{"id":324,"date":"2012-12-17T18:08:59","date_gmt":"2012-12-17T18:08:59","guid":{"rendered":"http:\/\/collaboriscom.wpengine.com\/?p=324"},"modified":"2022-08-10T12:43:15","modified_gmt":"2022-08-10T12:43:15","slug":"how-to-configure-a-yearly-reminder-on-a-sharepoint-document","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/how-to-configure-a-yearly-reminder-on-a-sharepoint-document\/","title":{"rendered":"How to configure a yearly reminder on a SharePoint document"},"content":{"rendered":"<\/p>\n<h1 style=\"\">How to configure a yearly reminder on a SharePoint document<\/h1>\n<p style=\"\">SharePoint <strong>Information Management Policies<\/strong> are very useful for automatically performing actions on a document at some point in the future.<\/p>\n<p style=\"\">For example, your organization may conform to ISO 9001 standards which require that documentation should be regularly reviewed and refreshed. It&#8217;s also extremely good practice to clean, prune, and removed documents that are no longer needed. This makes an end-users life easier (better search results) and also lowers the storage costs.<\/p>\n<p style=\"\">Scheduling a regular SharePoint document review can help keep your records manageable and also neat and tidy.<\/p>\n<p style=\"\">The following actions can be performed automatically to help with your SharePoint document review :&nbsp;<\/p>\n<ul>\n<li style=\"\">Move to Recycle Bin<\/li>\n<li style=\"\">Permanently delete<\/li>\n<li style=\"\">Transfer to another location<\/li>\n<li style=\"\">Start a workflow<\/li>\n<li style=\"\">Skip to next stage<\/li>\n<li style=\"\">Declare a record<\/li>\n<li style=\"\">Delete previous drafts<\/li>\n<li style=\"\">Delete all previous versions<\/li>\n<\/ul>\n<p>The main reason for this post is because we get asked a lot&nbsp;if we support&nbsp;<strong>automatically<\/strong> resetting <a href=\"\/products\/docread\/\" rel=\"noopener\" target=\"_blank\" style=\"outline: none;\">DocRead <\/a>tasks. This means that every year, 6 months (or whatever period suits) DocRead will create <strong>new <\/strong>tasks for everyone in the &#8216;Required&#8217; and \/ or &#8216;Recommended&#8217; audiences for that document. Once this is triggered, users will then be asked to re-read and acknowledge the document, ensuring that they always understand what their organizations policy or procedure is.<\/p>\n<p>We have allowed you to do this &#8220;manually&#8221; from day one, but the developers haven&#8217;t introduced an automatic mechanism at this point. Until this is ready &#8211; a simple expiration policy and a workflow can be used to send out a reminder to DocRead publishers. One of the publishers will then be required to visit the document and perform &#8216;Reset Tasks&#8217; manually.<\/p>\n<p>The steps in the rest of this post illustrate how to achieve this, so let&#8217;s get started!<\/p>\n<h3 style=\"\">Create a workflow to e-mail a group of users<\/h3>\n<p>To create the workflow, we are going to use SharePoint Designer, so you need to ensure that you have it installed (it&#8217;s free) and that it can connect to your SharePoint site.<\/p>\n<p>1. Navigate to the document library containing your policy and select &#8216;<strong>Library&#8217;<\/strong>\u00a0from the Ribbon.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/ribbon-library.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/ribbon-library.png\" alt=\"ribbon-library\" width=\"368\" height=\"136\" \/><\/a><\/p>\n<p>2. On the Workflow menu (far right) select \u2018<strong>Create a Workflow in SharePoint Designer<\/strong>\u2019<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/create-workflow-sharepoint-designer.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/create-workflow-sharepoint-designer.png\" alt=\"create-workflow-sharepoint-designer\" width=\"301\" height=\"145\" \/><\/a><\/p>\n<p>3. At this point SharePoint Designer will have loaded and should have prompted you to name and describe your new workflow :<\/p>\n<p>\u00a0<a href=\"\/wp-content\/uploads\/2015\/07\/workflow-name-dialog.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/workflow-name-dialog.png\" alt=\"workflow-name-dialog\" width=\"538\" height=\"287\" \/><\/a><\/p>\n<p>4. From the Ribbon in SharePoint Designer choose \u2018<strong>Action<\/strong>\u2019 and \u2018<strong>Send an Email<\/strong>\u2019<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/send-email-workflow.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/send-email-workflow.png\" alt=\"send-email-workflow\" width=\"824\" height=\"270\" \/><\/a><\/p>\n<p>5. When the action gets inserted into the step, click on the \u2018<strong>these users<\/strong>\u2019 link.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/workflow-these-users.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/workflow-these-users.png\" alt=\"workflow-these-users\" width=\"212\" height=\"91\" \/><\/a><\/p>\n<p>6. From the &#8216;<strong>Define E-mail Message<\/strong>&#8216;\u00a0dialogue\u00a0you have a few options. We are going to e-mail all of the users in our DocRead Publishers SharePoint group :<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/send-email-sharepoint-workflow.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/send-email-sharepoint-workflow.png\" alt=\"send-email-sharepoint-workflow\" width=\"544\" height=\"501\" \/><\/a><\/p>\n<p>7. Now \u2018<strong>Save<\/strong>\u2019 and \u2018<strong>Publish<\/strong>\u2019 the workflow.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/save-publish-workflow.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/save-publish-workflow.png\" alt=\"save-publish-workflow\" width=\"146\" height=\"116\" \/><\/a><\/p>\n<h2>Configure an Expiration Policy for the Documents<\/h2>\n<p>At the end of this stage we will have configured an expiration policy to trigger our new workflow one year (and every year) after the creation date.<\/p>\n<p>1. To ensure the required functionality is available, you need to make sure that the \u2018<strong>In place Records Management<\/strong>\u2019 site collection features is activated.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/in-place-records-management-feature.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/in-place-records-management-feature.png\" alt=\"in-place-records-management-feature\" width=\"812\" height=\"55\" \/><\/a><\/p>\n<p>2. Navigate to the \u2018<strong>Document Library Settings<\/strong>\u2019 screen and choose \u2018<strong>Information Management Policy Settings<\/strong>\u2019.<em><\/em><\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/information-managment-policy-settings.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/information-managment-policy-settings.png\" alt=\"information-managment-policy-settings\" width=\"651\" height=\"335\" \/><\/a><\/p>\n<p>3. From the Content Types list select \u2018<strong>Document<\/strong>\u2019. (Please note, you may want to create a new content type so that you can apply your policy to that, not all documents).<\/p>\n<p>4. From the pull-down list choose \u2018<strong>Start a workflow<\/strong>\u2019 and select the workflow you created in the steps above.\u00a0Also set the other options as below.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2015\/07\/document-retention-settings.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2015\/07\/document-retention-settings.png\" alt=\"document-retention-settings\" width=\"509\" height=\"526\" \/><\/a><\/p>\n<p>5. Click &#8216;<strong>Ok<\/strong>&#8216;. Your policy will now be saved.<\/p>\n<p>That&#8217;s it!\u00a0When a document now reaches it\u2019s yearly anniversary an e-mail will be sent to remind DocRead publishers to go to the document library and click on &#8216;Reset Tasks&#8217;. You can also use a similar mechanism to set-up yearly reviews.<\/p>\n<p>I hope these tips help with your SharePoint document reviews.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to configure a yearly reminder on a SharePoint document SharePoint Information Management Policies are very useful for automatically performing actions on a document at some point in the future. For example, your organization may conform to ISO 9001 standards which require that documentation should be regularly reviewed and refreshed. It&#8217;s also extremely good practice [&hellip;]<\/p>\n","protected":false},"author":9,"featured_media":2106,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[1,6,28],"tags":[],"class_list":["post-324","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-docread","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>How to configure a yearly reminder on a document - Collaboris<\/title>\n<meta name=\"description\" content=\"This post shows how to set an annual reminder on a SharePoint document using SharePoint designer and workflow and gives SharePoint document review tips.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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