Contents
Overview 1
Using, Configuring, and Administering
Document Versioning 2
Managing Content and Document Folders 11
Lab A: Adding Documents to the
Workspace 23
Review 33

Module 4: Adding
Documents to the
Workspace
Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any

this module.
Required Materials
To teach this module, you need the Microsoft
®
PowerPoint
®
file 2095a_04.ppt.
Preparation Tasks
To prepare for this module, you should:

Read all of the materials for this module.

Practice the recommended demonstrations.

Complete the lab.

Instructor Setup for a Lab
This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.
Lab A: Adding Documents to the Workspace

To prepare for the lab
• Review the scenarios that are used in the lab.

Presentation:
30 Minutes

Lab:
30 Minutes
iv Module 4: Adding Documents to the Workspace


The lab in this module is also dependent on the classroom
configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft
®

SharePoint
™
Portal Server 2001.

Important
Module 4: Adding Documents to the Workspace v Lab Setup
The following list describes the setup requirements for the lab in this module.
Setup Requirement 1
You must use either SharePoint Portal Server Administration or the Workspace
Settings Wizard to assign Judy Lew as a coordinator at the workspace level.
Setup Requirement 2
You must initialize Internet Explorer for the following users: Judy Lew
(JudyLe) and Stefan Knorr (StefanK).
Setup Requirement 3
You must use the Internet Options command on the Internet Explorer Tools
menu to change the home page for Judy Lew (JudyLe) so that it displays the
SharePoint Portal Server dashboard site that is being used for this lab
(http://your_server_name/AdvWorksWorkspace).
Lab Results
There are no configuration changes on student computers that affect replication
or customization.

document publishing, and taxonomy features, such as document profiles and
categories.
After completing this module, you will be able to:

Administer document versioning in the workspace.

Populate document folders, and move and copy content between folders.

Topic Objective
To provide an overview of
the module topics and
objectives.
Lead-in
In this module, you will learn
about adding documents to
the configured workspace.
2 Module 4: Adding Documents to the Workspace 



Using, Configuring, and Administering Document
Versioning

Using Document Versioning to Record Document
History

Using the Two-Level Versioning Model
Using Document Versioning to Record Document History
Author
1.0
1.0
Readers
Check Out
Read-only access to most
recently published version
1.0
1.0
Check In

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************
In a collaborative workgroup, versioning is an effective tool for tracking
revisions to documents that are stored in the workspace.
Using the Publishing Verbs
Enhanced folders support versioning by requiring users to check in and check
out document versions. Because a document must be checked out to be edited,
the possibility of a user overwriting another user’s modifications is eliminated.
Document versioning uses publishing verbs to carry out the following check in,

actions by using the File
menu from an Office
application and by using the
shortcut menu that appears
when you right-click a
document in a Web folder.
Emphasize to students that
readers can see only the
current version of the
published document.
4 Module 4: Adding Documents to the Workspace Publish Action
The publish action creates a new primary version and sets it as the default
approved version. The most recently published version of a document is the
version that is displayed in search results and the version that readers can view.

When a document is added to the workspace, it appears in the Checked
out state. Because the document has not been previously checked in or
published, it initially exists as version 0.0. A document must be checked in
before it can be published.

Accessing the Publishing Verbs
Users can access the publishing verbs to perform the check in, check out,
publish, and approval-specific actions from several locations.
Accessing with Client Components Installed
On a computer that has the client components of SharePoint Portal Server
installed, access the publishing verbs from one of the following locations:


t
i
a
l

d
o
c
u
m
e
n
t

Each check-out creates a
working copy
C
o
p
y

Each check-in converts the
working copy to an
additional draft
S
e
c
o
n
d

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************
SharePoint Portal Server implements a simple two-level versioning model. In
version control systems that are built on the two-level versioning model, such
as Microsoft Visual SourceSafe
®
, each document can have the following two
version series:

Primary (public) version series. The set of versions that are approved for
public use and thereby viewable by readers. However, only the most
recently published version appears in search results and can be viewed by
readers.

Secondary (draft) version series. The set of versions that are available to
authors editing the document.

For example, a document that has been published four times and then checked
in three times by an author since the last time it was published has reached
version 4.3.

Version tree branching is not supported. Documents follow a single
version path and SharePoint Portal Server maintains a version history for

Note
Demonstrate how readers
can view the primary version
series, but only authors can
view and edit the secondary
version series.
6 Module 4: Adding Documents to the Workspace Viewing Previous Document Versions

The Actual Document Version

Date and Time the Version was Created

Name of the User who Created the Version

Version Comments

Document Profile

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************

folders view of the
workspace to locate the
document, open the
Properties page of the
document, and then click
the Versions tab.
Demonstrate how to view
previous versions of a
document, and point out the
information that is recorded
in the version history.
Note
Module 4: Adding Documents to the Workspace 7 Configuring Version Pruning

Configuring Version Pruning

Use the Workspace Settings tool in the Management
folder to access the General tab of the Properties page
of the workspace

Setting the Version Pruning Value

When setting an unlimited value, the server does not
perform version pruning

When setting a specified value, the server applies the
policy during all subsequent publishing operations

format n.n) are retained, only the number of major versions.
Setting an Unlimited Value
If the value is unlimited, the server does not perform version pruning.
Therefore, an infinite number of older major versions are retained.
Topic Objective
To describe how to
configure version pruning.
Lead-in
To configure version
pruning, use the
Workspace Settings tool in
the Management folder to
access the General tab of
the Properties page of the
workspace.
Demonstrate how to
configure version pruning by
using the Workspace
Settings tool.
8 Module 4: Adding Documents to the Workspace Setting a Specified Value
When you specify a value, which replaces the default value of unlimited, or
change the specified value to a lower number, the server applies the policy
during all subsequent publishing operations.

When you specify a new version pruning value, SharePoint Portal Server
does not check every document in the workspace to ensure that the number of
major versions in the version history meets the new value requirement. It

N
ON
-T
RAINER
U
SE
*****************************
To keep track of the various versions of documents in an enhanced folder,
SharePoint Portal Server uses a simple naming convention. You will not see the
numbered names when you view documents in Web folders. These names are
visible when you view the version history of a document.
The file names of the various versions of a document are simply the document
name, excluding the file extension, with the version identifier appended in
parentheses. Each check out raises the version number. For example,
version 3.1 of a document titled Sweaters 2000.doc is named
Sweaters 2000(3.1).doc, and the next working copy is named
Sweaters 2000(3.2).doc.
The principles of the versioning model are demonstrated in the following
scenario in which LAV = Last Approved Version and LUV = Last Unapproved
Version. By default, readers see the LAV; if there is no LAV because it has
never been published, readers will not see the document. By default, authors,
coordinators, and approvers see the LUV; if there is no LUV because it was
created after the LAV, they see the LAV. The following table describes a
sample scenario and lists the LAV and LUV for each stage in the scenario.
Sample scenario LAV LUV

1. Don Hall creates a new document in an enhanced folder by using
the Save As command in Microsoft Word. The document is then
in the Created/Checked Out state.
None None

None 0.2
6. Kim rejects the document. None 0.2
7. Don checks out the document to update it with Kim’s input.
Version 0.3 is created as Don's working copy.
None 0.2
8. Don checks in the document and resubmits it for approval.
Version 0.3 becomes the LUV.
None 0.3
9. Kim approves the document. The LUV, 0.3, becomes the LAV
and is renamed version 1.0. Readers can now see the LAV. At
this point, the shadow folder contains versions 0.1 and 1.0.
1.0 None
10. Don checks out the document again to update it. Version 1.1 is
created as Don’s working copy.
1.0 1.0
11. Don checks in the document and submits it for approval. 1.0 1.1
12. Kim approves the updates. The shadow folder now contains
versions: 0.1, 1.0, and 2.0.
2.0 None