Monday, March 26, 2012


The labels are the function to create calculated field to ensure that important information about the document is included when it is printed, For example to insert the SharePoint Version Number. Setup an Information Management Policy on the Document library that enables Labels.

Define a Label:

Note: To enable versioning on this library: Go to Document Library > Settings > Versioning settings and choose "Create major and minor (draft) Versions Example: 1.0, 1.1, 1.2, and 2.0".
  1. Create a new Information Management Policy on the Document Library, if you have multiple Content Types select the Content Type where Version Numbers have been requested (The Default Content Type for a Document Library is Document). Go To Document Library > Settings > Information Management Policy Settings > Define Policy.
  2. There is a possibility to define it in the Content type level from the content type and not from the library.
  3. Define a new policy, check "Enable Labels". Do NOT check the "prompt users to insert a label before saving" or "printing or prevent changes to labels after they are added".
  4. Label format: Insert the following: “Version: {Version}”.  Note: {Version} is the field that will display the Version number.
  5. Modify the "Appearance" settings as necessary to design the label and Click "Refresh" to preview.
  6. Click "OK" to save.
Create a New Document
  1. Open Office Word document from the current library.
  2. In the Word Document, click the "insert" tab in the ribbon, then click "Quick Parts" in the "Text" button group. Under "Document Properties" click on "Label" to insert your SharePoint label as an Image.
  3. Save the Document, and close.
  4. Reopen the Document and you should see the label change to the actual SharePoint Version number of the Document.
  5. Now you can save it as template and for this content type.

1 comment:

  1. When I tried this the preview text (and the text inserted into the document) both show the literal "{Version}" instead _UIVersionString or the version number. Any ideas?