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Manage Rental Agreements, Retention Policies

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconThis is the last article on how to build a SharePoint rental agreement solution, and in the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, makes the last settings.

Peter opens the Information Management Policy Settings of the content type and sets the renewal alert we have created a workflow for to be sent on a calculated date. He also sets the rental agreements to be deleted permanently ten years after the end date.

Set retention policies for a content type

  1. Click on the settings gear and select Site settings.
  2. Click on the 'Site content types' link in the Web Designer Galleries group.
  3. Select the content type group that contains the rental agreements content type and then the content type itself.
  4. Click on the 'Information management policy settings' link.
  5. Enable retention and click on 'Add retetions stage...' to add two retentions:
    • Set the Event Renewal Date to 0 days and the Action to start the workflow that sends the renewal alert.
    • Set the Event End Date to 10 years and the Action to Permanently Delete the item.

These retention settings cannot be checked immediately, as they are time dependent, but you can make sure that they are active in a list by going into the List settings and open the 'Information management policy settings' link. Click on the content type, and you should see a message that the policy settings cannot be changed, as they are inherited from the parent content type.

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