{"id":2092,"date":"2015-10-20T12:50:16","date_gmt":"2015-10-20T10:50:16","guid":{"rendered":"http:\/\/www.itidea.nl\/?p=2092"},"modified":"2015-10-20T12:50:16","modified_gmt":"2015-10-20T10:50:16","slug":"list-records-about-to-expire","status":"publish","type":"post","link":"https:\/\/www.itidea.nl\/index.php\/list-records-about-to-expire\/","title":{"rendered":"List records about to expire"},"content":{"rendered":"

This post is written as a follow up and extension of my previous post In-place records overview<\/a>.<\/p>\n

Records management can be implemented in combination with information management policy settings. One of these settings is retention. With retention content can be managed and disposed by specifying one or more stages.<\/p>\n

The picture below shows a retention policy where the document will be moved to the recycle bin after it’s declared as a record for 10 days. This is a quite short period of time, but convenient for demo purposes.
\n\"Records
\n<\/a>Retention policy added to a content type<\/em><\/p>\n

When using records management with retention policies, where\u00a0records are declared in-place, stored in a record center or a combination of both, it’s quite hard to list all records that will expire let’s say this month.
\nOnce there is such an overview the documents\u00a0listed can be checked and eventually owners can be contacted\u00a0before they’ll\u00a0get deleted.<\/p>\n

One field is automatically added to the library when a document is declared as a record: ‘Declared Record’.
\nWhen a retention policy is defined at the used content type an additional field is added: ‘Expiration Date’. This field, in combination with search, can be used to display an overview.<\/p>\n

In a library documents of this content type\u00a0were created and\u00a0the view\u00a0was adjusted to show both fields ‘Declared Record’ and ‘Expiration Date’ as show below.
\n\"Records
\n<\/a>View with Declared Record and Expiration Date fields<\/em><\/p>\n

With this basic setup in place, we’re almost there… \ud83d\ude42<\/p>\n

In Office 365 there are a couple of predefined refinable date fields (RefinableDate00 up to RefinableDate19) and we need a mapping to the crawled property belonging to the Expiration Date: ‘ows__dlc_ExpireDate’ on one of these fields. Which one you pick doesn\u2019t matter.
\nThis managed property can be used in a Content\u00a0Search web part by adding the following query to show records to be expired ‘this month’:
\nRefinableDatexx:”this month”
\nwhere xx is the number you used for the managed property name<\/p>\n

\"Records
\n<\/a>Build the query<\/em><\/p>\n

To show the Expiration Date in the results, the managed property can be used in the property mappings at the properties of the web part.
\nEventually a refiner can be added by result type (Word, Excel, etc) or other refiners to be able to refine the results.<\/p>\n

Summary<\/h4>\n

There are no out-of-the-box overviews for records about to expire in SharePoint (Online). Fortunately this can be created easily using a managed property and search.<\/p>\n","protected":false},"excerpt":{"rendered":"

This post is written as a follow up and extension of my previous post In-place records overview. Records management can be implemented in combination with information management policy settings. One of these settings is retention. With retention content can be … Read More »<\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[39,35],"tags":[37,44],"class_list":["post-2092","post","type-post","status-publish","format-standard","hentry","category-office-365","category-sharepoint-2013","tag-office365","tag-sharepoint-2013"],"_links":{"self":[{"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/posts\/2092","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/comments?post=2092"}],"version-history":[{"count":4,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/posts\/2092\/revisions"}],"predecessor-version":[{"id":2099,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/posts\/2092\/revisions\/2099"}],"wp:attachment":[{"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/media?parent=2092"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/categories?post=2092"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.itidea.nl\/index.php\/wp-json\/wp\/v2\/tags?post=2092"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}