Microsoft Office Tutorials and References
In Depth Information
When you enable content approval, major and minor versions work differently than they do
without it. When a document is checked in as a minor version, its approval status is Draft. If
that document is published as a major version, its status becomes Pending. Only Pending
versions can be approved; you cannot approve a minor version. When that Pending document is
approved, that’s it. It’s approved, and everyone can finally see it.
If a major version is rejected, it is indicated as such and treated as if it is still pending,
meaning that others can’t see that version of the document, and it is still not editable by anyone but
the owner or people allowed to view draft documents.
The approval process may sound a little complicated, but it works like this in practice: when you are
jotting down ideas for a document and creating a really rough draft of what you have in mind, you
might want to save a copy to the library for safekeeping. If you don’t want everyone to read it, you can
save it as a minor version. That makes it a draft in the library that is not ready for approval yet and not
visible to average contributors of the list—if you set draft item security correctly.
You keep work ing on it, fleshing it out. You then save your changes to the librar y again, but this time
you save the changes as a major version. Now they are pending approval, so the people on your staff
who can approve items in the library are aware that they need to look at the document now.
Then one of them reads the pending document and either approves it for everyone to work on or
rejects it from general consumption with a comment so you can see what you need to ix in order
for the document to be ready to be contributed to.
Every time a user opens the document and edits it, a new version is saved, in which they can decide
whether their changes are minor or major, and the approval process starts again.
To enable content approval on a library, follow these steps:
1. Go to that library’s content page; click Library Settings in the Library ribbon.
2. On the Document Library Settings page, click the Versioning Settings link in the General
Settings category.
The Versioning Settings page will appear (Figure 8.34). The first section, Content
Approval, is where you choose Yes or No to require content approval for submitted items.
The Draft Item Security section is where you can configure who can see a draft or
unapproved document item.
3. To configure your Content Approval settings on this page, click Yes in the Content
Approval section.
4. In the Draft Item Security section, select Only Users Who Can Approve Items (And The
Author Of The Item) for this example.
5. All other settings on this page have already been configured, so click OK. Go back to the
Shared Document library’s content page.
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