Recurring Tasks Management with SharePoint Workflows
A SharePoint tutorial by Peter Kalmstrom
Many companies have a number of subscriptions that need
to be renewed at different times. Most vendors send out
reminders when it is time for the renewal, but you get better
control and overview if you have an efficient renewal system
of your own. SharePoint workflows may well be used for that.
In the demo below Peter Kalmstrom, CEO of kalmstrom.com
Business Solutions and Microsoft certified SharePoint specialist
and trainer, shows how to make SharePoint create a renewal
task for the responsible person two weeks before the subscription
expires. A subscription list, two workflows and a retention
setting is needed for this to work.
This setup may of course be used for other events than subscription
renewals. It can be applied to all scenarios where you need
to give a reminder for a recurring event.
Regretfully a SharePoint 2013 workflow cannot be started
by a retention stage as described in step 4 below, so it
is necessary to make the second workflow a SharePoint 2010
workflow.
Also the first workflow may very well be SharePoint 2010,
and the whole Tip works in SharePoint 2010 too, even if
Peter uses SharePoint 2013 in his demo.
These are the steps:
- Create a custom SharePoint list where the subscriptions
are stored
This can be done in SharePoint, but as Peter will use
SharePoint Designer for the workflows he also creates
the list here.
-
In
SharePoint Designer, select Lists and Libraries
and press the Custom List button in the ribbon
- Give the list a name and click OK
- Open the new list and click the link Edit list
columns
- Press the Add New Column button in the ribbon
and add a Date and Time column for the Expiry date
- Open the column and set the default value to
None
- Add a Date and Time column for Renewal date
and set the default value to None (this date will
be set by the first workflow)
- Add a Person or Group column for the responsible
person
- Save the list
- Create a SharePoint workflow that sets the renewal
date
- Press the List Workflow button in the SharePoint
Designer ribbon to create a new workflow, 2013 or
2010.
- Give the workflow a name and click OK
- Set the Transition to stage to "End of Workflow"
- Click the workflow name and set the workflow
to start automatically when an item is created
- Click the Edit workflow link to continue editing
the workflow
- At Stage 1, enter Add Time to Date and add a
calculation of -14 from the lookup Expiry date
- Create a new variable and give it a name
(Peter calls it MyRenewalDate)
- Set the field Renewal to the new variable
- Publish the workflow
- Create a SharePoint workflow that creates a renewal
task for the responsible person
- Press the List Workflow button in the SharePoint
Designer ribbon and create a new SharePoint 2010
workflow
- Set the action to Assign a To-do Item
- Click the to-do link and create the task
- Assign the task to the Responsible
- Publish the workflow
- Set the time when the renewal task workflow should
be run
-
In
SharePoint, open the List settings for the custom
list you created in step 1
- Open the Information management policy settings
under Permissions and Management
- Open the default Item Content Type and Enable
Retention
- Click the Add a retention stage link and set
it to Renewal + 0 days
- Set the action when the stage is triggered to
Run a workflow and select the workflow you created
in step 3
In the demonstration Peter also removes a workflow variable
and hides a list column. Both are created automatically
but are not necessary for the performance. You may leave
these part untouched if you so wish.
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