Document retired after 1 year and send automatic mail

Hello,

We have the following requirements. Documents that created should expire after 1 year and an automatic message should send to the document creator. This starts a workflow and ask the document creator whether retired document or publish again. We have retention policy services tool but I think it isn't enough to meet this requirement. Do you have any suggestion that help us to meet this requirement? Best regards,

Melis Dincer

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DCTM_Guru

If its 1 year or less, you can apply a review hold to it. Review hold will automatically send notification following time period you selected.

aflowers001

As Johnny states RPS should be able to do this for you.

If not then you can look at lifecycles with scheduled transitions, but I have never looked at a one year period, nor the possible effect if you have large numbers of documents all 'waiting'.

lastnitescurry

In days of old way back in the mists of time... there was a idea called jobbie & method. Jobbies triggers the (custom) method, which looks for items older than one year.

I'll assume you know your clients business process enought to find the right field(s) to locate items created 1 year ago.

mdincer

Thank you for your replies. Johny, I tried your solution but it does not cover my requirement. Send notification event send e-mail to a static person not the document creator. Also, I could not trigger to start workflow through the event option.

Andy, could you please expand your solution? Are those documents should be in a workflow all the time?

Brian, I think the easiest way is to write custom method&job. I want to schedule it everyday and find the retired documents and start the workflow. I wrote custom workflow methods but I haven't wrote any custom method and job. Do you know any tutorial or sample method? Regards,

DCTM_Guru

Here's EMC whitepaper about server methods:

http://developer.emc.com/developer/devcenters/ContentManagement/devsupp/MethodServer_DevTools_Whitepaper.pdf

lastnitescurry

If in D6 land then write your method as a BOF module. It will make deployment a lot simpler.

http://donr7n.wordpress.com/2008/10/20/methods-as-bof-modules

aflowers001

Hi,

Documents do not need to be in a workflow at all as you are going to be using standard Documentum lifecycles.

Create a simple lifecycle with 3 states, normal, checking and retired.

Assign the lifecycle to your documents in the normal manner and have a transition from the standard state to the checking state and have the entry actions of the checking state send an email and ask the user to decide what to do.

The change from normal to checking should be a timed change.

I haven't tried such a long time period but in theory it should work, all it would need would be you to implement it and provide the uder interface to allow for the decision to go from checking on to retired or back to normal.

lastnitescurry

Never investigated timed promote... must do...

mdincer

Hello Andy,

Thank you for your answer, I think it is useful for my requirement but I still have the following problems;

1) I create a lifecycle it has 3 state Normal,Checking and Retired like the you said. For Normal state, I checked "Allow attachments to directly this state" and "Allow scheduled transition from this state" options. For Checking state, I checked "Allow scheduled transition from this state" option. But when I try to schedule with iapi (I think I can only schedule by using dfc IDfsysobject.schedulePromote or promote,c,090236b880081376,01/11/2011 command) I get the following error:

Error processing command:DfException:: THREAD: http-8443-7; MSG: [DM_SYSOBJECT_E_EXIST_CHECK_BP_SCHD]error: "Scheduled promote failed since check state does not exist in policy 460236b880080da6."; ERRORCODE: 100; NEXT: null

API>promote,c,090236b880081376,01/11/2011

2) I need to start a workflow when the state is Checking, I think there is 2 way to that either writting tbo or attach Post Change procedure. Is there another way to do that?