Document Library Rules

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craigh

Good day.

I am trying to create rules for a document library and I am having trouble.

I need to do a couple of things.  1) I need an email to go out each time a document version changes in a folder.  2) I need for folks to somehow acknowledge the new version / approve it, and for any exceptions (non-approval) to send another email out.  If full concurrence is reached (or when full concurrence is reached), I would like a copy of that document to be place into another folder (ie move it to a 'production' folder).

I hope that makes sense.  Thank you in advance for your time…

Craig.

jao

There are a number of ways to accomplish this, I'll tell you what I think is the easiest:

1. Create three folders: 1 for review, 1 for approved, 1 for rejected
2. Create a rule for each folder as follows:
==========
For Review
==========
Create Rule
When: Items are created or enter this folder
           Items are updated
If all criteria are met: All items
Unless all criteria are met: Name Contains doclib
                                        Name Contains webpreview
Perform Action: Send email
Perform Action: Add Simple Workflow
Approve: When action taken: Move item to [approved folder]
Reject: When action taken: Move item to [rejected folder]

===========
Approved
===========
Create Rule
When: Items are created or enter this folder
           Items are updated
If all criteria are met: All items
Unless all criteria are met: Name Contains doclib
                                        Name Contains webpreview
Perform Action: Copy to [production folder]

============
Rejected
============
Create Rule (1)
When: Items are created or enter this folder
If all criteria are met: All items
Unless all criteria are met: Name Contains doclib
                                        Name Contains webpreview
Perform Action: Send email

Create Rule (2)
When: Items are updated
If all criteria are met: All items
Unless all criteria are met: Name Contains doclib
                                        Name Contains webpreview
Move to: [for review folder]