Re: Document Library Views - Releases

Tech-Archive recommends: Fix windows errors by optimizing your registry

From: draby (darrellr_at_idsnet.com)
Date: 09/21/04 

Date: Tue, 21 Sep 2004 12:39:31 -0700

Actually, these suggestions work quite well. I do,
however, have one problem left which is how to handle the
Current Version of a document. I can provide a nice list
of links to older versions, but many times we have
releases where maybe only 3 of 50 or so documents have
been changed since the previous release. The frustrating
part, though, is to provide a consistent link, I have to
go through all 50 of those documents, check them out, and
check them in, to get a specific version number.

Does this make sense? In other words, the way Sharepoint
deals with versions, the Current version is in one place
with no version number associated with it in the URL,
while the older versions are stored in a different place
with a unique number (1,2,3, etc...) associated with it in
the URL. In other words, if I want to link to the current
version of a document, I can't specify the number (say
version 4 is current, and versions 1-3 are old) that it
is - no number 4 in the URL, even though it is the current
version. Therefore if I want to link to the current
version's URL in, say, Release 1.0.1, when that document
continues to be updated in the future, it is no longer
correct in Release 1.0.1. Did I explain this well? Any
thoughts on this issue?

>-----Original Message-----
>The problem (at least with the IBM release numbers we had
in the doc lib we
>have been running in STS - 4.0.0.1 for instance) is that
release numbers
>can't always be predicted. So setting up the list of
valid release numbers
>in advance would be (again for certain types of release
numbers) impossible.
>
>The thing I like about the web part connection scenario
using the same list
>is that you add whatever new version number to the list
(via allowing add-in
>numbers) and it's included in the selection "box".
>
>Mike Walsh, Helsinki, Finland
>
>
>"Jim Buyens" <news@interlacken.com> wrote in message
>news:36a7e008.0409210855.69fc9fe0@posting.google.com...
>> Another approach would be to set up a list of valid
release numbers,
>> and then make the release number field in the document
library a
>> lookup field.
>>
>> Then, you could set up form Web part to diplay a drop-
down list of
>> release nubmers, and connect it to a data view Web part
that displayed
>> documents for that release.
>>
>> Of course, this gets more complicated if the same
document can pertain
>> to more than one release.
>>
>> Jim Buyens
>> Microsoft FrontPage MVP
>> http://www.interlacken.com
>> Author of:
>> *----------------------------------------------------
>> |\---------------------------------------------------
>> || Microsoft Office FrontPage 2003 Inside Out
>> ||---------------------------------------------------
>> || Web Database Development Step by Step .NET Edition
>> || Microsoft FrontPage Version 2002 Inside Out
>> || Faster Smarter Beginning Programming
>> || (All from Microsoft Press)
>> |/---------------------------------------------------
>> *----------------------------------------------------
>>
>>
>> "Mike Walsh" <englantilainen@hotmail.com> wrote in
message
>news:<#Hl8qlsnEHA.3396@tk2msftngp13.phx.gbl>...
>> > > This wouldn't give a filter of specific versions of
files as per the
>> > > original request.
>> >
>> > I was aware of that. This *additional suggestion* was
because the View
>idea
>> > would quickly get unmanageable.
>> >
>> > Your idea gives me however yet another idea.
>> >
>> > Use two different web parts of the same List on a web
part page and link
>> > them via web part connections (using the version
number as the link
>field).
>> >
>> > Web part 1 would list only the Version Numbers; Web
Part 2 would list
>only
>> > the items for the Version Number selected in Web part
1 AND this would
>work
>> > without Admin effort for new version numbers that
were added later (and
>the
>> > list would still be in order unlike the View list).
>> >
>> > Mike Walsh, Helsinki, Finland
>> >
>> > "Steven Collier [MVP]" <steven.collier@mvps.org>
wrote in message
>> > news:BD73AFAC.3082%steven.collier@mvps.org...
>> > > This wouldn't give a filter of specific versions of
files as per the
>> > > original request.
>> > >
>> > > I think I would try doing this using a second list,
with a column for
>the
>> > > version number and then enter links to urls of
specific versions.
>> > >
>> > > Steven
>> > >
>> > >
>> > > On 18/9/04 6:25, in article
uz4wv$TnEHA.1564@TK2MSFTNGP09.phx.gbl,
>"Mike
>> > > Walsh" <englantilainen@hotmail.com> wrote:
>> > >
>> > > > Your (Jim) answer is how I'd do it too, but here
are a few
>additional
>> > > > thoughts for 'draby'.
>> > > >
>> > > > In Jim's Choice option, it might be a good idea
to also add the
>> > "Fill-In"
>> > > > option.
>> > > >
>> > > > I've done this quite a lot and I've found that
version numbers never
>> > seem to
>> > > > progress as I've planned.
>> > > >
>> > > > The other typical problem is that you can never
plan in advance all
>the
>> > > > Views (for different version numbers) that might
come up in the
>lifetime
>> > of
>> > > > the WSS site (experience from STS so long enough).
>> > > >
>> > > > Because of the inability to sort Views in
alphabetical order, this
>leads
>> > to
>> > > > a list of Views that are out-of-order and where
it's hard to find
>the
>> > > > version you want.
>> > > >
>> > > > I would therefore if I were 'draby' consider
instead of Views having
> a
>> > View
>> > > > that is Grouped according to the Version. This
saves the Admin
>jumping
>> > up
>> > > > and down every time a new Version number is
added, yet still helps
>the
>> > users
>> > > > to find the documents/whatever for a particular
Version.
>> > > >
>> > > > Mike Walsh, Helsinki, Finland
>> > > > WSS FAQ at http://wss.collutions.com
>> > > > Please reply to the newsgroup
>> > > >
>> > > > "Jim Buyens" <news@interlacken.com> wrote in
message
>> > > > news:1c8201c49d13$7ca564d0$a301280a@phx.gbl...
>> > > >> Be an administrator or list manager, then try
this:
>> > > >>
>> > > >> 1. Display the library listing.
>> > > >> 2. Click Modify Settings And Columns.
>> > > >> 3. Click Add A New Column.
>> > > >> 4. Assign a column name of Release, or SVR, or
>> > > >> whatever.
>> > > >> 5. Review the rest of the fields, but I think
the
>> > > >> defaults should be OK.
>> > > >> (If you want to restrict values to those in a
>> > > >> dropdown box, choose "Choice (menu to choose
from)"
>> > > >> anbd enter the values lower down the page.)
>> > > >> 6. Click OK.
>> > > >>
>> > > >> Your library now contains a Release column where
you can
>> > > >> enter and search for values like 1.0.0 and 1.0.1.
>> > > >>
>> > > >> Jim Buyens
>> > > >> Microsoft FrontPage MVP
>> > > >> http://www.interlacken.com
>> > > >> Author of:
>> > > >> *------------------------------------------------ 

----
>> > > >> |\-----------------------------------------------
----
>> > > >> ||     Microsoft Office FrontPage 2003 Inside Out
>> > > >> ||-----------------------------------------------
----
>> > > >> || Web Database Development Step by Step .NET 
Edition
>> > > >> ||    Microsoft FrontPage Version 2002 Inside Out
>> > > >> ||        Faster Smarter Beginning Programming
>> > > >> ||             (All from Microsoft Press)
>> > > >> |/-----------------------------------------------
----
>> > > >> *------------------------------------------------
----
>> > > >>
>> > > >>
>> > > >>> -----Original Message-----
>> > > >>> I'm wondering if Sharepoint has an out-of-the-
box
>> > > >>> capability for supporting Software Version 
Releases in
>> >  its
>> > > >>> Document Libraries.
>> > > >>>
>> > > >>> In other words - I would like to be able to 
select
>> > > >>> different views in the QuickLaunch bar on the 
far left
>> > > >>> such as "Release 1.0.0" and "Release 1.0.1" 
which will
>> > > >>> then display a view of the specific VERSIONS of
>> >  documents
>> > > >>> associated with that release.  As it stands 
right now, I
>> > > >>> cannot figure out how to even display any other 
version
>> >  of
>> > > >>> a document in a document library view besides 
the
>> >  current
>> > > >>> version (without select the "Version History" 
option,
>> > > >>> obviously, which isn't what I want).
>> > > >>>
>> > > >>> Thanks for any ideas...
>> > > >>> .
>> > > >>>
>> > > >
>> > > >
>> > >
>
>
>.
>