Hello-
I’m still new to SharePoint and attempting to create a workflow for a library that seems to work intermittently. The idea is that I want to move documents to the archive once the date entered there is reached where applicable (most will be blank, hence first line). I created the workflow in SharePoint Designer:
Step: Step 1
If Current Item:Archive Date is less than or equal to 1/1/1900 12:00:00 AM
Stop the workflow and log No Date
Wait for Archive Date to be less than or to equal Today
Log Workflow started to the workflow history list
Copy item in Current Item to Archive
Delete item in Current Item
Log Document archived to the workflow history list
In Start Options, I have allow manual start, start when item is created and when item changed checked.
Lately, when that date is reached, nothing happens. If I go in and change it to another past date (like last month, for instance), it might kick in the workflow.
I’m hoping this is an obvious fix for someone!
Thanks in advance,
Stephanie
Hi Stephanie,
Once you stop a workflow, it will not start again. It starts over from the beginning. The best approach would actually be to use Information Management Policies on the library, to initiate a workflow and copy the item. That way there is no “waiting/pausing”. Information Management Policies allow you to create retention policies based on dates.
Here is an example of how to set it up.
https://sharepointduffbert.com/2014/07/17/using-the-information-management-policy-specifically-the-retention-policy-in-sharepoint-2010/
Hi Stephanie,
For any archival its best to fo for IRM as suggested by Beau.
But to achieve a scenario like this using workflow, Instead of “Wait for Archive Date to be less than or to equal Today”, you can use the “Wait for a Field Change in Current Item” action. This would trigger when there is any change in the item , and here you can check if the date is filled, then wait till that date.
I agree with Beau.
Information Management policy is a much better option when archiving SharePoint items. Just need to realize that the timer job will Start a workflow every weekend by default and you will need to specify a recurrence condition as needed.
