When it comes to versioning and approval options in SharePoint 2007, there are several configuration settings that lead to multiple scenarios. These scenarios can be confusing for administrators and end users. To get to these options for any Document Library, select Settings>>Document Library Settings>>Versioning Settings. The key settings for this discussion are:

• Require content approval for submitted items
• No versioning
• Create major versions
• Create major and minor (draft) versions

Scenarios

Because the settings are in two groups with mutually-exclusive option buttons, the following scenarios are possible:

No Content Approval, No Versioning

This is, of course, the simplest scenario. Every time a document in the library is edited, the changes are saved and overwrite the existing document.

No Content Approval, Major Versions

In this scenario, every time a document in the library is edited, a new major version (1.0, 2.0, etc) is generated. No specific approvals are required.

No Content Approval, Minor Versions

In this scenario, every time a document in the library is edited, a new minor version (1.1, 1.2, etc) is generated. Documents are not generally visible until they are "Published" by a user that has the "Approve Items" right. After publication, no other approvals are required.

Yes Content Approval, No Versioning

In this scenario, any document that is edited stays in a “Pending” state until a person with the “Manage Lists” permission approves it. Then the document moves to the “Approved” state. Documents are not generally visible in such libraries until they are approved. No versions are kept – just one copy of the document.

Yes Content Approval, Major Versions

In this scenario, any document that is edited stays in a “Pending” state until a person with the “Manage Lists” permission approves it. Then the document moves to the “Approved” state. Documents are not generally visible in such libraries until they are approved. A major version (1.0, 2.0, etc) is kept for each change to the document.

Yes Content Approval, Minor Versions

In this scenario, any document that is edited become as minor version (1.1, 1.2, etc) until it is “Published” by a person with the “Approve Items” permission. Then it goes into a “Pending” state as a major version (1.0, 2.0, etc) until someone with the “Manage Lists” permission approves it. Documents are not generally visible in such libraries until they are approved. Major and minor versions are kept for each document.

Default Groups, Permission Levels, and Rights

Although you can certainly create groups with any combination of permissions, out-of-the-box SharePoint provides several groups that are already configured. For this discussion, we are concerned with groups that have the "Manage Lists" or "Approve Items" rights. The following table shows the WSS and MOSS groups and which of the two rights they have.