Content Approval and Large Lists

So I’ve discovered an interesting problem with Content Approval, which is a special issue for Office 365. I have a document library with more than 5000 documents in it. Content Approval is turned on, and the customer would like a view of ‘Unapproved Documents’.

Content Approval Annoyance

For a Document Management System, 5000 documents in one repository is small beer, so this is a bit of a problem. “Okay”, I thought, “this must be a choice column, so I’ll just add an index to the column”. Continue reading “Content Approval and Large Lists”

Content Approval and Large Lists

Content Approval and Office 365 Search

I have found an gotchya with Content Approval and Office 365 Search, specifically around draft item security. Embarrassingly, it did take me a while to work out that this was what was going on.

You can use content approval to allow only certain users – such as editors and approvers – the right to see draft items. However, if you do this, then the Search Crawl Account – which normally only has ‘read’ access – cannot see the draft documents to index them. Thus, draft documents that are visible to editors or approvers only never appear in the search results. Continue reading “Content Approval and Office 365 Search”

Content Approval and Office 365 Search