Enable and configure versioning for a list on a site

One of the many decisions that you must make when you set up a list concerns versioning. Do you want to retain versions of each item each time it is edited? If so, how many versions? Do you want all site users to see all draft versions, or should they be visible only to the originator and people with Design or Full Control permissions? The decision you make in each of these cases depends on the type and importance of items in the lists, the purpose of each item, the needs of your user group, and the level of security you must maintain.

In this article

Why enable versioning?

Versioning settings – How they work

Enable and configure versioning in a site list

Remove versioning from a list

Why enable versioning?

When versioning is enabled in site lists, you can track and manage information as it evolves. You can look at earlier versions and recover them, if necessary. That is very handy, for example, when people realize that earlier versions of an item might be more accurate than later ones. Some organizations retain multiple versions of items in their lists for legal reasons or audit purposes.

By default, versioning is turned off. To turn it on and implement your versioning decisions, you must either have Full Control or Design permissions.

Versioning settings – How they work

The Versioning Settings dialog box contains three sections for lists. Each section requires decisions when you set up a list. Of course, if you have the necessary permissions, you can change the settings at a later date.

  • Content Approval section   . Use this section to decide whether or not to require content approval for items submitted to the list.

  • Item Version History   . Use this section to select the various versioning options that are available to you. The following table lists each option and the impact of choosing it.

Selection

Impact

Create a version each time you edit an item in this list?

No is the default setting. If you select Yes, a new version of the item is created each time the item is edited. A Yes in this section does affect the selection you can make in the Keep drafts for the following number of approved versions section of the Versioning Settings dialog box.

Keep the following number of versions

If the check box for this optional setting is selected, the number below it indicates how many versions of the item are retained in the list. If, for example, that number is 25, the oldest version is deleted when the 26th version is created. Then, only versions 2-26 are available.

Keep drafts for the following number of approved versions

This option applies only when Yes is selected in the Content Approval section of the Versioning Settings dialog box. If that is the case, you can determine the number of drafts that you want to keep for each approved version. Unless you have a legal or otherwise special requirement, you probably do not need to retain all drafts for each approved version. You might, for example, opt to retain drafts for only the most recent five approved versions.

  • Draft Item Security section   . Use this section to determine who should see drafts of items that are not yet approved.

    Important    This option is only available when the Content Approval section is set to Yes.

    You can allow any user who has Read permissions to the list to view the drafts, or you can restrict the view to only those users who can edit items or to only the author of the item and the people who can approve items.

Top of Page

Enable and configure versioning in a site list

Take the following steps to enable and configure versioning in a list.

  1. Navigate to the list you plan to work in. If the list name does not appear in the Quick Launch pane, click All Site Content, and then select the name of your list.

  2. On the ribbon, in the List Tools group, click the List tab.

  3. Click List Settings . List Settings Button on a SharePoint ribbon The List Settings page opens.

  4. Under General Settings, click Versioning settings. The Versioning Settings dialog box opens.

  5. In the Item Version History section, under Require content approval for submitted items?, select Yes.

  6. Optional: Select the number of versions you want to retain in the list.

  7. Optional: Select the number of approved versions for which you want to retain drafts. This option is available when you select Yes in the Content Approval section.

  8. Optional: Determine which users should be allowed to see draft of items that have not been approved. This option is only available when Require content approval for submitted items is set to Yes in the Content Approval section In the Draft Item Security section, select one of the following.

    • Any user who can read items. This selection allows access to anyone who has Read permissions to the site.

    • Only users who can edit items. This selection restricts the view of drafts to those who have permissions to edit.

    • Only users who can approve items (and the author of the item). This selection restricts the view to only the original author of the item and those who have permissions to approve items in the list.

  9. Click OK to close the dialog box and return to the List Settings page.

Top of Page

Remove versioning from a list

You may determine, after a while, that versioning is not really necessary for your list. If you have Full Control or Design permissions, you can remove versioning from the list.

  1. Navigate to the list you plan to work in. If the list name does not appear in the Quick Launch pane, click All Site Content, and then select the name of your list.

  2. On the ribbon, in the List Tools group, click the List tab.

  3. Click List Settings List Settings Button on a SharePoint ribbon. The List Settings page opens.

  4. Under General Settings, click Versioning settings. The Versioning Settings dialog box opens.

  5. On the List Settings page, under General Settings, click Versioning settings.

  6. In the Item Version History section, under Require content approval for submitted items?, select No.

    This removes any entries you previously created in this section.

  7. Click OK to close the dialog box and return to the List Settings page.

Top of Page

Applies To: SharePoint Server 2010, SharePoint Foundation 2010



Was this information helpful?

Yes No

How can we improve it?

255 characters remaining

To protect your privacy, please do not include contact information in your feedback. Review our privacy policy.

Thank you for your feedback!

Change language