how do you comment so that the comment appears in the versioning summary there
Select the item in the library and go to “publish” and add a comment 👍
My problem is that chaging the amount of versions i want to keep, does not delete the ones i have already; for exemple: my storage is full, i have a massive file in store that has 200 versions of it, how do i make it for it to only have 100? ( i have this problem in many files in many sites )
Reduce the amount of version allowed on the library
Thanks, good overview!
You are welcome Brendan! 🙏
how to delete all history version of one folder, you have to select file by file ? it was so painful, have to select each by each file..............
Do you know how to do that?
You could likely powershell it 👍
@@Dougie_Wood i dont have any idea how to do that with powershell, i have low space here, may you show any video about it?
Can you make version comments mandatory ?
I don’t think you can make it required 👎
Your videos are fantastic Dougie but ask the boss for a good microphone and they'll be even better and you won't sound like you're in a biscuit tin 🙂
Thank you for your kind words, I will have a word with myself about the mic 😉
Hey, I am just launching my channel membership, including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖
I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin
You would benefit from my channel membership, including, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖
More details: ruclips.net/channel/UCbl8QtLtzfnv6jPoc8gPqFQjoin