Question

Delete document version

Workflow

Updated April 17, 2014

asked on April 16, 2014

Hello all,

Is it possible to use workflow to delete document versions? For example, I want to keep only 5 versions per document and at the end of each day, workflow will go through all the documents to delete an extra version.

Many thanks

Naheed

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Answer

SELECTED ANSWER

replied on April 17, 2014

Hey Naheed,

There really isn't a good way straight forward way to delete versions while keeping a set number of versions available. If you're worried about having too many versions available, one work around that I can think of is by using the Retrieve Version History activity in Workflow 9.1 You can then set up a condition to wait until 5 versions have been created for the document. At that point, workflow can create a copy of the document (with a clean version history) and keep the original somewhere else. It can still be accessed to view older versions. Once the new copy gets several versions updated, the workflow can go in and delete the original so that you will only have limited number of versions available for your users at any time.

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replied on April 17, 2014

If an SDK activity would be an acceptable solution, Jacob Seene posted an SDK script for deleting document versions that you may be able to modify for your needs. That post is regarding deleting version created by Workflow, but you could look at the number of versions rather than the version creator.

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replied on April 17, 2014

Many thanks for the answers. I will look into both solutions.

Naheed

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Delete document version

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