contentACCESS Portal documentation – version 6.4

  1. What is contentACCESS Portal?
  2. Main contentACCESS Portal functions:
  3. Requirements
    1. Hardware requirements
    2. Software requirements
    3. Other requirements
    4. Supported browsers
  4. Installation
  5. Logging into contentACCESS Portal
  6. contentACCESS Portal user interface
    1. “Connect to” menu
    2. contentACCESS Portal’s navigation pane
    3. Item list and item preview
    4. Layout selector
    5. Download from the item list/item preview in contentACCESS Portal
    6. Hide/show function
    7. Sorting in contentACCESS Portal
    8. User profile page
    9. User interface settings
  7. Search functions in contentACCESS Portal: “Connect to search”, quick search, advanced search, GDPR search
    1. Search query language
    2. “Connect to” search
    3. Quick search
    4. Fulltext search
    5. Advanced search
    6. Periodical search
    7. GDPR search
    8. Editing Quick, Basic and Advanced search criteria
    9. eDiscovery process
  8. Folder selection methods
    1. Multi-selection
    2. Recursive folder selection
  9. Tasks supported by entities (models)
    1. Enabling/disabling tasks
    2. Create report
    3. Share item(s)
    4. Legal hold
    5. Tasks list
    6. Tasks page
    7. Download of export actions
    8. Manifest file and its settings
  10. File System Archive
    1. File versions
    2. File Archive tasks
  11. Email Archive
    1. Email Archive tasks
  12. GDPR Application
    1. GDPR Application tasks
  13. GDPR Exchange
    1. GDPR Exchange tasks
  14. GDPR File system
    1. GDPR File system tasks
  15. SharePoint Archive
    1. Item versions in SharePoint Archive
    2. SharePoint archive tasks
    3. Opening shortcuts from SharePoint
  16. OneDrive Archive
    1. Item versions in OneDrive Archive
    2. OneDrive Archive tasks
    3. Opening shortcuts from OneDrive
  17. Sharing
    1. Sharing tasks
  18. Teams archive
    1. Item versions in Teams archive
    2. Teams archive tasks
    3. Teams chat archive tasks
    4. Opening shortcuts from Teams

15.1.Item versions in SharePoint Archive

In contentACCESS Portal, the end user may also view the versions of a file that have been created during the archiving process. Versions are created when the original file is modified on SharePoint and the archive job archives this new file version into the archive. The archive job can build up the whole version history from the SharePoint site. In contentACCESS Portal, these versions are accessible in the “Versions” column of the item list. Click on the version count in this column and the document version(s) will be displayed. Document versions are marked with blue color.




The version, the modification date, and the person who modified the items are displayed in the item’s preview too.

The sharing, the search, and the tasks from the toolbar are working only with the latest/current version in the SharePoint archive. If the user stands on a previous version, the Share button is disabled. On the other hand, if the user stands on a previous version, the tasks from the toolbar are enabled, but a message will appear to inform the user that the latest version will be added to the selected task.

The version column needs to be enabled on the Settings page to see the versions in the contentACCESS Portal. To open the page, navigate to the logged on user in the right upper part of the header bar, open the dropdown menu and click on Settings:

On the UI tab select the SharePoint archive model settings and select the Versions supported option from the drop-down menu. The changes need to be saved at the top of the page.

Important: LIMITATIONS: The full SP version history is archived for SharePoint 2019+ or Microsoft 365
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