The Revisions functionality enables the periodic revision of items in SharePoint libraries. Admins can enable this on all libraries (i.e. list types) where minor versions are supported.
Every list can have its own revision interval, the default is 180 days. This means that once the functionality is enabled, every item will need to be revised latest in 180 days. If this does not make sense, then the value can be adjusted on the list directly or also for specific items, if this makes sense.
Instead of using the interval, an explicit revision date can also be configured, for example if an item should be revised until the end of the year.
When an items isn't revised in time, it is unpublished and after 30 further days it is moved to the recycle bin. When an item is revised, the next revision date will be calculated according to the revision interval.
The user interface contains out of the tree representing the current site collection on the left and the details pane on the right. When a list is selected, the items are retrieved directly from the list. When a site is selected, the items are retrieved using the search service application.
Additionality users can switch to the global view, that shows items from the whole tenant.
Please note that search based aggregations are crawler-dependent and thus don't always show the newest data.
In the details pane users can filter, sort, search items. And they can edit the items by clicking on the corresponding fields.
When the functionality is enabled, the following columns are added to the library:
- Last Revision Date: Indicates when the item was last revised.
- Revision Date: Indicates until when the item needs to be revised.
- Revision Interval: Specific an explicit revision interval for an item.
- Published: Indicates if the item is currently published or not.
We recommend setting the above values via our user interface, even though it is also possible to set them directly via the SharePoint user interface.