Content Approval in SharePoint 2013 list or document library

Here we will discuss about the content approval feature of SharePoint 2013 list or document library. If you enable this feature then whenever user uploads a document to the document library or add an item to the list, then the item or document will not be visible to users unless unit the item approved by the site administrator to people having Manage List permissions. When a user adds an item, then the item will be having status as Pending. Pending items are only visible to the user who created or modified the item and to users with the Manage Lists right. Pending items are not visible to users until the item is approved. When an item is approved, it is marked as Approved and is visible to all users. When an item is rejected, it is marked as Rejected, and is returned to the user who created it.

You may also read: SharePoint 2013 Add Read more link in list view for a multi-line rich text box

Steps to Enable Content Approval for a List or a Document Library:

Open your library, got to the library settings. In the Settings page, click on Versioning settings under General Settings.

In the Versioning Settings page, Select Yes radio button in the Content Approval section. Then in the Document Version History section select radio button “Create major and minor (draft) versions”. Then in the Draft Item Security section select the radio button “Only users who can approve items (and the author of the item)”. Then click OK as shown in the fig below:

Content Approval in SharePoint 2013 list or document library

Content Approval in SharePoint 2013 list or document library

Also read: How to find Workflow History in SharePoint 2013?

Once you enable this two new views will be created name as “Approve/reject Items” and “My submissions”.

Now you can select an item and then from the context menu you can select Approve/Reject. Then in the Approve/Reject dialog box you can Approve the item and you can put additional comments in the comment box as shown in the gig below.

Content Approval in SharePoint 2013 list or document library

Content Approval in SharePoint 2013 list or document library

After this, the document will be available to all the users.

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Bijay Kumar

I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site SharePointSky.com

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