We’re investigating moving our on-prem attachments to sharepoint. Some of the attachments are living documents that get revised, like instructions or sales forms.
We don’t want users adding mulitple times of the same document.
What’s best practice?
Thanks!
OK, lots of questions here.
First, I’m not sure I would do this with PDFs. I would do it with the source Word document if you have. That would allow comparisons, etc. Leave that for now.
First of all, yes, if you a have a document in the library:
:And you upload a file with the same name, you will get this prompt:
If you say Replace, it will automatically save a new version.
(I’ve added meta data for the Kinetic version. Any changes to the record and not just the attached document will also create a new version record.
Note you can View, Restore, or Delete individual versions under the same file name. No more final, final-final, etc.
Now, the next question is how to get a link to this document. If you grab the normal link, it has all the same problems of using a file share because the path is encoded in the Link. The answer to this is to create a unique document ID. This can be turned on for each Document Library you wish to have a unique ID.
Enable and configure unique Document IDs - Microsoft Support
Once a document has this unique ID, you can move it anywhere. To find the document, one would use this URL:
https://yoursharepointsite/_api/search/query?querytext='DocId=theDocumentIDHere'
ECM also has a unique ID if I recall.