cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Nintex Newbie

Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Hi All,

Apologies for this rather amateur question.

I have a SP site with a number of content types, each of these have their own retention policy (eg. 3 years, 5 years).

Before items get deleted, I want to give the site admins a 7 day warning that a document is going to be deleted. However, the users don't want a flood of emails and have asked for a "daily summary" notification not unlike the way Alerts work in SP that allow for a daily summary of changes in a library.

Could someone give me a hand explaining the required components I would need to generate this daily "expiring" items notification? How do I build the "list" of items that would get added to the email notification?

thanks

0 Kudos
Reply
8 Replies
Highlighted
Automation Master
Automation Master

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Hi

Please see this blog post that will get you started with querying your list and storing the output into a collection of items:

Site Workflow - Document Review Date Approaching Reminders

this one sends an email per item.

instead of send email inside the for each, you could build a string and add the details of each item to a multiple lines of text variable and finally output that in one email.

Reply
Highlighted
Nintex Newbie

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Thanks Cassy!

Perhaps the rest of my workflow is wrong as well but I seem stuck on the notification part. I have a query list function saving metadata information correctly for multiple items in the list (I know this because testing the query returns multiple results). However, when I try to add this same variable to my email notification, the notification only lists the first item's worth of metadata. I'll take a look at the example you provided and see if I'm missing something.

thanks!

Reply
Highlighted
Automation Master
Automation Master

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

how are you getting on?  when you are testing it is helpful to use log in history list to see what is happening at each point.  let me know if I can help further.

Reply
Highlighted
Nintex Newbie

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Thanks for checking in!

I did get it to work, with some help!

I'd be happy to post the solution we used. What is the best way to do this?

Reply
Highlighted
Automation Master
Automation Master

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Excellent news!  well you could screenshot your solution here to complete the thread, or attach the workflow.  or even better, you could blog about the problem and solution and link to it here. 

Reply
Highlighted
Not applicable

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Yes, please post a blog. And if you can, reply with a link here and mark that correct.

Thanks!

Reply
Highlighted
Nintex Newbie

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Ok I've made a note to do this as soon as I can!

Reply
Highlighted
Nintex Newbie

Re: Create a "Daily Summary" Notification for Expiring Documents

Jump to solution

Here's what we ended up landing on.

This may not be detailed enough for others to make sense of.

The goal was to have a daily summary go to users (identified in the SiteModerators list). The workflow matches "expiring" documents, matches those against the moderator, and then generates an email that spits out all their expiring docs in one email, rather than what was much easier to do, which would be one email for each expiring document.

Snap 2016-08-11 at 09.13.40.png

View solution in original post

Reply