Aug 17, 2016
Work more efficiently in Microsoft SharePoint by sending periodical document review email notifications to users.
You can set email reminders to users to notify them that a document needs reviewing by using Information Management Policies. What you need to do is create a simple workflow that emails a message to users, and then nominate this workflow to be run periodically by the Information Management Policies.
Here’s a breakdown of the steps:
- From the List tab of the document library, select the Workflows drop down and select Create a workflow in SharePoint Designer.
- In SharePoint Designer, name the workflow, for example "EmailUsers" and click on OK.
- From the tab, click on Actions and select Send an Email.
- Click on the users link, specify the users in the To box and type up your email message. To create a link to the document in the body of the email you can click on the Add or Change Lookup button and, from the second drop down, choose a column that has the text (linked to item with edit menu) in front of it – usually "Title".
- Click on Publish from the tab.
- Back in SharePoint, go to the Library Settings and click on Information Management Policies settings.
- Click on Document Content Type.
- Tick Enable Retention and then click on Add a retention stage.
- Select the period that you want the review to happen and from :Action: select start a workflow and then select EmailUsers workflow.
- Tick "Repeat this stage’s action until the next stage is activated and specify period of recurrences" and click OK.
And that’s it! SharePoint will now periodically run the workflow when a document in this library is due, which of course means that users will receive emails about reviewing the document.
For more information, take a look at our SharePoint training courses.
Hope this has helped.
Cyrus Mohseni.
How do your Excel skills stack up?
Test NowNext up:
- Four ways you can create a better workplace
- Enter Power BI
- Working with Styles - Part 3
- The best leaders develop their followers
- The Deming Cycle
- Learn to lead and inspire people with these TED Talks
- The Windows Key
- How-to: Import Appointments from Excel to SharePoint 2013 Calendar
- Master the art of masking in Photoshop
- 10 steps to becoming a terrific facilitator
Previously
- Four ways you can create a better workplace
- Handling difficult conversations at work
- How to get started with Nano Server in Windows Server 2016
- Create with Adobe’s Capture Mobile App: Patterns
- Quick Tuts: Word 2010 - Easily align text with leader tabs
- PowerShell Basics Series - Date and Time Manipulations
- Your next presentation … nailed!
- How-to: Open an Excel workbook containing macros, without running the macros
- Secure and sync in OneDrive for Business
- Common sense is not so common