Last weekend I have been attending this year’s ShareCamp at Microsoft in Unterschliessheim. It has been an awesome event: two days ‘nothing but sharepoint’. I had offered to talk about my favorite SharePoint subject ‘Document Management’ (SharePoint 2013 – Versioning and Document Sets) and I was really surprised that so many participants wanted to hear that. To me this shows that -although DMS with SharePoint might not be a Level 400 session- it is still considered interesting and is demanded by many sharepoint users.
During my session there has been a question on how versioning works with Document Sets and Documents that have been saved to a Document Set. OK – let’s have look:
First I create a document library and activate versioning. I use major and minor versions in this example.
After that I add the Document Set content type to this library. To do this I need to allow the management of content types for this library first.
Now I add a new Document Set with two documents to the library:
This Document Set is labeled with Version 1.0:
Now I change Document1 and have a look on its version:
As expected: the document’s version changed to 0.2 – but the version of the document set is still unchanged. The version of a document set is not increased automatically when a document that is saved inside is changed. A new version of a document set can be created manually by using the document set’s ribbon:
To create a new version of a document set simply click on ‘Capture Version’:
The version history of the document set now looks like this:
Last weekend I have been attending this year’s ShareCamp at Microsoft in Unterschliessheim. It has been an awesome event: two days ‘nothing but sharepoint’. I had offered to talk about my favorite SharePoint subject ‘Document Management’ and I was really surprised that so many participants wanted to hear that. To me this shows that -although DMS with SharePoint might not be a Level 400 session- it is still considered interesting and is demanded by many sharepoint users.
During my session there has been a question on how versioning works with Document Sets and Documents that have been saved to a Document Set. OK – let’s have look:
First I create a document library and activate versioning. I use major and minor versions in this example.
After that I add the Document Set content type to this library. To do this I need to allow the management of content types for this library first.
This Document Set is labeled with Version 1.0:
Now I change Document1 and have a look on its version:
As expected: the document’s version changed to 0.2 – but the version of the document set is still unchanged. The version of a document set is not increased automatically when a document that is saved inside is changed. A new version of a document set can be created manually by using the document set’s ribbon:
To create a new version of a document set simply click on ‘Capture Version’:
The version history of the document set now looks like this:
Version 2.0 of the document sets now holds version 0.2 of Document1 and version 0.1 of Document2. Creating a new version of a document set is like creating a snapshot and can be a real life-saver!
Conclusion: if you use document sets and versioning you should be aware of this:
- if the version of a document inside a document set changes, the version of the document set remains unchanged.
- versioning of a document set can be done manually (by using the document set’s ribbon)
- versioning of a document set is like creating a snapshot (similar to creating a snapshot in a VM)
Version 2.0 of the document sets now holds version 0.2 of Document1 and version 0.1 of Document2. Creating a new version of a document set is like creating a snapshot and can be a real life-saver!
Conclusion: if you use document sets and versioning you should be aware of this:
- if the version of a document inside a document set changes, the version of the document set remains unchanged.
- versioning of a document set can be done manually (by using the document set’s ribbon)
- versioning of a document set is like creating a snapshot (similar to creating a snapshot in a VM)
Oliver Wirkus was a speaker at ESPC 2013. Check out Oliver’s blog for more insightfull blogs!
For more SharePoint content from Oliver and other SharePoint specialists check out our resource centre!
