How to Manage Copies of a document Out-Of-The-Box in SharePoint 2010
Written By: Rahul Mehta -- 5/4/2011 --
(3) comments --
Categories: Configurations, Design, Document Management, SharePoint 2010
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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.
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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