tobi.gap

Hey mates!

I need to send a notification mail when a due date specified in a list item has passed.

I'm using share point designer to do the workflow part and have a workflow without condition but the corresponding action defined. I was trying to use the expiration function in the information management policy setting of the list but that doesn't work that nicely.

Any suggestions for a more elegant solution

Thanks a lot!



Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

Su

I have a similar requirement. I need to configure the workflow so that when a document expires, owners or the approvers should get a email notification.

Any help would be appreciated.

Thanks

Suvarna.





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

Benno

Hi,

Just an input where you could start - I haven't tested it and you may not implement it this way, if you have lots of documents because of the many workflows caused running.

The solution could look like:
Creat in SP Designer a workflow for the library that starts for all new and updated items. In this workflow you us a action to wait until the expiration date of the document is reached and then you send out the email.

Rgds,

Benno





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

mabster

WY wrote:
Creat in SP Designer a workflow for the library that starts for all new and updated items. In this workflow you us a action to wait until the expiration date of the document is reached and then you send out the email.

Hi gang,

This idea falls down if the user modifies an item more than once. A new workflow gets kicked off each time the item is changed, and sends an email when the expiration date is reached. So if you modify the item three times and don't change the expiry date, you'll get three emails on that date. Even worse - if you modify the expiry date, you'll still get the email on the original expiry date.

Unless there's some way to automatically terminate existing "in progress" workflows when an item is modified, I don't think the "pause until" action is an option. A timer job firing a workflow on every item in the list may be the only solution, but I don't know how to set those up (the workflow or the timer job) just yet.

Matt





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

Unclepaul84

Your statement about multiple instances of a workflow is not completely accurate. There can only be one instance of a workflow for a given workflow association running on a list item.






Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

mabster

I've seen multiple active workflows against a list item in my tests, though.

I set up a workflow in SharePoint Designer which would be started when an item is changed or created (which waits for a date specified in the item and then emails me). I then created an item, and later edited it. When I click on the item's dropdown menu and view the workflows associated with it, I see two "In Progress" workflows.


If I don't manually terminate the original workflow, I get two emails.





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

mabster

Hmm - I may have to call shenanigans on myself there. I just tried my test again and I don't see multiple "in progress" workflows against an item after editing it.

Instead, the original workflow that was created when the item was first created is still there.

This is not what I want, of course - I want the original workflow to terminate and a new one to get kicked off, because I've changed the "due date" on the item.





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

leonwoo

Hi,

THis is what i did:

1. When a user add a new list item, hook a WF to the item.

2. When a user change the date/time, remove the WF from the list and create a new WF.

Basically I am using a custom list event handler to do the calculation. In the WF i am using a delay activity to do the scheduling.

cheers.





Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

spexpert

Has anyone got this working. I am trying to create the same functionality - Have an email sent to user before expiration date of an item approaches. I am not sure if going the workflow way is the best though .




Re: SharePoint - Workflow Start workflow when due date specified in list item has passed

Su

Hi,

I have created a batch job that runs every night. What the job does is , it checks for all the items(in a sitecollection) whose expiration date is equal to today and then send a notification mail to the approvers group .

I have used the CAML query to get all the items whose expiration date is met.

Thanks

Suvarna