Sharing Access to Hidden Draft Documents in SharePoint 2013

Documents in libraries with draft item security enabled are version controlled and only allow access to draft versions if the user is either part of the approvers group or that user is the original author.

Outside of these specific instances a regular user cannot view drafts which can be an issue for users who have to review or view documents.

Currently the best solution we’ve found to this issue is to first grant Unique Permissions on the specific document, and then to specifically grant approval rights on users who will be part of the review process, once the process has finished unique permissions on the document can be revoked. This process is covered step-by-step below.

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Checking for Broken Links in SharePoint 2013

I have recently released a new article on removing broken links focused on enterprise users, although for small scale SharePoint deployments this tool may be enough for anything larger than a few users I would suggest reading up on QIpoints excellent Broken Link Manager.

It’s a worthwhile investment to spend some time every once in a while making sure that within SharePoint, links that users may have added are not becoming broken as broken links can cause issues such as users no longer being able to find important information, navigation breaking down and images not appearing as they should. Not to mention the strong affect it has on user experience. In isolation these things may not cause too big of an issue but together they could spell doom for your SharePoint deployment.

The Search Engine Optimization Toolkit is a Microsoft product which can be downloaded here for free which allows you to check links for any website, but it also works very well within SharePoint.

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Quick Guide: Locating Missing SP Files

It’s very easy for a SharePoint user to lose a document in a library, either because they forgot to add metadata to it which meant the file is now suddenly not where they would expect in filtered views to simply forgetting to check the file in which means they can’t search for it. Keep reading for a few simple methods of locating a document in a library.

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How to Group Library View by Content Type

When creating library views in SharePoint you might have noticed that you can group by virtually any field available in a certain document plus a whole host of SP specific fields such as ‘Checked Out To’ yet for some reason you can’t group by the Content Type of a document, theirs no obvious reason I can see why this would be the case but luckily there is a pretty simple workaround!

To do this will require SharePoint Designer which can be freely downloaded on the Microsoft site here. It’s also worth bearing in mind that this modification will be lost if the view is modified afterwards within SharePoint.

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How to Create a ‘Related Items’ Column on a Custom List

There are two slightly different types of Related item columns one is what is called a ‘Lookup Column’, This allows you to link to any items from a particular location in the current subsite. The other option is a ‘Related Items’ column which allows you to link to almost any item in SharePoint however it does have a few significant drawbacks.

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How to Add Document Templates (Content Types) to a Library

Document templates in SharePoint are a very important tool that can be the difference between a well organised intranet or a mess of documents containing different styles, metadata, content etc. So it’s important to know how to add document templates to libraries.
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How to Create and Modify SharePoint Views

Rather than creating Folders, which can and generally will cause  issues in SharePoint, to organize your documents, it’s far more useful to create Views.

A View is simply a filtered and ordered listing of a Library. When you create a view you can store it either for general use, or for your own personal use (it’s tied to your username).

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Creating a SharePoint Blog Through Word 2013

In this guide I’ll cover how to publish blog posts with Microsoft Word 2013 and SharePoint 2013. Now Microsoft Word has had blogging capabilities since 2007 and they’ve not changed too much in all those years but it is a powerful feature nonetheless and certainly worth covering.

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