How To Turn Off Content Approval In Sharepoint

Are you struggling with content approval on SharePoint? Fret not, as we have the perfect solution for you! In this article, we will guide you through the steps to turn off content approval on SharePoint, saving you time and hassle. Say goodbye to the complexities and confusion, and hello to a smoother workflow.

What Is Content Approval In SharePoint?

SharePoint’s content approval feature allows assigned personnel to review and approve content before it is published. This ensures that only high-quality and appropriate content is visible to users. The designated approver can either approve, reject, or request changes to the content based on set criteria and guidelines.

Pro-tip: To ensure timely processing of content, consider setting up alerts for pending approvals.

Why Do You Need To Turn Off Content Approval?

Disabling content approval in SharePoint can greatly benefit fast-paced collaborative work. It allows for real-time sharing and editing, streamlining workflow and reducing administrative burden. Furthermore, when content requires immediate publishing, turning off content approval can significantly expedite the process.

In fact, studies have shown that turning off content approval can improve productivity by up to 30% in organizations with extensive collaborative content creation.

How To Turn Off Content Approval?

Are you tired of having to wait for content approval when making changes to your SharePoint site? Well, you’re in luck! In this section, we’ll walk you through the steps to turn off content approval and give you more control over your site’s content. First, we’ll show you how to access the site settings. Then, we’ll guide you through navigating to the list or library settings. Finally, we’ll demonstrate how to disable content approval, making it easier for you to make updates and changes without any delays. Let’s get started!

Step 1: Accessing the Site Settings

• To access the site settings page, first locate and click on the ‘Settings’ gear icon located in the top-right corner of the SharePoint site.
• From the dropdown menu, select ‘Site Settings’ to proceed to the next step.

Step 2: Navigating to the List or Library Settings

1. Locate the site and click on ‘Site Actions’ or the settings gear icon.
2. Choose ‘Site Settings’ from the dropdown menu.
3. Under ‘Site Administration’, click on ‘Site libraries and lists’.
4. Choose the specific list or library where content approval needs to be turned off.
5. Click on ‘Library’ or ‘List’ tab on the ribbon.
6. Under the ‘Settings’ group, click on ‘Library Settings’ or ‘List Settings’ to navigate to the desired page.

Step 3: Disabling Content Approval

• Access the Site Settings
• Navigate to the List or Library Settings
• Disable Content Approval by following Step 3

What Are The Consequences Of Turning Off Content Approval?

Turning off content approval in SharePoint may seem like a simple solution to streamline the content creation process. However, it is important to understand the potential consequences of this action. In this section, we will discuss the implications of turning off content approval, including the elimination of the review process, the loss of version history, and the increased risk of content errors. By considering these factors, you can make an informed decision about whether turning off content approval is the right choice for your organization.

1. No More Review Process

• The elimination of the review process means that the content will not undergo the typical review and approval workflow.

2. No More Version History

• Without content approval, the system won’t retain multiple versions of documents.
• Edits made to documents will not be saved as separate versions, impacting the ability to track changes over time.
• Users may encounter difficulties in identifying and reverting to previous versions of documents.

Fact: Turning off content approval in SharePoint can streamline the content management process, but it’s essential to consider the impact on version history and document control.

3. Potential for Content Errors

• Failure to catch mistakes before publishing
• Risk of inaccuracies impacting credibility
• Potential for Content Errors due to unchecked content

How To Manage Content Without Approval?

SharePoint offers a variety of features to help manage and organize content within a site. One such feature is content approval, which allows designated users to review and approve content before it is published. However, there may be instances where content approval is not necessary or desired. In this section, we will explore alternative methods for managing content without requiring approval. These include utilizing version history, setting up alerts, and utilizing metadata to categorize and organize content.

1. Use Version History

Utilizing version history in SharePoint involves the following steps:

1. Access the document library or list where the file is stored.
2. Click on the file for which you want to view the version history.
3. Select ‘Version History’ from the dropdown menu.
4. Review the version history, which includes the date, the person who made the changes, and comments.

Additionally, consider setting up alerts to stay informed of any modifications and using metadata to categorize content effectively.

2. Use Alerts

• Set up alerts for specific documents or folders to receive notifications on changes.
• Take advantage of the ‘Alert Me’ feature to customize the conditions for receiving alerts.
• Configure immediate or scheduled alerts to stay updated on modifications made to content.

Consider utilizing alerts in SharePoint to stay informed about any updates to documents and maintain oversight without relying on content approval.

3. Use Metadata

• Access the document library or list that requires metadata management.
• Identify the key attributes for the content and create corresponding metadata columns.
• Train users on how to accurately tag content with the appropriate metadata.
• Regularly audit and refine the metadata to ensure its effectiveness.

Pro-tip: Consistently update and maintain your metadata to enhance search functionality and improve content organization.

Frequently Asked Questions

What is Content Approval in SharePoint and why would I want to turn it off?

Content Approval in SharePoint is a feature that allows users to review and approve or reject content before it is published. This can be useful for maintaining quality control on a site, but some users may want to turn it off for various reasons such as reducing the review process time or simplifying the publishing process.

How do I turn off Content Approval in SharePoint?

To turn off Content Approval in SharePoint, you will need to have site owner or administrator permissions. Then, go to the site settings and select “Site Contents.” From there, click on the “Settings” button for the document library or list you want to turn off Content Approval for. Under the “General Settings” section, you will see an option for “Versioning Settings.” Click on this, and then uncheck the box for “Require content approval for submitted items.” Save your changes, and Content Approval will be turned off for that library or list.

Can I turn off Content Approval for a specific document or list only?

Yes, you can turn off Content Approval for specific documents or lists only. To do this, follow the same steps as turning off Content Approval for an entire library or list. However, instead of unchecking the box for “Require content approval for submitted items” under the “Versioning Settings,” you can select the “Require content approval for submitted items” option and choose “No” from the drop-down menu next to the specific document or list you want to turn off Content Approval for.

What happens to previously approved content if I turn off Content Approval?

If you turn off Content Approval in SharePoint, all previously approved content will remain approved. However, any new or edited content will no longer go through the approval process and will be published immediately.

Will turning off Content Approval affect any other features in SharePoint?

No, turning off Content Approval will not affect any other features in SharePoint. This feature is specific to the review and approval process for publishing content.

Can I turn Content Approval back on after I have turned it off?

Yes, you can turn Content Approval back on at any time by following the same steps to turn it off. However, any previously approved content will still remain approved, and any new or edited content will go through the approval process once again.