I am supporting a Sharepoint 2007 site with a couple workflows associated with some document libraries. The customer wants files that have not been modified in 3 months moved to a specific document library automatically. Is there a way to do with with Sharepoint tools automatically, or do I have to create some kind of custom web part (if thats even possible for this)?
The recommended way to do this is to use the built in information management policies framework. Per list or document library you can setup scheduled checkpoints per item. At these checkpoints you can then "retire" an item, delete it or else archive it off to an archive list. Also, you can simply call a predefined SharePoint workflow to determine what should happen.
A typical example would be an information management policy that checks the list items weekly and calls a custom workflow upon then. You could then associate a workflow that checks the current item's modified date, check whether it's greater than 3 months and then simply move the item.
Have a look into the Share records management here
You can create a timer job. You'd set it up to run every day, e.g. The job would use CAML query to get old documents from the doclib and perform the move operation.
--- Ferda
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I am looking for a document repository solution (hosted internally, not cloud-based) that has the following set of features:
Statuses: Users can set a status (pending, complete, etc) on the document. Notification system based on the status change.
Workflows: Ability to define who the documents go to based on the different statuses. Be able to customize these workflows.
Tagging: Users want to be able to tag different sections of a document with certain key words.
Search: Ability to search for documents based on content within the document as well as for tags.
Merging: Ability to select different pages and/or content within one document and merge that content to another document. Kinda like copy and paste, but more seamless.
Archiving: We need to be able to archive documents in some way.
Permission System: We want to limit document access to users based on roles (read, edit, delete, etc.)
Real-time collaboration: Users should be able to view documents at the same time.
I know that SharePoint has support for at least some of these features, but I am not sure which ones. I am having a difficult time navigating Microsoft's website on what SharePoint can actually do.
So my question is, do you guys know which of the above features SharePoint supports? Oh and any recommendations for other document repository solutions are also welcome.
Assuming that you are targeting SharePoint 2013 on premises;
Status - this can be done by adding a column to document library
Workflow - this is available out of the box. You can also enhance workflow capabilities with adding a third party workflow engine (e.g. Nintex)
Tagging - I am not sure I understand "tagging different sections of a document". Document tags are supported in SharePoint
Search - supported
Merging - this is "document set" functionality in SharePoint. But, it is limited to creating a set of documents with multiple files. Not sure this is what you want
Archiving - Look at records management processes in SharePoint. You can set file retention policies. You can declare records (so no one can change/delete them). Depending upon your definition of Archiving, this may or may not work for you.
Permissions System - most definitely available. More granular than NTFS IMHO
Real Time collaboration - available
Hope this helps
I have a configured a retention policy on a document library, the document should be moved to another location (Drop Off library) after certain amount of time. This doesnt seem to be working.
Please note that I have configured the Content organizer feature and "Send To" connections in Central Admin. I also have changed the trigger time for Information Policy and expiration policy job to run every 2 mins and 5 mins respectively.
Am i missing anything, because the functionality is not working and there is no error being thrown. All i can see is that the retention action is displayed as completed in "Compliance details" tab after sometime, but documents havent moved to drop off library. Also other retention action such as move to recycle bin work perfectly fine.
Please help.
Thanks in advance
If Move to recycle bin is working but Transfer isn't, I'm assuming your destination site is the same as the source. If so, this is not going to work because according to Microsoft support
It was as per design. If you try to move documents to a different location using Retention policy, you have to move it a library in a different site collection. Preferably ‘Records center‘ site collection. Main idea of Microsoft is to have one Archival or Records center site collection for the whole organization.
So, if you are trying to move documents after expiration to a library in same site or site collection, you can use a workaround to start a workflow on expiration date which moves the document to archival library.
Hope this helps. Source
To start with for investigation
1.There are two timer job services in Sharepoint 2010 ( it looks the same on 2013 as well) so ... "Information management policy" and "Expiration policy". check if these Job are working as desired for the web application. I understand it works partially on some instances. But I don't know if it is on the same webapp level.
Next can you check if these documents are checked-out to some one on the team or to a person who has left the firm which is very common sometime User Profile service may give you tickle by not syncing as desired.
If you have custom content type for which the the document is saved. then if the same content type exist on the destination folder ( drop off lib) where document to be moved.
I had a situation when the documents where located inside a folder (leaf) inside document library. Move of document expected a same folder on destination which was weird. But after changing folder name which had '(' symbol it worked.
I have also seen some instances of permissions to the folder for the timer job but, I did not have that experience.
Without actual settings on the retention policy I can only give only pointers. Therefore, please give bit more information about the retention policy setup if it is not confidential.
I have similar problem, and after lots of try and error I found up that I have a required column in the destination content type which wasn't required in the source content type. Just check it!
I have an internal team SharePoint site where the team posts tasks in a task list. Once the task is completed, it is marked COMPLETED. I want to create a workflow so that when I change the status of a task to COMPLETED, the task is removed from the list of team tasks and moved to a new folder/list where all the completed tasks are going to be tracked.
Now, I know I can do this easily using SharePoint Designer by creating a workflow for the team tasks and then applying an equal condition on the status. However, our organization currently doesn't have the ability to use SharePoint designer and the feature is disabled.
How do I achieve the same functionality just by using the on-site features and settings. Any suggestions? I was able to add workflow but I can seem to find the equal condition.
The most straightforward way to solve the problem of separating completed and uncompleted tasks is simply to use views based on the task status.
If you MUST move the item to a different location, you can research if Records Management features get you part way, but chances are you'll need to use a tool or write code.
I am looking for a way to add a document to Search Index using API, as and when document gets added to document library.
I can add eventhandler and write a code to call API. I need to know if API supports such interface. Any sample will be really helpful.
Thanks.
I think that SharePoint (2007 and 2010) have passive indexing, meaning it is out of your control beyond scheduling the indexing service to run at a certain frequency. That being the case, there are occasions when your search cache will be out of sync, such as when you first delete an item. However, I believe you can programmatically prime the index service.
It is also possible to have SharePoint non-SharePoint content, such as a UNC path, via the Central Admin.
As other mentioned it isn't quite possible to do what you want. However you can decrease the latency between when you add content and when it gets indexed. The process looks like this:
Create a new Search Content Source that includes your data that needs to be rapidly searched
Add only sites that you care about rapid search to this content source
Schedule this content source's incremental crawl to happen really often. Consider programmatically watching the crawl status so that you could restart the crawl after it has completed.
Tune your search databases I/O and its indexes so that search crawling happens as fast as possible.
Does anyone know of a way to prevent access to, or highlight, a specific day in a Sharepoint calendar? The intent is to show which day(s) are not available for a given task.
I have already fashioned a Workflow that would email a user, but it needs to be visual as well - people need to see at a glance what days are avaiable.
Any have any ideas? I'm running on SBS 2008 with WSS 3.0 .. I also have Sharepoint Designer 2007 installed, if it can be leveraged.
Personally, I would do this by creating a new event receiver to run on the calendar. This event receiver should run on new / updates, and should configure item level permissions for any event on that specific day. If you break the item's permission inheritance, and remove read access to all items on that day, no one would be able to see the task.
Obviously, always be very careful when working with item level permissions.