Create a Workflow to Declare a Record in SharePoint 2010

Here we can see how to use SharePoint Designer to create a custom workflow that declares an in-place record in a document library.

We will go through the following activities:

1. Set up the environment.
2. Create a workflow to declare an in-place record or a send a document to a records archive.
3. Test your workflow.

Setting Up the Environment

1. Open your site in browser.
2. In the Site Actions menu, click New Site.
3. Select the Team Site template, and provide a title.
   
   
    
4. Click the Create button.
5. In the newly created team site, navigate to the Shared Documents document library.
6. Set up versioning on this document library. In the Library tab of the Ribbon, in the Settings group, select the Library Settings button.
7. In the General Settings group, click the link to Versioning Settings.
8. In the Require Check Out configuration section, select Yes.
9. Click OK.
10. Add some sample content for this document library. Click the Documents tab in the Ribbon.
11. In the New Ribbon group, expand the Upload Document button. 
12. Select Upload Multiple Documents.
    
    
    
    
13. Open Windows Explorer and navigate to [[Module12LabFiles\Documents]].
    
14. Select all the files in the folder, and drag them into the Upload Multiple Documents dialog.
15. Click OK.

Creating a Workflow

1. Browse your site
2. Navigate to the Shared Documents document library.
3. In the Library tab of the Ribbon, in the Settings group, select the Workflow Settings button.
   
   
    
4. Click Create a Workflow in SharePoint Designer.
5. You may see a warning from Internet Explorer informing you that "A Website Wants to Open Web Content Using This Program on Your Computer". If you see this message, click Allow.
6. SharePoint Designer now loads.
7. To add a new workflow to your list, enter a name (Declare Record) and description.
8. Add the Conditions and Actions as shown here.
   
   
    
9. The location to submit the file to as part of this workflow is http://host name/sites/records/_vti_bin/OfficialFile.asmx.
10. In the Save group on the Ribbon, click the Check for Errors button. You should get a dialog box informing you that The Workflow Contains No Errors.
    11. In the Save group on the Ribbon, click the Publish button.
    12. Your workflow is now published.

Test Your Workflow

1. Browse to your site.
2. Navigate to the Shared Documents document library.
3. Select a document within the document library, and click the Edit Properties button within the Documents tab on the Ribbon.
4. You are prompted to check the document. Click OK.
5. Click the Save button.
6. Select your checked-out document, and click the Check In button within the Documents tab on the Ribbon.
7. In the Comments box, type Archive, and click OK.
8. Click the Workflow tab in the Documents tab.
9. In the Start a New Workflow section, click the link to Declare Record.
10. Click Start.
11. Your document has now been sent to the Record Center, leaving behind a link.
12. Repeat steps 6 through 10 with another document, now typing in place in step 7. This document will be marked as an in-place record.