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Workflow for Declaring Record

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconWhen you declare a SharePoint file or item "record", you put certain restrictions on it that are not tied to permissions. Most often you want to protect documents from being edited or deleted when you declare them records.

Declaring record can be done manually, but it is a multi-step procedure. If you have a policy for which items or files should be declared record, you can instead create a workflow that declares a file or item record when a certain condition is met.

In the demo below Peter Kalmstrom, Peter Kalmstrom, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to create a workflow that declares a file record when a specific column value changes to a certain value/certain values. 

Create a workflow that declares a file record when a column changes

Peter uses a CV library as an example, and he wants the file to be declared record when the Status column value is not equal to "Under review".
  1. Open the SharePoint site in SharePoint Designer 2013.
  2. Open the site where you want to declare records.
  3. Create a new SharePoint 2010 workflow. (The Action "Declare  record" is not yet available in SharePoint 2013 workflows.)
  4. On the workflow summary page, set the workflow to start when an item is created and changed.
  5. Click on the Edit workflow link.
  6. Set the condition 'If current field equals value', and set the field, equal condition and value you wish to use. (Peter changes "equals" into "not equals" and uses the field Status and the value Under Review).
  7. Set the action to Declare record.
  8. Check for Errors, and Publish the workflow if there are no errors.

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