“Append Changes to Existing Text” with Document Sets

Question

I'm trying to use the "Append Changes to Existing Text" with a Document Library which contains multiple Document Set -based Content Types. This is a handy way to maintain a running commentary for content.

However, I'm seeing odd behavior.

I've created my own 'Multiple lines of text' custom Site Column and have tried Plain Text, Rich Text, and Enhanced Rich Text. I've selected "Yes" for "Append Changes to Existing Text". Versioning is on for the Document Library (I've tried setting it to both major and minor versioning).

Each time I edit the column, the value is saved with the date/time stamp, but I only see the last value. Previous values seem to disappear. Any ideas?

Answer 1

The SharePoint "Append Changes to Existing Text" column is a HACK implemented by the SharePoint team, in reality it's just an ordinary text field, but where the rendering is grapping the text from previous versions and using these to create what appears to be a functioning append text field.

So the field is very dependend on the prior versions to exist (you can try deleting a version or an item/document with text on it and see that part disappear from the total text).

Unfortunately versioning hasn't been implemented for folders and because document sets are just glorified folders not for document set either, there is always only the current version (1.0).

This combination things result in "Append Changes to Existing Text" not working with folders and document sets. :-(

Answer 2

I've ran into this before when using "Append-Only" within a Document Library. I've had success in the past using the OOTB Site Column called: Append-Only Comments

This seem to function as expected however I did notice some odd behavior when changing the Display Name of the column. That was in 2007 however. YMMV

Answer 3

I suspect this is linked to the fact that Document Sets don't automatically create versions, I'm assuming that the column is on a Document Set?

Test the behaviour when this column is added to a document content type in the same library.

If the document behaves correctly then roll a custom ItemUpdating event receiver to handle doing the appending.