Plan version control for form templates (Office Forms Server)


Updated: May 21, 2009

Applies To: Office Forms Server 2007


Topic Last Modified: 2009-05-11

In this article:

You can configure Microsoft Office Forms Server 2007 to enable version control for form templates at the document-library level. Enabling version control causes the library to create a new version of the form template every time the template is edited and saved, preserving previous versions as defined by the administrator. If form templates will be regularly edited in a given document library, you should configure the library for version control. This prevents existing form templates from being overwritten when edits are made, and it provides a mechanism for rolling back to a prior version.

Note that version control does not apply to form template upgrades. When you upgrade a form template by uploading a new version of an existing form template, the prior version of the form template is no longer available, and there is no mechanism provided for rolling back from an upgrade.

You can only configure version control for a given document library. You cannot configure "global" version control for sites, site collections, or farms.

If version control is enabled for a document library, the library owner has the option of allowing unlimited previous versions to be retained. The library owner can also elect to only allow a certain number of versions to be retained, but there is no provision for automated deletion of documents past a certain age, also known as tombstoning. This means that documents could potentially be retained for years unless they are manually deleted. You may want to consider the following factors:

  • Your organization's policy may require that documents past a certain age be destroyed. You should plan how to conform to such policies, and how to monitor the age of documents on the farm.

  • If new versions of documents are uploaded without version control, there is a risk that obsolete documents may be accessed by users. You should ensure that document libraries are configured to prevent obsolete documents from remaining available on the system.

The farm administrator does not have any direct control over whether document library owners enable version control for their libraries. Therefore, you should consider the following when planning farm capacity:

  • You should plan to use reporting to run regular reports on the size of document libraries in the farm.

  • You should ensure that sufficient database capacity exists to provide overhead for a potentially large number of documents.

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