Version Column Questions

Question

Split from this thread.

Thanks Waqas.. Most helpful. 

Further to the discussion.. I'm creating a library for documents that must be approved and version controlled. I've turned on the version settings...  major and minor versions etc. and that's all good. However I'm wanting to embedded the version in the document as the document make be printed etc.  In trying to do so I've added the "Version" using "add from existing site columns", and that column appears as a SharePoint property in the document template I've created.  All good except..

It doesn't show the version... in fact the column is empty. But if I chose to using the Edit view column function I see two Version columns - one "system" generated the other being the one I added as described. 

And get this.. .

Frustratingly the "system" generated column which has the version number doesn't appear as a property in the document. This is also true for other columns I might add using the Edit View columns funtion. For example: I would be great if I could embed the Check In Comment column too.  

Any thoughts as to how this can be achieved?

Will

PII is masked by MSFT

Answer 1

Hi Will, 

After our further investigation, we found that the properties which can show in the Word->Info are which can display in the Library Settings->Column list. If you can see the column in Library Settings->Column list, it will show in the Word-> Info.

As there is no official article to explain this situation, based on our test, the reason why “Sensitivity ” and ”Label Setting” column can’t show the value may because there need to cooperate with other Microsoft service like policy, so they have specific function. It should belong to SharePoint property, thus, they won’t be mapped to the document properties. And the column which create by ourselves, like the Version we added value manually can display the value in Word->Info.

In Word application, it can't show the default column of SPO. And we really understand how convenient this feature will be for you, we sincerely suggest you click the Smile icon in Word and give the feedback within application. The related team will notice this requirement directly, it may let them know the requirement of customers so that they can improve our products. However, we still want to thank you for providing this good question for us. We can keep moving on just because the users like you to provide feedback.

 

We appreciate all your understanding and efforts.

Best Regards,

Ivy

Answer 2

Hi Will,

You’re welcome. Glad to hear that my suggestion can help you.

I assume that the meaning of “system generated columns” is the Document library properties of document in Office application. (Or other type of documents in SharePoint Library.) Yes, we can view and edit them in Office application. You can go to File-> Info-> Show all the Propertiesto check them.

For more information, you can refer to this article:View or change the properties for an Office file 

Best Regards,

Ivy

Answer 3

Thanks Ivy. 

Are there any plans to make the system generated columns available for use as properties fields in MS Word or other Office applications?

Answer 4

Hi Will,

Thanks for your good question about our product.

We tested at our end, it’s true that we can have 2 Version column in library, one is created by system, one is added from existing column. But when we have these 2 columns in view, we can only see the value in system Version column. We go to Library setting-> Column-> Version, we can see the Version we added from existing column is “String line of text”, that means it won’t generate version number except we add it manually. This is the reason why it won’t show the value in this column.

   

Also , we try to add 2 Check In Comment columns in current view, but we can’t add second one after adding the first one, we can’t even find  Check In Comment column in existing column list.

However, we suggest you use the default column in SharePoint Online, it’s the best behavior of the column function. If you want to add the same column, the type of information of it will also be different.

For the embed  Check In Comment column requirement, we are sorry to say that it’s not supported in SharePoint Online now, we believe you already known how to add this column into current view.  We sincerely suggest you to post this idea in SharePoint UserVoice, the related team will adapt high votes idea and keep bring better using experience. Your vote may turn this feature into reality and benefit more users.

We appreciate all your efforts and understanding. 

Best Regards,

Ivy

Answer 5

Hi Will,

Thanks for sharing updates with us and glad to hear the original problem has been resolved. However generally we handle one issue per thread. We would like to split your case to focus on that thread and will assign engineer to resolve your second issue.

We highly appreciate your understanding.

Best Regards,

Waqas Muhammad