Home > Uncategorized > Limit number of versions to retain in a document library doesn’t work

Limit number of versions to retain in a document library doesn’t work

UPDATE

I have had an update from Microsoft on this issue, apparently the wording is wrong.

It will retain the number of major versions entered, but the number for minor versions is not to limit the number of minor versions, but to limit the number of major versions that have minor versions (Does that make sense?).

For example, if I set major versions to 10 and minor versions to 2, it will show me 10 major versions of which 10 and 9 will have minor versions still available.

The problem here is that I can still create 100 minor versions so this is not helping me limit the amount of versions my users keep and keep my storage costs down

n a document library under “Versioning Settings” you can choose to set the number of major and minor versions to retain.

Number of version to retain

This does not work! You are still able to create more than the number of versions specified in both major and minor

Version

Version

I have spoken to Microsoft and they have confirmed this to be a “design limitation”. Has anyone ever got someone at Microsoft to say “bug”?

I’ll keep you updated if I get a fix for this.

Advertisements
Categories: Uncategorized Tags: ,
  1. Ravi
    3 April 2008 at 6:42 pm

    Curious if you had any comments or updates on this. Would love to see a solution to control the number of minor/draft copies per major version.

  2. VJ
    22 May 2009 at 10:20 am

    Hi Toby, The MS help pages has the following info regarding the limit of versions – “If you limit the number of versions to retain, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin. ” The update from MS in your post seem to sugest a different conept. Please let me know if you have any update. Thanks. VJ

    • 22 May 2009 at 10:34 am

      Hi VJ, The MS help quote is still correct. Old versions are always permanently deleted. My post is about how this is applied. I was looking for a solution on how to retain a certain amount of major and minor versions

  3. VJ
    22 May 2009 at 10:58 am

    SP site retains the current version plus the number of older versions mentioned in the Version Settings page. Thanks, VJ

  4. JB
    25 October 2011 at 8:25 pm

    The “Keep draft for the following number of major versions” does work as described. Not sure if it was fixed in an SP or not, but it appears to work for me. The idea is that you are telling it to retain the number of major versions that have drafts. In other words, This number is specifying the number of major version that will retain their drafts. So setting it to ‘3’ would mean that the last three major version can have drafts.

    • 25 October 2011 at 8:32 pm

      It was a wording thing, which has now been changed.

      It always did what you’ve described, but the wording suggested something else. It was hard trying to explain that to my client at the time.

  1. No trackbacks yet.

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s

%d bloggers like this: