SharePoint Intelligent Versioning

Recently, Microsoft introduced “intelligent versioning,” a feature designed to optimize storage and enhance usability by prioritizing newer versions of documents. In this blog, we’ll explore the fundamentals of SharePoint versioning, its benefits, potential pitfalls, and how to configure it effectively—plus what makes intelligent versioning such a game-changer.

What is SharePoint versioning?

SharePoint versioning allows users to maintain a history of changes to documents and list items. This feature has been around for years and is controlled at the list or library level. By default, SharePoint creates a new version every time a document is edited, storing up to 500 versions. While this can be useful, it’s important to manage versioning carefully, as each version consumes storage space. Without proper oversight, small changes can lead to significant storage usage.

Configuring document library settings

Adjusting versioning settings involves navigating to the list or library settings page and accessing the versioning options. SharePoint supports both major and minor versioning, letting you choose the level of detail you want. By default, libraries allow up to 500 major versions. While this can be adjusted, it’s generally recommended to stick with the default unless there’s a compelling reason to change. Other settings, like draft item security and requiring check-out for editing, are also available, but altering these can lead to complications.

Benefits of versioning

The primary advantage of versioning is the audit trail it creates, which tracks who made changes and when. It also allows for document control, enabling users to revert to previous versions when necessary. This is particularly useful for collaboration, as it fosters accountability and simplifies tracking. From a compliance perspective, versioning provides a reliable record, making it possible to retrieve documents as they existed at specific points in time. A notable feature is the ability to roll back an entire library to a previous state, which can be a lifesaver if corruption or widespread errors occur.

Potential pitfalls of versioning

While versioning offers many benefits, there are potential downsides. Storage consumption is a key concern, as every version occupies space. Security is another consideration—if sensitive information is mistakenly included in a document, it remains accessible in previous versions even after deletion. Retention policies and labels must be carefully planned to ensure compliance and avoid unintentional exposure of sensitive data.

Configuring and managing versioning

Versioning settings can be configured at multiple levels: the tenant, site, or library level. At the tenant level, changes made through the SharePoint Admin Center apply only to new sites created after the changes. Site-level settings can be adjusted through PowerShell, while library-level settings are accessible directly through the interface. Understanding where and how to make changes is critical for effective version management.

What is intelligent versioning?

Intelligent versioning, also referred to as automatic versioning, optimizes version storage by prioritizing newer versions of documents. Launched recently, this feature automatically trims older versions based on their age. For instance, the system retains 500 versions for the first 30 days, hourly versions from 30 to 60 days, daily versions from 60 to 180 days, and weekly versions beyond 180 days. This automated approach reduces storage needs while maintaining a useful version history.

What happens when you turn it on?

When intelligent versioning is enabled at the organizational level, it applies only to new sites and libraries. However, enabling it at the site level automatically applies it to all libraries within that site, including existing ones. This distinction is crucial for administrators to consider when implementing the feature.

SharePoint’s intelligent versioning is a powerful enhancement to a long-standing feature, combining storage efficiency with robust version control. By understanding the benefits, pitfalls, and configuration options, organizations can leverage versioning to improve collaboration, ensure compliance, and optimize resources.

All Resources

• Versioning in SharePoint​
• Restore a shared library​
• Practical SharePoint: Intelligent Versioning Rolls Out​
• Intelligent Version History Controls for SharePoint and OneDrive​
• Overview of version history limits for document libraries and OneDrive​
• Plan version storage on document libraries​

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