A SharePoint Workflows tutorial by Peter Kalmström
organizations have contracts that need to be renewed at
certain times. In the demos below Peter Kalmström, CEO and
Systems Designer of kalmstrom.com Business Solutions, shows
how to first create a SharePoint content type for a Contracts
library and then create two different workflows that send
an e-mail reminder to the responsible person for each contract
that is near renewal or expiry date.
"Contracts" content type
Peter creates a new site content type for contracts and
adds the following columns:
Signing date, Date and Time with Todays date as
Counterparts, Lookup from a "Counterparts" list.
Type of Contract, Choice, without a default value
(Peter shows how to use Excel to get the options in
Responsible Counsel, Person or Group
Renewal or Expiry Date, Date and Time
Counsel comment, Multiple lines of text with 'Append
Changes to Existing Text' enabled
When the content type is finished, Peter associates it with
the Contracts document library and removes the default 'Document'
content type from that library. He also makes the new columns
visible in the library and renames the 'Title' column into
Create a Local Variable of the type Date/Time, called ReminderDate.
Add an Add Time to Date action: -7 days to the
current item Renewal or Expiry Date. Output the
value to the variable ReminderDate.
Add a Pause until Date action and select Workflow
Variables and Parameters >Variable:ReminderDate
for the date.
Add a Send an Email action for the current item
Responsible Counsel and Email Address. Add a lookup
for the Name of the current item to the Subject.
It is also possible to use a SharePoint 2010 workflow and
a retention stage. Then you must first enable retention
under 'Information management policy settings' in the library
settings and then set when the workflow should run. Peter
shows this in the demo below.