Enabling and Using SharePoint Content Approval - Exercise

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Enabling and Using SharePoint Content Approval - Exercise

Enabling and Using SharePoint Content Approval

Duration: 10 to 15 minutes.
  1. Navigate to your team site.
  2. Create a new document library named "Approved Docs" to use for this exercise.
    1. Click the Settings menu and select the Add an app link from the drop-down of choices. Exercise - Content Approval
    2. Select the Document Library template. Add an app
    3. In theAdding Document Library dialog form that opens, type "Approved Docs" in the Name field. Exercise - Content Approval
    4. Click the Create button to complete creation of the new document library.
  3. Grant or verify a user account other than your own is a member of the Contoso Home Site Members SharePoint group so that he can read and create new items.
    1. Click the Settings menu and select the Shared with... link from the drop-down of choices. Exercise - Content Approval
    2. Click the ADVANCED link on the Shared With dialog form. Shared with dialog.
    3. Click the Contoso Home Site Members (your site's Members group will be prefixed with your site's title) link to view the list of current members.
    4. If you are going to test approval with a user that is not in the list of members, click the New link to open the Grant Permissions dialog. Exercise - Content Approval
    5. Type the account name you are using to test approval within the field and click the Share button. Exercise - Content Approval
  4. Enable the Content Approval setting on the Approved Docs document library.
    1. Click the Approved Docs link from the Quick Launch menu. Exercise - Content Approval
    2. Click the LIBRARY tab on to open the toolbar.
    3. Click the Library Settings link on the LIBRARY tab toolbar to open the settings page. Exercise - Content Approval
    4. Click the Versioning settings link on the Library Settings page. Exercise - Content Approval
    5. Click the Yes radio button in the Content Approval area to enable Require content approval for submitted items for the library. Exercise - Content Approval
    6. Verify that the Draft Item Security settings area is set to the Only users who can approve items (and the author of the item) radio-button option. Exercise - Content Approval
    7. Click the OK button at the bottom of the Version Settings page to save your changes.
  5. Create a new document in the Approved Docs library and verify content approval setting is working.
    1. Click the Approved Docs link from the Quick Launch menu. Exercise - Content Approval
    2. Click the FILES tab to open the toolbar. Exercise - Content Approval
    3. Click the New Document link on the FILES tab to open a new document in Microsoft Word. Exercise - Content Approval
    4. Enter the following text in the new document: "This is some sample text to test content approval."
    5. Click the Save icon in the upper left of the Microsoft Word window.
    6. Click the Approved Docs link on the Save As page in Microsoft Word. Save As.
    7. Enter "Content Approval Test" in the File name field and click the Save button to complete saving the new document.
    8. Close Microsoft Word.
    9. Click the Approved Docs link to refresh the view of the library.
  6. Verify the new Approval Status column that shows the current state of the new document is "Pending". Exercise - Content Approval
  7. Test the visibility of the new "Pending" document by opening a second browser window and logging in with an account that belongs to someone who is not the owner of the document and does not haveApprove Items permissions.
    1. While holding down the Shift key, right-click your browser icon and choose the Run as different user option. Run as different user.
    2. In the Windows Security dialog window, enter "Wilbur" for the account name and "Pa$$w0rd" for the password. Click the OK button to complete the logon.
    3. Try to navigate to root of your team site. Root site url
    4. Verify that this account cannot see the new document "Content Approval Test" in the Approved Docs library.

      If you are able to see the document as this user, then either the user has more permissions than he or she should or the Draft Item Security setting is not set to Only users who can approve items. You can check the setting by revisiting the earlier step in this lab where you enabled Content Approval.

    5. Switch back the browser window running under your main student account but keep the second browser window open for a later part of the exercise.
  8. Approve the "Content Approval Test" document.
    1. While logged in as the site administrator, click the ellipsis button next to the "Content Approval Test" document in the Approved Docs library and then click the second ellipsis button on the balloon pop-up and select the Approve/Reject option. Exercise - Content Approval
    2. Select the Approved radio-button option in the Approve/Reject dialog to approve the document and click the OK button to save the change. Exercise - Content Approval
    3. Verify the new Approval Status column that shows the current state of the document is now "Approved". Exercise - Content Approval
  9. Test the visibility of the new "Approved" document logged in with the account that was unable to view the Pending document in the earlier steps.
    1. Switch back to the browser window running under the user credentials that only have edit permissions to Approved Docs.
    2. Refresh the view of Approved Docs and verify the account can now see the new document "Content Approval Test".
    3. Close the second browser window and switch back the browser window running under your main student account.
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