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How to Manage Copies of a document Out-Of-The-Box in SharePoint 2010

Written By: Rahul Mehta -- 5/4/2011 -- join -- contribute -- (2) comments -- printer friendly version

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Categories: Configurations, Design, Document Management, SharePoint 2010

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Problem

Different organizations have different hierarchy structures. In some applications there can be some areas where specific users are not allowed to access documents or at least where the actual storage location exists. On the other hand, there would be some business requirements where users need to at least read a single document without knowing it's actual storage location.

Solution

The solution in SharePoint 2010 is to use the Manage Copies feature. The feature allows one to keep an updated copy of an original document at any other location without exposing the original file location. In this article we will show how to manage a copy of a document right "out of the box", without any kind of workflow or other configurations. For our purpose, we have created a test document in a document library.



Open document library, select the document and go to Ribbon -> Copies -> Manage Copies.



A Dialog box appears which has two options on the top, one is New Copy and other is Update Copies. Basically one allows the creating of a new copy and other updates the copy with the new data updated in the original document. Click on "New Copy".



In the Edit Copy Dialog box, we need to select where the copy of a document will be stored and what would be the name of the copied document. Also we need to select whether the user needs to be prompted or not in order to update the copy, whenever a user checks in a document. Select "Yes" for prompting the user and click OK.


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