Introduction

When working with Read and Understood, occasionally you will go through a process of authoring a document that might include approval. For this reason you may want to consider how you work with these documents in SharePoint. This Microsoft article provides additional information.

SharePoint default versioning (major versions only)

Libraries in SharePoint typically have versioning enabled by default, which is essential for Read and Understood to process document updates. When a new version is created, this will be picked up by Read and Understood and process notification to Users.

SharePoint enhanced versioning (major and minor version)

Libraries that have major and minor versioning enabled will also work with Read and Understood, but it’s important to note that the acknowledgement notification is sent only when the major version is published/Approved. Any minor version is ignored as it is assumed users will not have read access to minor versions by default. This approach is ideal for controlling notifications for Read and Understood when the authoring process may take more than one day.

SharePoint check-out and check-in

Read and understood acknowledgements are also triggered on check-in of a document assuming the check-in file is a major version. While this is a viable option for single editor editing a document we recommend using minor and major versioning when multiple editors are involved in the process.

Processing of Updated and New Documents

Read and Understood daily cycle handles the processing of document changes, this typically runs overnight based on the timezone the site resides. Any changed to major versions are processed and notifications are sent.