Tag File Management

Sharing Access to Hidden Draft Documents in SharePoint 2013

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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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Quick Guide: Locating Missing SP Files

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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

shaun.wilkinson 7 Comments

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

shaun.wilkinson 5 Comments

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

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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

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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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