So you thought it would be a great idea to automatically add a label to your office documents with its title and current version number according to SharePoint. But then you realize that you can’t automatically include the version number in a label. You can include the revision number stored in the office document but that isn’t in sync with the SharePoint version number. So what to do.

Well there are a few options. You can manually add the label to each document the first time it is created as an image and it will automatically update from then on. Good luck having all your users actually go through the process for each document though and this would eliminate the need for the Imformation Management Policy in SharePoint effectively making the label useless since it is just as easy to manually update the label info in the document.

Option 2 would be a custom coded solution creating an event handler to check the version number after each change and when it changes update some other text column that can be added to the label by default.

Option 3 is the no code almost out of the box solution to do the trick. You will need SharePoint Designer to create a very simple workflow. There is no coding involved and I’m sure following these instructions anybody will be able to make it work. So lets get to it.

First you need the library that you want to apply the policy to. For that library create a new single line of text column and call it whatever you want. I called mine SPVersion. In the library settings under permissions and management there is an information management policy settings button click it.

(There are many different levels you can apply these settings at the site, library, to particular content type. For this particular exercise we are going to apply it to a particular document library and a specific content type within that library. In order to use in other areas of the site you would have to create the policy again. If you wanted to reuse for multiple libraries you should create it at the site level and not here.)

After clicking on the Information Management policy settings link you should be brought to a screen to specify a policy. Change the radial button selection to define a policy and click OK.

On the next screen fill in the comments box for administrative and policy statements. Then check the box next to Enable Labels.

In the label format box put Document Title: {Title}nDocument Version: {SPVersion}. Changing SPVersion to whatever you called your column created earlier. This will output a label in the format

Document Title: DocTitle

Document Version: 1.0

 

Using a n creates a new line in your label. You can add whatever other fields you want here as well. Click the refresh button to make sure your label is showing how you intended. Once it is click OK.

Now its time to open up SharePoint Designer and create a new workflow. Open designer and open the site that has your document library. Click File –> New –> Workflow

Give the workflow a name and select to automatically start the workflow when an item is changed. Click next.

Under actions select Set Field in Current Item. Then for field select SPVersion and library select your document library and the Version column. So your action field should read Set SPVersion to Document Library:Version. Then click actions and choose update List Item and then in the line select your document library. Click Finish and you are done.

What this workflow does is after an item is changed it runs automatically and copies whatever is in the SharePoint Version column (which is dynamic and cannot be added into a label) and puts it into your single line of text column (which can be added to a label)