Microsoft Office Tutorials and References
In Depth Information
As you can see in Figure 8.40, there is only one version for this document, and the version
number is 0.1. Although you might think that publishing a document to a major version may change
the version, with content approval enabled it doesn’t. Publishing a document only moves the
document from a Draft state to a Pending approval state (you can see that its Approval Status setting
is Pending in the Version History box). If you go from draft to major or even save a document as a
major version, the version will not actually change to a whole number until it is approved.
Remember also that this is exactly what drives draft item security. People who are not
allowed to see draft versions cannot see a version of a document if it is not approved.
Pending, Rejected, or Draft items are not viewable by anyone who can’t approve items and
isn’t the creator of the items with our current draft item security setting. If the version is not
a whole number and draft item security is set to allow only authors and approvers to see a
draft version, then users will not be able to access or even know about a draft version of a
document until it is made a major version and then approved. This process is designed to
help prevent a document from exposing data that might still be speculation or poorly worded
and revealing it to less-informed, less-qualified, and possibly less-secure library users.
WHAT DO YOU MEAN IT’S ALREADY CHECKED OUT?!
There is an interesting glitch in the way the library displays versions when content approval is
enabled and Draft Item Security is set to allow only those who can approve items to view drafts.
If a document was approved in the past, even if its current version is in a draft stage, that past
version will be displayed to all users as Approved. Users may be tempted to click the document so
they can edit it.
When they do, the document might fail to open (depending on the version of Word you are using)
with a clear error.
In other cases (say, with Word 2010), the user might be able to open it, but it will unexpectedly be
read-only (even if they checked it out before opening it), and they will not see the latest version of
the document but the previous, approved one. Further, there will be a warning saying the document
is checked out to someone else, even if they just checked it out themselves.
In other words, with Draft Security set to allow only the author or approvers to see draft items, a new
document that is in a draft state and has never been approved will be completely invisible to users
who don’t have the right to approve items (or are not the item creator) until the item is approved and
suddenly appears in the library. However, if a previous version of the document was ever approved,
the document will not be invisible. In fact, it will not correctly display its status (Pending, Rejected,
or Draft) to nonapproving users because they are not supposed to see the status. All they will see,
mistakenly, is the approved version of the document listed.
This is unfortunate. It can make trying to figure out what can be edited and what can’t be edited
very frustrating. One way around this problem is to let users who can edit items see draft versions
of documents, so they at least know when a document’s current version is a draft. Just remember,
that means they can access it too.