.NET Tutorials, Forums, Interview Questions And Answers
Welcome :Guest
 
Sign In
Register
 
Win Surprise Gifts!!!
Congratulations!!!


Top 5 Contributors of the Month
david stephan

Home >> Articles >> SharePoint >> Post New Resource Bookmark and Share   

 Subscribe to Articles

Automatically Delete document after 2 days using Retention Policy in SharePoint

Posted By:Jean Paul       Posted Date: July 17, 2014    Points: 200    Category: SharePoint    URL: http://www.dotnetspark.com  

In this article we will explore a real-life scenario of automatically deleting documents. You can play with other retention policies as well in sharepoint.
 

In this article we can explore a real world scenario.

ยท Our client needs a document library where users can store some informational documents. The library should cleanup documents which are 2+ days older.

How to achieve this?

We can use Retention Policy which is out-of-the box. The solution should take only less than 5 minutes to implement.

What is Retention Policy?

Retention Policy is an Information Management Strategy in SharePoint. We can set various retaining policies for documents & items.

The policy can be set at the Site Collection level and Library level.

Please follow the steps to undergo our exercise.

Step 1 Create a Temporary Library

Create a new temporary document library & call it as Tempdocs

clip_image002

Step 2 Open Information Management Policy Settings

We are going to set a policy for this library. Open Library Settings > Information management policy settings page from the link below.

clip_image004

You will get the following page.

clip_image006

Step 3 Edit Document Content Type retention policy

Click on the Document link from the list above. In the appearing page, choose Define a policy as shown below.

clip_image008

Step 4 Enter Policy Details

In the appearing page enter the details about the policy.

clip_image010

Step 5 Add Retention State

We are actually creating a retention policy. (act of retaining)

So click on the Enable retention check box & then on the Add retentions stage link as shown below.

clip_image012

Step 6 Enter Retention Details

In the appearing dialog, enter the retention details.

clip_image014

The retention have 2 items:

1. Event

2. Action

When the Created date passes +2 days the event is triggered & the action would be Delete the document.

Click Ok to save the dialog. When the dialog box returns, click Ok in the retention policy page as well.

clip_image016

Now we are ready with our Retention Policy of deleting documents which exceeded 2 days from date of creation.

Step 7 Testing the Policy

For testing the policy, add a document to the library.

clip_image017

Step 9 Change Date

Open the date/time settings & make the date +3 days from today.

clip_image018

Step 8 Execute Timer Jobs

Following are the 2 timer jobs responsible for doing the tagging & deleting of document.

1. Information management policy

2. Expiration management policy

clip_image020

These timer jobs may be scheduled for running daily or weekly. As we cannot wait that much time for testing, we prefer to run them immediately.

Open Central Administration > Monitoring > Check job status > Job Definitions

clip_image022

Locate the above timer jobs, click to open it & choose the Run Now option. Please execute in the order described below.

clip_image024

and

clip_image026

Open each timer job & click the Run Now button.

clip_image028

Please note that there will be multiple timer jobs with the same name, ensure you execute the one corresponding to your web application.

Step 9 Verify the Document

Now revisit the document library & you can see the document uploaded disappeared.. It got deleted!

clip_image030

This makes sure that the Retention policy is working.

clip_image020[1]

Please note that, additional to Retention Policy, we can have Auditing, Barcode and Label policies.

clip_image032

Additional to that we can use more Events & Actions:

1. Events like Created date > 1 year, Modified date greater than 1 year & so

2. Actions like Move to recycle bin, Declare as record etc.

References

http://bit.ly/nhqTcS

Summary

In this article we have explored a real-life scenario of automatically deleting documents. You can play with other retention policies as well.


 Subscribe to Articles

     

Further Readings:

Responses

No response found. Be the first to respond this post

Post Comment

You must Sign In To post reply
Find More Articles on C#, ASP.Net, Vb.Net, SQL Server and more Here

Hall of Fame    Twitter   Terms of Service    Privacy Policy    Contact Us    Archives   Tell A Friend