511800 – SharePoint: Optimizing Version History for lists and libraries

Product:

SharePoint

Platform:

Online, Web, World tenant

Status:

In development

Change type:

Links:

Details:

We're improving version history for SharePoint Lists and Document Libraries generated with grid view editing. This change improves reliability, reduces storage, and streamlines the user experience by consolidating multiple edits into one where possible. Automation rules and flows, if configured with item level edits, will also now trigger more efficiently.

Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release

Created:
2025-10-10

updated:
2025-10-10

Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Version History Optimization
Users may experience confusion or loss of previous version access if the consolidation of edits is not communicated effectively, leading to potential data retrieval issues.
   - roles: End Users, Content Managers
   - references: https://support.microsoft.com/en-us/sharepoint, https://techcommunity.microsoft.com/t5/sharepoint-developer/sharepoint-version-history-optimization/ba-p/123456

Automation Rules Efficiency
If automation rules are not properly tested before the change, users may face unexpected behavior in workflows, causing delays in document processing and approvals.
   - roles: Workflow Administrators, End Users
   - references: https://docs.microsoft.com/en-us/sharepoint/dev/general-development/automate-sharepoint-workflows, https://www.c-sharpcorner.com/article/sharepoint-automation-rules-and-flows/

Configutation Options**

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explanation for non-techies**

SharePoint is making some changes to how version history works for Lists and Document Libraries, especially when you edit using the grid view. Imagine you're working on a shared document or spreadsheet with your team. Every time someone makes a change, a new version is saved. This can quickly add up, making it hard to track what really changed and using a lot of storage space.

Think of it like a group of people working on a big jigsaw puzzle. If every time someone places a piece, you take a picture, you'll end up with a lot of photos, many of which don't show much progress. Instead, if you take a picture only after a few pieces have been placed, you'll have fewer photos, but each one will show more significant progress.

With the new SharePoint update, when you make several small edits in the grid view, SharePoint will try to combine these into a single version. This means fewer versions to sift through, making it easier to see what has changed over time. It's like taking fewer but more meaningful photos of the puzzle progress.

Additionally, if you have automation rules or workflows set up to trigger when an item is edited, these will now work more efficiently. Imagine having a smart assistant who only alerts you when something important happens, rather than every small change. This makes your processes smoother and helps keep your focus on the bigger picture.

Overall, these changes aim to make your SharePoint experience more streamlined and efficient, saving both time and storage space.