Forum Discussion
Hide version history from external users (link sharing)
Barbara_EM It is not possible to apply different permissions to document versions. One possible approach might be to use a flow to "move" document versions to a different library where you can use permissions to prevent external users from accessing the items. The "move" needs to be made using a different security context because the external user will not have write permissions in this shadow library.
This also affects your internal users: they need to go to a separate library to access the versions. Search will also return search results from this other library. This is far from ideal.
One more thing: are the external folks allowed to see the changes in the latest document version from the different users? making sure they don't see that may also be tricky.
Summary: this seems like a requirement that is hard to implement
Paul
Hi Paul
Thanks a lot for your answer. I hesitate to duplicate documents - that can only lead to mistakes and confuse my users. I found this solution, but I can't make it work the way I need it to: https://sharepointmaven.com/how-to-prevent-users-from-accessing-old-versions-of-a-document/
To answer your question: yes, the external users should be able to see and edit everything in the latest version. They just shouldn't be able to see older versions.
Best,
Barbara
Barbara_EM
Moving/copying documents around is bad. Fully agree.The "CUSTOM PERMISSIONS LEVEL" approach should work.
One thing you should also check is whether the external users connect using OneDrive for Business.
If they use local copies and the sync has not yet run then they will have access to a previous version. Perhaps theoretical but something to be aware of.
PaulHi Paul
Thanks a lot for your answer and for the pointer about OneDrive. I'll keep that in mind.
If you don't mind, would you be willing to help me make the custom permissions approach work? What group do I give these custom permissions? Website visitors only have Read rights at the moment. I don't understand how this goes together with the edit rights we give external users when we invite them via link sharing.
Best,
Barbara