How to Setup Retention Policy using Content Hub across Site Collections
Agenda: We are going to start a Workflow which will send the email alerts to the Document Owner (Created By) when the Retention Policy will meet the condition (which in our case is when the document is not being updated more than last two years) notifying them that take a back up of your documents as it will be deleted within few days.
Step 1: Go to SharePoint Designer, design your workflow then save and publish that workflow from the SharePoint designer and save the workflow as a template as shown below in the snapshot.
Step 2: Deploy the workflow WSP globally.
Step 3: Activate the workflow feature in the Content Hub Site.
Step 4: Activate the Workflow Feature in all the Sites and sub sites where you want your content type to be published from Content Hub. One can use Power Shell scriptsto activate the workflow feature in existing sites if the no of sites is too large or if you are not aware about how many sites/ sub sites do you have.
Step 5: Go to your Content Hub site and activate the workflow feature in Site Featureswhich we have deployed globally in Step 2 as described below in the snapshot.
Step 6: After activating the Workflow feature come back to Content hub site and attach this workflow to your content type which you want to publish.
Step 7:Update all content types that inherit from this type with these workflow settings. Here is a snapshot to update all content types that inherit from this type with these workflow settings.
Step 8: Add/Edit retention policy to this content type which will trigger the new deployed workflow under Information management policy settings.
Step 9: After adding/editing retention policy publish/republish this content type so that all the changes we have made to this content type will reflect to existing sites (Document Libraries and Documents) and their sub sites(Document Libraries and Documents). For republishing Go to manage publishing for this content type.
Step 10:The changes will be reflected to the subscriber sites/sub sites when Content Type Subscriber Timer job from the Central Administration under Monitoring -> Review Job Definitions category will run. (For immediate changes you can forcibly run this Job from Central Administration).
Step 11: Go to your site/sub site where you want this workflow to attach with a Document Library inheriting content type.
Step12: Check the compliance details of existing or newly uploaded document to previously created Document Library. The compliance details will show the retention policy details the workflow details which will be started when retention event will trigger. Refer the Screenshot of compliance details:
When the document is about to expire and retention event is triggered. The workflow will be started.