Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review. When versions are tracked, revisions to the items are stored enabling you to better manage content as it is revised and even to restore a previous version — for example, if you make a mistake in the current version.
With EasyCom’s SharePoint Services you can use versioning to do the following:
- Record a version history – When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when the file was changed. For example, if someone changes the due date of a list item, that information appears in the version history. For documents, you also see comments that people include about their changes.
- View a previous version – You can view a previous version — for example, to refer to a previous guideline — without overwriting your current version.♦
- Restore a previous version as your current version – Did you make a mistake in a current version? Or perhaps you need to restore part of a document that you deleted. You can easily replace your current version with a previous version. Your current version then becomes part of the version history.
- Check-In- When you check-in a file, you can type comments about the changes that you made to the file. This helps people understand what changes you made to the file while you had it checked out. Check-in comments are especially helpful if several people work on a file. The comments become part of the file’s version history, which is helpful if your file will have several revisions.♦
- Check-Out –When you check-out a file, a version is created only when you check the file back in, so that you can specifically designate when a version is created. When you check-in the file, you are prompted to provide comments about the changes that you made, which helps to create a more meaningful version history.♦
- Versions Types – With both major versions and minor versions are being trackable, you can be prompted to choose which type of version on check-in. Checking in a minor version creates a draft copy of the file while major versions can trigger content approval processes.
- Content Approval – When you are ready for people to approve the file, you must publish the draft as a major version.