How do I create a recurrent document reviewal process in SharePoint/MetaShare?
This page describes how you can create a process for recurrent document reviewal. If you rather need to create a process to review or approve a specific document you probably want to read this page.
There is no out-of-the-box recurrent document reviewal function in MetaShare that triggers on generic business rules. For documents that you want to be able to review on a regular basis, e.g. policies and agreements, you can however easily set up a reviewal process. The easiest approach is to create a metadata column called “Review date”. When creating, uploading or editing a document that should be reviewed before a certain date, you just fill in the reviewal date in the document property form.
You can then create a MetaShare view that shows all the documents that need to be reviewed from a certain date. This can of course also be combined with any other metadata field, e.g. “Document owner”, so you only see the documents that you need to review:
The search phrase used in the example above is “reviewdate<2020-03-01”. A prerequisite for this to work, with your custom columns, is that your SharePoint administrator has configured SharePoint’s managed properties and then use relationship operators in the search phrase. The created view can of course be bookmarked for easier access at a later phase.
With Microsoft Power Automate, you can also create a flow that automatically sends e-mails to the “Document owners” a few days before the documents’ “Review date”.
Contact a MetaShare partner or MetaShare support if you need assistance in creating a document reviewal process in your MetaShare.
In MetaShare’s roadmap we have the ambition to release a more generic approach to manage document reviewal: