SharePoint2010 : Setting Content Organizer Rules within Record Center

Setting rules within the Content Organizer is required to route your documents to send to their destination library. For the interim period they can sit within the Drop Off library, and based on the rules we set, they are routed to their destination library. As we activate Content Organizer within our site, the Drop Off library is created by default. This post describes how we can set the rules to route our documents which we send to Record center.
  • Go to Site Settings > Content Organizer Rules under Site Administration.
  • Click on Add Item.

  • Fill in the name for the rule.
  • Select the Rule Status and Priority
  • Select the Content Type (make sure you have added this content type to your destination library)
  • Most importantly, select the condition on which the routing should occur next.
  • Finally, select the Target library clicking on the browse button.

There you go, the rules are set now. You are good to send documents to your Record Center which will come to its Drop Off library and then routed to your destination library.

SharePoint2010 : Creating Send To connection

Follow the steps below once you have Created your Record Center. If you want to see how to Create Record Center, Click here.

Make a note of the Submission Web Service URL 
  • Navigate to your Record Center
  • Go to Site Settings
  • Click on Content Organizer Settings under Site Administration 

  • Select the Web URL and copy it to clipboard/notepad  (we will use it later)

Create Send To connection
  • Ensure that you have the required permissions to perform this procedure. To create a connection, you must be a member of the Farm Administrators group.
  • Go to SharePoint Central Administration, under General Application Settings, click Configure Send To Connections.

  •   In the Web Application field of the Configure Send To Connections page, select the Web application that hosts the site collections from which documents will be sent.

  • From the Send To Connections list, select New Connection.
  • In the Display name field, type a name for this connection. This is the name that users will see as one of the options to which to send a document.
  • In the Send to URL field, enter the URL which we copied in the initial steps. Click “Click here to test” if you want to confirm that you have entered a URL to a Content Organizer. This should bring you up the web service that transfers the document from source to destination.
  • To display this connection in the list that appears when a user clicks Send To, select Allow manual submission from the Send To menu.

From the Send To action list, select one of the following values:

  • Copy: Select this option to create a copy of the document and send the copy to the destination repository.
  • Move: Select this option to delete the document from its current location and move the document to the destination repository. Users will no longer be able to access the document from its original location.
  • Move and Leave a Link: Select this option to delete the document from its current location, move it to the destination repository, and leave a link at the current location indicating that the document has been moved. When a user clicks this link, a page will appear that displays the URL of the document and the document’s metadata.
  • In the Explanation dialog box, type the information to be added to the audit log when the user sends a document by using this connection. If you selected Move and Leave a Link in the previous step, the page that appears when the user clicks the link will also display the explanation.
  • Click Add Connection to create the connection.
  • Click OK.

Applying Retention Policy to SharePoint 2010

Records Management is one of the very important aspects of SharePoint 2010 along with document management. Retention can be set either on content types or on folders depending on business case. In this post, I will explain how to set retention on any SharePoint library.
To start with applying retention to your library items, let us create a content type and then we will apply the retention to the content type which will drive the documents throughout their life cycle.

Now that we have our content type ready, document is in the library with valid value in the metadata field, we can proceed to apply retention to the content type.

Step 1: Click on Library Settings > Information management policy settings (under Permissions and Management)

Step 2: You can see the Vouchers content type listed along with the by default Folder content type. Click on Vouchers content type.
Step 3: Check the Enable Retention check box and click on Add a retention stage
Step 4: To trigger off the retention, our custom column (Voucher Date) which we added while creating the content type will be listed here. Select Voucher Date from dropdown and put 2 years (for the sake of this post). This is where you will put in your business case and fill in the value you want.
Step 5: Once we selected the Voucher Date and entered the number of years, now it’s time to select the kind of action we would want to perform on the item. The Action dropdown will list the available actions to choose from.
Let us declare the item as record after 2 years (for sake of this post).

Select Declare Record and click on OK.

Now you will be directed to the previous page with your event described as below. If you want you can add another stage of retention based on your organisation policy. For example, you would want to delete the item after keeping it for another 5 years after you have declared as a record. So you can add another stage here. Also, you may want to send the record to Record Centre after certain period, you can add that here by adding a new stage.
And we are done. We have now successfully applied retention to our content type.
You can follow the similar way to apply retention to any folder; the process is exactly the same, so I am not mentioning it in my post.

The SharePoint job which works in background to make the retention work is Information management policy job and Expiration policy job. They can be scheduled as per your organization policy going into the Central Administration > Monitoring > Review job definitions (under Timer jobs).

SharePoint 2010: Documents not routing in Drop Off Library

Drop Off Library, one of the very useful feature of SharePoint 2010 is very helpful when you have thousands of documents and you have to sort them out or redirect them to their owners or route them to their respective libraries. As you know that we need to activate the Content Organizer at out site level to use drop off libraries. Sometimes, the documents you send to the drop off libraries and not routed instantly in-spite of the fact that the rule you mentioned in the Content Organizer Rules is matching the documents. If this is your scenario, please try the following to get your routing started.

  • Make sure all the required fields for the content type you are routing has valid values in them
  • If you want to manually run the Content Organizer Processing job(in Central Admin), it will start the routing process and will route the documents instantly. This job is scheduled to run daily by default. Whenever this job runs and it cannot route the documents in the drop off library, it will send an email to the Rule manager stating the reason and some instructions.