Creating rules on a list or library in SharePoint is a powerful feature that can help you automate certain actions and streamline your workflow. In this article, we will walk you through the process of creating a rule on a list or library in SharePoint and explain how you can use this feature to improve your productivity and efficiency.
Step 1: Opening the List or Library
To begin, open the list or library that you want to create a rule for. This can be done by navigating to the list or library in SharePoint and clicking on its name.
Step 2: Selecting the List Settings or Library Settings Option
Once the list or library is open, select the List Settings or Library Settings option from the ribbon. This will open the settings page for the list or library.
Step 3: Scrolling down to the Permissions and Management Section
On the settings page, scroll down to the Permissions and Management section and click on the Information management policy settings option.
Step 4: Selecting the Add a new policy Option
On the Information management policy settings page, select the Add a new policy option. This will open a new window where you can create your rule.
Step 5: Defining the Rule
In the new window, you will see several options for defining your rule. These include the rule name, the conditions that must be met for the rule to be triggered, and the actions that will be taken when the rule is triggered.
For example, you can create a rule that sends an email to a specific person when an item is added to a library. To do this, you would first give your rule a name, such as "Send Email on Item Addition". Next, you would set the conditions that must be met for the rule to be triggered. In this case, the condition would be that a new item is added to the library. Finally, you would specify the actions that will be taken when the rule is triggered. In this case, the action would be to send an email to the specified person.
Another example is when you want to create a rule that changes the status of an item after a certain period of time. For example, you can create a rule that changes the status of an item from "Pending" to "Approved" after 7 days. To do this, you would first give your rule a name, such as "Change Status After 7 Days". Next, you would set the conditions that must be met for the rule to be triggered. In this case, the condition would be that the item has been in the "Pending" status for 7 days. Finally, you would specify the actions that will be taken when the rule is triggered. In this case, the action would be to change the status of the item from "Pending" to "Approved".
There are many different types of rules that you can create, and the possibilities are virtually endless. The important thing is to understand the conditions that must be met for the rule to be triggered and the actions that will be taken when the rule is triggered.
Step 6: Saving the Rule
After you have finished defining your rule, click on the OK button to save it. Your rule will now be active and will be applied to all new items that are added to the list or library.
Final Words
Creating rules on a list or library in SharePoint is a useful way to automate certain actions and make managing your data more efficient. By following the steps outlined in this article, you can easily create your own rules and start taking advantage of the automation features in SharePoint.
One of the key benefits of using rules in SharePoint is that they can save you a lot of time and energy by automating repetitive tasks. For example, imagine you have a library with hundreds of documents that need to be reviewed and approved by different people. Instead of manually going through each document and sending emails to the appropriate reviewers, you can create a rule that automatically sends an email to the designated reviewer when a new document is added to the library. This not only saves you time, but it also ensures that documents are reviewed and approved in a timely manner.
Another benefit of using rules in SharePoint is that they can help you enforce compliance and governance policies. For example, you can create a rule that automatically archives documents that have not been modified in a certain period of time. This helps ensure that your library is free of stale or outdated documents, and it also helps you comply with data retention policies.
In addition to automating tasks and enforcing compliance policies, rules in SharePoint can also be used for customizing your workflow. For example, you can create a rule that automatically assigns a task to a specific person when an item is added to a list. This allows you to customize your workflow and ensure that tasks are assigned to the appropriate person in a timely manner.
In conclusion, creating rules on a list or library in SharePoint is a powerful feature that can help you automate certain actions and streamline your workflow. By following the steps outlined in this article, you can easily create your own rules and start taking advantage of the automation features in SharePoint. With the ability to save time and energy, enforce compliance policies, and customize your workflow, SharePoint rules are a valuable tool for any organization.