2 min read

This post outlines the steps to configure Information management policy to trigger workflow.

Steps:

Configure settings on Document Library:

  1. Open SharePoint Site and go to Library Settings of document library where you want to configure Information Management Policies.

  2. On Library Settings Page click on the Content Type for which you want to configure Information Management Policies. E.g.:

  3. On Content type settings page click on “Information management policy settings”

  4. On Edit Policy Page, click on “Enable Retention” checkbox so the Add a retention stage link will be visible. Click on Add a retention stage link.

  5. On Stage properties dialog specify following input for time period:
    1. Select “Created” field in the columns dropdown.
    2. And specify 0 in the textbox and select days in the dropdown.

  6. On Stage properties dialog select “Start a workflow” in the action dropdown and in start this workflow dropdown select the workflow that you want to start and click on OK button in the dialog.

  7. Click on OK button on Edit Policy Page.

Change the schedule of Information management policies timer jobs

  1. Open SharePoint Central Administration Site and go to Monitoring -> Review job definitions.

  2. On Job Definitions Page, look for the “Information management policy” timer job for the web application where you have configured Information management policy on document library.

  3. On Edit Timer Job Page change the schedule to run every 1 min as follows:
    1. Select Minutes radio button.
    2. And specify 1 in the textbox.
    3. Click on OK button.

  4. Again go to Job Definitions Page, look for the “Expiration policy” timer job for the web application where you have configured Information management policy on document library.
    1. Select Minutes radio button.
    2. And specify 2 in the textbox.
    3. Click on OK button.

  5. Now workflow will be triggered approximately 3-5 minutes after a new document or form is created in your library using the content type for which you configured Information management policy.

Notes:

  1. If you do any changes in workflow publish the workflow after configuring the information management policies then you will need to update the workflow in Information management policies settings as follows:
    1. Go to Information management policies settings of content type as mentioned in above steps(1 to 3)
    2. Click on “Edit” option for the retention policy.
    3. If you see the workflow then it must be showing Previous version in the Start this workflow dropdown as shown in the below screen shot.

    4. So change the workflow in the Start this workflow dropdown to the actual workflow that you want to run and click on OK button.

    5. Click on OK button on Edit Policy page.