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Stump the Panel » Site Managers and Site Collection Managers

1. 

   wxgrrl
   Member

   I need to take a vendor asset list and create a tracking calendar for it so the user can then be alerted when a renewal date is 30, 60, or 90 days out. The vendor list is done, and I have set up a calendar where the time interval is both End Dates. Simple so far.

   I am struggling over how set up the alerts. I considered workflows which would be automatically triggered at the appropriate 30, 60, or 90 intervals, but have reached an impasse. A modified "approval" workflow and the 3-state one can't function as I'd like or else I haven't set things up right (always a possibility!). The solution has to be OOTB since I don't have SP Designer trainng or a developer in-house.

   Any advice?

   Posted 3 months ago #
2. 

   ewnash
   Member

   Even with SPD your ability to do date-based alerting is severely limited, especially if one of the target End Date values changes. Without SPD you have virtually no options OOTB. If budgets permit I'd look for a third-party solution; I use one from Bamboo Solutions that was inexpensive and does the job.

   Posted 3 months ago #
3. 

   eric
   Moderator

   It could probably be done with SPD and a few caluclated columns. You'd know the due date so the calculated columns would take that date and subtract 30, 60 and 90 days from it and store it in those fields. The workflows would then be built to send the reminders based on these dates.

   Posted 3 months ago #
4. 

   wxgrrl
   Member

   WOW! Great ideas from both ewnash and eric! Thanks! I'll play around with the caluclated columns - hadn't thought about that - and see what happens. If not, I do have some spare change that might cover a Bamboo web part. Thanks again. :-)

   Posted 3 months ago #
5. 

   AutoSponge
   Administrator

   I think the best way (OOTB) is with Information Management Policies. They have a batch process that runs every night. And it's really what they were designed to do.

   Posted 3 months ago #
6. 

   laura67
   Moderator

   You mentioned that you "don't have SP Designer trainng or a developer in-house"
   Well, gues what, you came to the right place! We do SharePoint Designer workflow training workshops right here on the endusersharepoint site!
   (and you certainly won't need a developer for any of the stuff that I teach)

   Laura Rogers

   Posted 3 months ago #
7. 

   ewnash
   Member

   Paul;

   Could you elaborate a bit on Information Management Policies as they apply to the OP's question? I've never had the chance to evaluate them to any depth but I'm very interested. Thanks.

   -Eric

   Posted 3 months ago #
8. 

   27palms
   Member

   @autosponge - Paul, I have a feeling that IRM policies are only available in MOSS

   Posted 3 months ago #
9. 

   idosp
   Member

   Laura -- I treasure everything you post. But for someone of us, it does not matter if SharePoint Designer is free. It wouldn't matter if you were able to inject us with every morsel of knowledge you have.

   We can't use it. We aren't allowed to install it. And even if we had it installed, we are blocked from doing a thing with it in our environment.

   And sadly, that is the way it will stay. We cannot affect a change regarding the decision made by corporate.

   Posted 3 months ago #

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