{"id":1379226,"date":"2025-01-07T10:31:54","date_gmt":"2025-01-07T10:31:54","guid":{"rendered":"https:\/\/www.collaboris.com\/?p=1379226"},"modified":"2025-01-07T10:33:24","modified_gmt":"2025-01-07T10:33:24","slug":"creating-policy-review-reminders","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/creating-policy-review-reminders\/","title":{"rendered":"Creating policy review reminders in SharePoint"},"content":{"rendered":"<h1>Creating policy review reminders in Office 365<\/h1>\n<p><a href=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/calendar-laptop-extra-narrow.png\" target=\"_blank\" rel=\"noopener\"><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 8651 \/ 2523;\" title=\"calendar laptop extra narrow\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/calendar-laptop-extra-narrow.png\" alt=\"\" width=\"1080\" height=\"315\" data-id=\"1379232\" data-init-width=\"8651\" data-init-height=\"2523\" data-link-wrap=\"true\" data-width=\"1080\" data-height=\"315\" \/><\/a><\/p>\n<p>You might want to set up a reminder process to ensure you don&#8217;t forget to review a policy. However, creating reminders for starting a policy review process can bring many benefits, including:<\/p>\n<p><strong>Ensures Compliance:<\/strong> Regular reminders help ensure that policies remain compliant with current laws and regulations. This in turn reduces the risk of legal issues.<strong>Updates and Relevance:<\/strong> It allows for timely updates, ensuring policies are relevant and reflect the latest industry standards and organizational practices.<strong>Improves Efficiency:<\/strong> By scheduling reminders, organizations can streamline the review process, making it more efficient and less likely to be overlooked.<strong>Enhances Accountability:<\/strong> Reminders help assign responsibility for policy reviews, ensuring that designated individuals or teams are accountable for maintaining policy integrity.<strong>Facilitates Communication:<\/strong> Regular reviews and updates can improve communication within the organization, as changes are communicated and understood by all relevant parties.<strong>Risk Management:<\/strong> Keeping policies up-to-date helps identify and mitigate potential risks, contributing to a safer and more secure organizational environment.<\/p>\n<h2>Creating a reminder in Office 365<\/h2>\n<p>First, navigate to the SharePoint list or library that contains the items you need to set review reminders for. If you don&#8217;t already have a expiry date column, then create one using the &#8221; + Add Column&#8221; option.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 1235 \/ 189;\" title=\"policy library columns\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/policy-library-columns.png\" alt=\"image showing the expiration date column for a SharePoint library\" width=\"1080\" height=\"165\" data-id=\"1379238\" data-init-width=\"1235\" data-init-height=\"189\" data-link-wrap=\"true\" data-width=\"1080\" data-height=\"165\" \/><\/p>\n<p>Next, click on Automate &gt; Set a reminder &gt; Expiration date.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 1797 \/ 266;\" title=\"automate reminder option\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/automate-reminder-option.png\" alt=\"image showing the automate reminder menu option\" width=\"1080\" height=\"160\" data-id=\"1379241\" data-init-width=\"1797\" data-init-height=\"266\" data-link-wrap=\"true\" data-width=\"1080\" data-height=\"160\" \/><\/p>\n<p>A pop up on the screen will open to check your Office 365 credentials. Wait a few seconds to ensure you have the necessary permission and licences to create the workflow. Click Continue if everything is ok, or see your SharePoint administrator if you get errors.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 411 \/ 522;\" title=\"Permission check\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/Permission-check.png\" alt=\"image showing the permission checks\" width=\"325\" height=\"413\" data-id=\"1379236\" data-init-width=\"411\" data-init-height=\"522\" data-link-wrap=\"true\" data-width=\"325\" data-height=\"413\" \/><\/p>\n<p>Click &#8220;Continue&#8221; when you are ready to proceed.<\/p>\n<p>Next, give your flow a unique name and set a timescale for when your reminder should be issued. Remember to allow enough time before your update deadline to complete all of the necessary reviews and updates.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 411 \/ 469;\" title=\"name your reminder flow\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/name-your-reminder-flow.png\" alt=\"image showing where to name your reminder flow\" width=\"339\" height=\"387\" data-id=\"1379246\" data-init-width=\"411\" data-init-height=\"469\" data-link-wrap=\"true\" data-width=\"339\" data-height=\"387\" \/><\/p>\n<p>Click &#8220;Create&#8221; to finish. You will receive a confirmation message stating that the reminder has been created.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 893 \/ 363;\" title=\"flow confirmation\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/11\/flow-confirmation.png\" alt=\"image showing the flow confirmation message\" width=\"761\" height=\"309\" data-id=\"1379247\" data-init-width=\"893\" data-init-height=\"363\" data-link-wrap=\"true\" data-width=\"761\" data-height=\"309\" \/><\/p>\n<p><strong>Note:<\/strong> There are several things to note about this functionality<\/p>\n<ul>\n<li>This reminder flow will be applied to all of the documents in this library. You therefore need to make sure that all documents needing a review have an expiration date.<\/li>\n<li>This is your workflow, so only you will receive the email reminders. Other members of your team would need to set up their own workflow as well if needed.<\/li>\n<li>Advanced features (like adding others to the workflow) can be added in the Power Automate logic.<\/li>\n<\/ul>\n<h2>What happens when the flow runs?<\/h2>\n<p>In my example, 45 days before a policies expiration date, you will receive an email similar to this:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" style=\"aspect-ratio: auto 842 \/ 566;\" title=\"policy reminder workflow email example\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/12\/Screenshot-2024-12-20-113732.png\" alt=\"\" width=\"555\" height=\"373\" data-id=\"1379323\" data-init-width=\"842\" data-init-height=\"566\" data-link-wrap=\"true\" data-width=\"555\" data-height=\"373\" \/><\/p>\n<p>I hope this post helps you ensure your policies all benefit from regular reviews and no policy is forgotten about. If you&#8217;d like to improve the process of ensuring your polices are read and acknowledged by relevant employees then see below.<\/p>\n<h2 style=\"color: var(--tcb-color-8) !important; --tcb-applied-color: var$(--tcb-color-8) !important;\">We have been developing policy compliance solutions for SharePoint for over 12 years.<\/h2>\n<p>We understand how Compliance Managers struggle to ensure all employees have acknowledged critical documents like policies or procedures.<\/p>\n<p>That&#8217;s why we created DocRead, a tool that allows you\u00a0to distribute policies, procedures, and important documents to employees and track acknowledgments, ensuring employee compliance and accountability.<\/p>\n<p>All without leaving SharePoint.<\/p>\n<p>Want to see how we can save you time and automate your employee compliance?<\/p>\n<p>__CONFIG_colors_palette__{&#8220;active_palette&#8221;:0,&#8221;config&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;name&#8221;:&#8221;Main Accent&#8221;,&#8221;parent&#8221;:-1}},&#8221;gradients&#8221;:[]},&#8221;palettes&#8221;:[{&#8220;name&#8221;:&#8221;Default Palette&#8221;,&#8221;value&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;val&#8221;:&#8221;var(&#8211;tcb-color-9)&#8221;}},&#8221;gradients&#8221;:[]},&#8221;original&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;val&#8221;:&#8221;rgb(19, 114, 211)&#8221;,&#8221;hsl&#8221;:{&#8220;h&#8221;:210,&#8221;s&#8221;:0.83,&#8221;l&#8221;:0.45,&#8221;a&#8221;:1}}},&#8221;gradients&#8221;:[]}}]}__CONFIG_colors_palette__ <a> Book my tour <\/a><\/p>\n<p>DocRead has enabled us to see a massive efficiency improvement&#8230; we are now saving 2 to 3 weeks per policy on administration alone.<\/p>\n<h4>Nick Ferguson<\/h4>\n<p>Peregrine Pharmaceuticals<\/p>\n<p><span style=\"font-style: normal;\">Feedback for the on-premises version of DocRead.<\/span><\/p>\n<h2>You may also like:<\/h2>\n<p style=\"font-size: var(--tve-font-size, 13px);\"><span data-shortcode=\"tcb_post_published_date\" data-shortcode-name=\"Post date\" data-extra_key=\"\" data-attr-type=\"published\" data-attr-date-format-select=\"F j, Y\" data-attr-date-format=\"F j, Y\" data-attr-show-time=\"0\" data-attr-time-format-select=\"g:i a\" data-attr-time-format=\"\" data-attr-link=\"0\" data-attr-target=\"1\" data-attr-rel=\"0\" data-option-inline=\"1\">December 19, 2024 <\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><span data-shortcode=\"tcb_post_title\" data-shortcode-name=\"Post title\" data-extra_key=\"\" data-attr-link=\"1\" data-attr-target=\"0\" data-attr-rel=\"0\" data-option-inline=\"1\" data-attr-static-link=\"{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https:\/\/www.collaboris.com\/podcast-effective-healthcare-procedures\/&quot;,&quot;title&quot;:&quot;Podcast: Effective Healthcare Procedures&quot;,&quot;class&quot;:&quot;&quot;}\" data-attr-css=\"\"><a title=\"Podcast: Effective Healthcare Procedures\" href=\"https:\/\/www.collaboris.com\/podcast-effective-healthcare-procedures\/\" data-css=\"\">Podcast: Effective Healthcare Procedures<\/a><\/span><\/h2>\n<p>Podcast: Implementing effective healthcare procedures Implementing effective healthcare procedures is an ongoing process. 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However, creating reminders for starting a policy review process can bring many benefits, including: Ensures Compliance: Regular reminders help ensure that policies remain compliant with current laws and regulations. This [&hellip;]<\/p>\n","protected":false},"author":10,"featured_media":1379228,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[6,28],"tags":[],"class_list":["post-1379226","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-policy-management","category-sharepoint"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.9 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Creating policy review reminders in Office365<\/title>\n<meta name=\"description\" content=\"Find out how to create a policy review reminder in SharePoint Online \/ Office 365 to help ensure your policies are kept up to date\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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