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"use local drafts folder" : consequences?

  Asked By: Andrew    Date: Sep 21    Category: Sharepoint    Views: 4406

When checking out a document, you sometimes get the 'Use local drafts
folder" option. Is there a specific reason to check (or not check)
this option? I assume by using 'local drafts' it allows you to
disconnect from the network, make your changes, and then check it back
in later?

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4 Answers Found

 
Answer #1    Answered By: Talia Johns     Answered On: Sep 21

Theres that and if you forget where you checked out then your support people wil
be able to point you in the right direction

 
Answer #2    Answered By: Tera Callahan     Answered On: Sep 21

> Theres that and if you forget where you checked out then your support people
> wil be able to point you in the right direction

Maybe a better question to ask if if you do NOT check  that option  when
checking out a document, where is the draft stored? In MOSS?

 
Answer #3    Answered By: Mark Davis     Answered On: Sep 21

Yes, stored in SharePoint Server 2007. Every time you hit save, it saves
on the server as a minor version. This is my experience. If versioning
is on, then it saves a new version on the server. Others have had
different experiences, and I haven't seen definitive documentation on
how this is supposed to work.

 
Answer #4    Answered By: Adam Watts     Answered On: Jan 02

The desire to disable this feature is probably due to a misunderstanding of what exactly this does. Use (or not) of this folder does not affect document version control in any way.

It means that while you have the document checked out, Word will save your changes locally instead of over your net connection. As soon as you check the document in, the local copy is automatically deleted.

If you are NOT using a local drafts folder:

1. then all saves and autosaves are done over the network to the server cache.

Seems pretty innocuous on the surface, right? But it's not.

2. This results in taking longer for saves and autosaves.

Okay, not great ... but how bad can that be? It depends on the size of the document and of course the number of documents open at that time.

3. It also means that if you have any connectivity issues you run the risk of word crashing and you lose all your work since check-out.

Yikes! And keep in mind for those with multiple documents open, when one doc crashes in Word, they all do.

As a contractor and technical writer, I've had it happen a number of times at different locations and different SP implementations. Especially with larger, complex documents, Word can become unstable. Handling documents over a network; Word can become unstable. Lesson learned: ALWAYS use a local drafts folder. Then if Word crashes you will have your last save in your local folder, and maybe something useful in autorecovery (less likely when working from the server cache). You can open your document from there and not lose your work, or at least not much of it.

If opening from that location doesn't show the option from within the file to check it in, use the upload feature with "add as a new version to existing files" option and check it in that way. This preserves your version history and you just saved all the work that would have been lost had you not been using a local draft folder.

Even Microsoft recommends usign the local drafts folder, and not just once but on two consecutive pages:

- office.microsoft.com/.../...ckout-RZ010234545.aspx

- office.microsoft.com/.../...ckout-RZ010234545.aspx

Though they don't do it in terms that talks about Word crashing.

Users are confused?

Tell them it's just a way to help reduce network traffic.
Tell them it's a way to protect their changes before they check the file back in.
Tell them it helps to reduce crashes.
Tell them it is a way to shorten interruptions of their work when Word does an autosave.
Tell them Santa Clause will put coal in their stockings if they don't use it.
Tell them whatever you have to tell them so they will go away feeling educated and secure AND will use a local drafts folder.

Don't sacrifice the security of your work in progress to pander to lack of training.

 
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