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ChrizK
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Joined Aug 04, 2020
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Sharepoint versioning - limit the number of Minor (draft) versions
Hi, My current organisation implemented Teams some time ago. Obviously, using a collaborative tool such as this starts to amass files. We have chosen to implement Check-out and Versioning on a Library. We don't necessarily want to keep many historic copies, but want to ensure edits are not saved unnecessarily, and want the ability to go back/restore if required. We have now reached a point where warning emails are being received "Approaching SharePoint Site Storage Limit". On investigation, I have found one user is happily saving minor versions of his document, currently the 20MB file is taking up 870MB, being 17% of our allocated storage. He doesn't need all these historic copies, and so I want to limit the number of minor versions, my chosen limit being 5 minor versions. I can only find options to limit the number of Major Versions, and the number of Major versions which have associated Minor versions. MS articles state "The maximum number of minor versions between major versions is 511." There is no mention of setting a lower limit that I can find. Is it correct that there is no way to limit the Minor versions? It seems crazy that a user can create a minimum of 100 major versions + 511 minor versions, especially as we are having to work to an enforced storage limit. Why shouldn't anyone be able to limit the minor versions? >>>>>>>>>>>>>>>>>>>>>>>>> This https://support.microsoft.com/en-us/office/how-versioning-works-in-lists-and-libraries-0f6cd105-974f-44a4-aadb-43ac5bdfd247 discusses 'tracking', "Others only track the major versions". What does this mean? Is tracking actually storing/saving, ie only the ability to store major versions? The change in terminology indicates that I could possible switch to Create Major Versions but somehow keep the ability to create Minor Versions, with only Major being tracked. I suspect this is just a poor choice of wording in the article 😞 Out of interest, if I were to attempt to change my library settings from Create major and minor (draft) versions to Create major versions, what would happen? I dare not try as it could potentially wipe out my colleagues (current) minor versions without warning!Re: Document in "Read-only" mode all the time
ChrizK Replying to myself as the instructions are correct. Coincidently, I have been struggling again with Read Only. More of a coincidence, someone added to this thread which triggered my email. This is fortunate, as it made me read my own instructions. As I had a vague recollection of this problem, I thought I had stopped the OneDrive app during my investigation of the current problem, but Read Only persisted. This morning, I read the email and my own reply again. I checked OneDrive and found that there was a Sharepoint folder added to sync, but with zero bytes usage. Again, I have absolutely no idea how it was added, and I don't think it was even related to the folder I had the problem with (other than being the same Teams Channel, which means it shares the same Sharepoint Document folder). Anyway, I removed this from OneDrive sync, and my document now allows me to turn on AutoSave once more (I still have major/minor checkout enabled).Re: Please help! Data > Get Data (from File) is driving me insane
Riny_van_Eekelen Thank you. As you would expect, your suggestion works perfectly ...the simplest solution is often the best. Not knowing that Get Data actually is Power Query (on PC). https://support.microsoft.com/en-us/office/about-power-query-in-excel-7104fbee-9e62-4cb9-a02e-5bfb1a6c536a I am however at a bit of a loss as to how PQ can be used for validation. Perhaps this is just a basic understanding of what I mean by validation. As an example, I want to validate 'field one' is the correct date format. I use =IF(COUNTIF(C2,B2),"PASS","FAIL"), with my expect result being ????-??-?? This results in PASS which I can easily see, especially with conditional formatting. As PQ appears to be Extraction>Transform>Load, how could I validate the content of fields within a CSV?Re: Does it take an Admin to override Check Out?
I have half answered my question. I have opened Library Settings > Manage Files which have no checked in version (you need to be viewing Documents to see Library Settings). I was prompted to request permissions to view this option. I thought this request would go to Global Admin, but strangely, it went to one of my colleagues. I find this strange, as I thought I was listed as an owner of the site, but he accepted it, and I received an email "Administrator has responded to your request, Good news. You now have access to ...". Now that I have access, I see a list of all Checked Out Files. Instead of choosing to override checkout (check-in/discard), it appears I have to Take Ownership of a file. I am guessing this takes ownership of the pending changes, rather than the last checked in file. Not quite what I had in mind, but it is a workable solution. This would answer my question, but I have since found a file that is locked by check out from SHAREPOINT/system. This file is not shown in the list of Checked Out Files, and so I am trying to find a way to contact the elusive Global Admin. NB the file is MP4, I can see properties of Duration, Bit Rate, but I cannot open in Teams as it is reported as having no content, and Chrome just says that the video can't be played.How to Automate Approval of a Document using Flows
NB I have posted the same question on powerusers.microsoft.com, but noticed that some questions have been unanswered for a year, and I am confused why there appear to be two forums. This forum appears to be more active, and so I hope you don't mind me double posting. ---------------------------------------------------------------------------------------------------------- I am just starting out with Flows (absolute beginner), and so I would appreciate some help. There are templates for Approvals, which illustrates that they are a key requirement. However, I haven't found a method to request a dynamic list (internal email) of approvers, and to track the Approval Status of a document. The scenario is fairly basic, as a team, we have various documents which need recorded approval for compliance reasons. Generally, these are MS Word documents, although I assume the method could be the same for any type. The list of approvers will depend on the document, and the project teams. In my case, they are expected to be internal/on the company MS Exchange server. The documents will be stored on Sharepoint (modern/O365). My first thought is to have a visible Approval Status as a document property/field in Sharepoint, initially being "No Status". I would like to trigger a workflow by changing the status to "Requested". By doing this, I would like to be prompted to add a distribution list (email), and for the recipients to receive the Approval Notification. In my case, it would only change the Approval Status to Approved once unanimously accepted (it would be even neater if the named Approver could delegate). The document should be available to anyone throughout (before and after approval) as per the granted permissions. I guess there would be a need for 're-approval' so that I can change the list, and also a method to prompt those that have not responded. I briefly tried the above, but failed immediately, as there does not appear to be a file property for Approval Status. NOTE TO MICROSOFT: Given the templates, wouldn't it be a good idea to have this as a default? So, looking at the templates, I spot that Forms can be used. This instantly had my mind racing. I could add the following to a form, which would trigger the workflow, collecting the required data from the form ...brilliant! · Owner (email) · Document name and location · Approvers (email) · Notes (to be sent as a 'cover letter') Additionally, if workflow accepts it · Required by (date) I think it is fairly obvious what the intention is, to fill in the form, save it, trigger workflow, and wait for my document to be Approved (or otherwise). Would be great if workflow can also send out reminders if the approvers do not respond, but I doubt there is a method to trigger this(?) Anyway, I look into forms, and see several youtube videos showing doing the same thing over and over again ...sending out a questionnaire Are there forms that are more business orientated, that integrate with MS Exchange / Teams (allowing me to select valid email recipients)? Would the idea of using a form in this scenario work? If not, has someone achieved the scenario using a different method? Thank you in advance of some much needed help.Re: Does it take an Admin to override Check Out?
Thanks for your response ChristianBergstrom , I understand the concept of Checking, my question is more so, who/what is 'Admin'? As discussed, I believe this should be a Team owner, but this does not appear to be the case. Can a 'user' (I guess, as defined by Outlook/Exchange, or perhaps Active Directory?) become a site owner to perform this role? The problem being, I have no sight of 'high level' Admin in a multi-national company. Less so, as the IT function is not local. In a world of amalgamation, this is obviously not uncommon, hence my point of view that a Team Owner should have the ability to Discard Check In. I would appreciate an explanation of what Admin is in this regard, and if the Discard ability can be delegated to a 'mere user'.How does Version History work WITHOUT Check Out?
Hi, I have found the concept of Checking Out/In easy to understand, and have always chosen to use it. It appears Sharepoint Modern/O365 provides intelligent co-authoring, which may negate the need for Check Out, but I have concerns with version history/control. I have removed the need for Check Out in Library settings, and edited a document (Excel workbook). To my dismay, it appears that the AutoSave is resulting in a new Minor version every time I make a change. Is my observation correct? Surely that would make no sense, as the potential impact on storage could be huge. It also makes versioning cumbersome and unclear, as many versions would have no 'purpose'. As an aside, could someone tell me if complete documents are saved for each historic version, or if there is intelligent differential being applied? The listed Size in Version history indicates that it is a full document...
