Comparing document version and approval controls

SharePoint, Box and Google Drive connect version history and approval in different ways. SharePoint shows an approval status, Google Drive can lock a file after approval, and Box Relay can route an approved file to a folder. Their edit-reset rules and version-retention settings also differ.

Define the released document

SharePoint separates versioning settings from modern approval requests. A document library can create major versions only or major and minor versions, set who can see drafts, and require content approval for submitted items. Modern approvals show an Approval status pill; by default, any one approver can grant a request, or the request can require a response from all approvers.

Google Drive supports formal approval requests in Drive, Docs and other Google Workspace editors. Users choose whether editors can edit, comment or suggest by locking the file; documents are unlocked by default. Google Drive’s “Check activity & file versions” and Google Docs’ “Find what’s changed in a file” are the named history controls.

Box Relay can assign an approval task when a file is uploaded, and its example workflow moves an approved file to an approved folder. This gives the workflow a folder-based release outcome, while version history is a separate Box control.

Check how each system handles changes

In SharePoint, saving file changes cancels an in-flight approval. Metadata changes during an in-flight approval show a warning that the approval status will reset. Version history shows when a file changed and who changed it, and earlier versions can be viewed or restored.

In Google Drive’s standard approval flow, an edit means all reviewers need to approve the latest version. Alignment approvals let the requester choose whether all approvers must review the same content: when that setting is checked, a content change resets pending approvals; when unchecked, it does not. Alignment approvals are off by default and can be enabled by the user, and an approver can manually reset their approval to pending.

For Microsoft 365 customers, versioning is on by default for new SharePoint lists and libraries, which automatically save the last 500 versions of a document. The number of versions and drafts retained can be configured for each list or library.

Box admins can set the number of previous versions retained. The limits are 10 for Personal Pro, 25 for Starter, 50 for Business or Business Plus, and 100 for Enterprise; version history is unavailable on Personal Free. Box retains the maximum allowed by default, and its count excludes the current version, so a limit of one means two versions in total.

For organisations using Box Governance, an option to preserve unlimited prior versions is active by default. Existing Box Elite customers can also access unlimited file versions.

Document Version and Approval Controls: SharePoint, Google Drive, and Box

Version and Approval Settings at a Glance

Test the awkward revision

In SharePoint version history, restoring an earlier version makes it the new current version and prompts whether to make it the currently approved document. For approved documents, the history menu offers “Reject this version” instead of “Delete”.

In Google Drive, one reviewer’s rejection rejects the file; when all reviewers approve, the file is locked. Unlocking it does not cancel the current approval request.

Box Relay outcomes run in order and can vary according to approval or rejection. Moving an approved file to a folder is one workflow outcome, rather than a blanket release rule.