Forum Discussion
Document lifecycle on documents in Communication sites
Hi
What are my options in order to make some Lifecycle on a document library in a Communications sites ?
So I can set an 'end date' on the document and give the Owner/Editor a mail reminder that the document has expired ?
7 Replies
We are using Labels - an admin has to set them up in the Security and Compliance center, but they can grant someone else the ability to do so. You can add a label to a document that has a retention policy set up. Labels can be published to all SharePoint sites or selected sites. We are using some that send an email to a reviewer who can then the decide to delete or maintain the document.
- Yeah that was my 2nd thought was labels, but didn't know it could actually send out the reviewer steps. That's good to know.
We're using the Out of the Box retention policy when you create the label. One of the options is to submit it to a reviewer. It sends them and email to review. You have to give them permissions in the Security and Compliance Center though. I created a role group and assigned Disposition Management and View-Only Audit Logs to them.
- I would say flow, but they are actually working on a "reminder" built in flow for lists/libraries that you could utilize if you have a bit of time to wait. https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=%26searchterms=reminder
Hi ChrisWebbTech
looked at the Flow reminder at the road-map - rolling out - But it seems like I only can create a reminder for myself and on item level and not 'pin-point' the reminder to the doc creator on all items ?I have used Flow to solve this a number of times and i use the "Recurrence" trigger on the library and once a day the flow goes through the documents and checks the dates. If any expiry date is expiring then send out an e-mail to the person responsible for the document (a people column in the library). The benefit with this approach is you can tailor who to and when you send the reminder.
