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Documents

All articles in the “Documents” category.

Personal writing by Florian Grasel → floriangrasel.com

28 posts: “Documents”

Diagram: on the left a project list with the control field Delete versions and the values Yes, Done, No and Error, in the middle the weekly run, on the right the result per library with deleted versions and freed storage

DocumentsOct 14, 2026

SharePoint: deleting old versions automatically to free up storage

Delete old versions in SharePoint Online with PowerShell and an Azure Function: driven by a list, app-only, with a time budget, log and dry run. With code.

Diagram: on the left a message with the buttons Read and Acknowledged, on the right the list of own acknowledgements with status, below the sender’s view

DocumentsOct 13, 2026

Getting acknowledgement confirmed: traceable staff information in SharePoint

Replace sign-off sheets and email read receipts: staff confirm policies and notices in the intranet with one click, and the status per person is visible.

Approval record of a work instruction: for each version the reviewer, approver, validity period and number of acknowledgements

DocumentsOct 5, 2026

Is SharePoint audit-proof? What a DMS must prove

Audit-proof storage is not a switch in SharePoint. What the term requires, what version history and Purview do and what a DMS proves for controlled documents.

Diagram: on the left the Word file being edited, on the right the generated PDF with cover sheet, version, validity and footer

DocumentsOct 4, 2026

Controlled digital work instructions: from Word to the valid PDF

How a Word file becomes a controlled work instruction: number, approval, PDF with cover sheet, a stable link at the workplace and periodic review.

Diagram: process map with management, core and support processes, next to it a work instruction assigned to a process, management systems and scope

DocumentsOct 3, 2026

Building an integrated management system in Microsoft 365

One rulebook for quality, environment, occupational safety and information security: how process map, metadata and roles carry an IMS in SharePoint.

Table: requirements from ISO 9001 clause 7.5 and how they are implemented, from review and approval to retention and disposition

DocumentsOct 2, 2026

ISO 9001 document control with SharePoint

What ISO 9001 clause 7.5 requires for the control of documented information, what SharePoint covers and where controlled documents need more.

Diagram of an acknowledgement: 38 of 52 people have confirmed version 4, list with the status Confirmed, Reminded and Open

DocumentsOct 1, 2026

Read confirmation in SharePoint: proving acknowledgement

SharePoint has no read confirmation for documents. What a record of acknowledgement must contain and how distribution lists, deadlines and reminders interact.

Five approval workflows compared, from quality coordination, reviewer and line manager to department reviewer and approver

DocumentsSep 30, 2026

SharePoint document approval workflow: five real-world examples

Five examples of approval workflows for controlled documents in SharePoint. Which questions shape the workflow and why a standard workflow rarely fits.

Timeline: version 3 applies until the effective date, version 4 is readable from approval and applies from the effective date

DocumentsSep 29, 2026

Valid from: distributing documents before the effective date

How an approved document in SharePoint is readable before it applies: staging library, switch-over on the effective date and the questions to settle first.

Diagram: a work instruction with valid version 3 and approved version 4, which only applies from an effective date

DocumentsSep 28, 2026

SharePoint as a DMS: where major and minor versions end

SharePoint offers a lot for document management. For controlled documents with an effective date, multi-stage approval and acknowledgement, built-in tools end.

Diagram: a scanned PDF without a text layer becomes searchable through OCR, a set of minutes receives filing level and phase, an email its header data as metadata

DocumentsSep 25, 2026

SharePoint OCR: making scanned PDFs searchable

SharePoint search does not find scanned PDFs without a text layer. How OCR processing on upload is set up and what to bear in mind in operation.

Diagram: documents from SharePoint go to the archive system with PDF, metadata, approval history and retention period, below it a failed handover with a retry button

DocumentsSep 19, 2026

Connecting SharePoint and LiveLink: handover to the archive

How SharePoint and OpenText Content Server (LiveLink) work together: two handovers from practice with metadata, error handling and retention.

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