20 November 2018

SharePoint Contracts Management with Reminder Flow

SharePoint iconI continue writing articles with demos about SharePoint and Microsoft Flow, and in a new Tip I describe a model for Contracts Management in SharePoint.

Library content type
I recommend that you use a specific Contracts content type for SharePoint document libraries that contain contracts. That way you can make sure that they will contain the desired content and is managed in a consistent way.

A content type is a reusable collection of metadata columns and settings that describe the shared attributes and behaviors for a specific kind of content. By default, SharePoint has many predefined content types, such as Document. All document libraries are built on top of that content type. In the reminder flow I create in the article, I am using the Name property that the Document content type uses to store the name of the file.

You can also create your own custom content types. These build on the predefined content types, and when you create a custom content type for a Contracts document library you should create it from Documents. In the Tips article I show how to create such a content type.

Reminder Flow
Microsoft Flow iconAll contracts have an expiry date, and someone has to keep track of them. If a flow sends an e-mail message to the responsible person one week before a contract expires, the chances increase that it will not be forgotten.

The flow I build sends such a message. It has a Schedule trigger and is rather straight-forward, except for the crucial point: the formula that decides when the e-mail should be sent.

That formula is a bit complicated, but you can find it in the article's step-by-step instruction. I actually made a mistake when I recorded the demo. I let it stay, because trouble-shooting is an important part when you learn how to automate SharePoint processes, and here I had a chance to demonstrate it.

I hope the Flow demo above will be useful. It builds on the content type I show in the Tips article, but you can of course also use the flow for a standard document library. Just make sure that it has columns for Responsible person and Expiry date.

By Peter Kalmström
CEO and Systems Designer Business Solutions

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