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SharePoint Designer workflow: how do I set "Exempt from Policy" on an item in a SharePoint List?

Posted on 2009-02-12
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I have created a workflow using SharePoint Deisgher 2007 that kicks off when an item in the Sharepoint list expires.  I have set a policy on the list to expire the item when a certain date field for the item equals today's date.    The workflow sends out an email indicating the date has been reached; however I need to reset that date at the end of the workflow and turn off the "Exempt from Policy" setting for the item (the email is a reminder and needs to be sent every 5 days).   I have found a couple lines of code that will do this but I cant use code in a SharePoint Designer 2007 workflow (at least I havent figured out how to do that yet).  Can anyone help me with this?
Thank you.
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Question by:smolakm
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by:Dhope
ID: 23648047
Do you need to use code, wouldn't it be possible to use either the 'Set Field in Current Item' or 'Update List Item' actions in SharePoint Designer?
You should be able to change the date and toggle the 'Exempt from Policy' fields this way.
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Author Comment

by:smolakm
ID: 23651158
Unfortunately the Exempt from Policy setting is not exposed in the Current Item via any of the standard actions that I can fine.  And I am not certain there is any way to make it exposed.
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by:Dhope
ID: 23651400
How does the 'exempt from policy' setting get set in the first place?  If it's in Infopath for example you can promote a column so that it's accessible from SharePoint
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Author Comment

by:smolakm
ID: 23651814
It is added to the list item when it gets created.  A policy to check for item expiration sets it when the item expires.  It can manually be reset by going to the items drop-down menu and choosing View properties, but its not on the Edit Properties screen...which are the properties open to the workflow.
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by:Dhope
ID: 23653580
Hm, you could always create a second value that can be read.  Then your workflows would be checking

if (inBuiltExpiration && myNewExpiration)

it's not the tidiest solution but it should be doable
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Author Comment

by:smolakm
ID: 23659083
The problem is the SharePoint expiration policy.  It automatically sets the Exempt from Policy flag in the list.  I cant tell it not to.   And the expiration policy is the only way I know of on how to kick off a workflow based on a value in a field (date).
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by:Dhope
ID: 23661967
May be that you need to create a custom action for SharePoint Designer.  You'd then be able to put in the lines of code to reset the expiration field.
http://www.endusersharepoint.com/?p=1146

There are also a number of projects that improve on the OOTB workflow actions available
http://www.codeplex.com/SPDActivities
http://moss.sharepointsolutions.com/SharePoint-Add-ons/Products/Pages/WorkflowEssentials.aspx

If it doesn't allow you to modify the field though then might just end up being a custom action required.
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Expert Comment

by:sapooh
ID: 24326867
I am having the exact problem as Smolakm.  I have an Expiration Policy set up for a List in Sharepoint.  I have the Expiration policy set to kick off a custom workflow that simply sends an e-mail alerting the item's owner that it has expired.  The process then is for the owner to review and manually update a date for when it will come up for review again.  Unfortunately, the item automatically gets set to Exempt after the Expiration policy runs once.  I would like to prevent that from ever happening.  The items in our list should never be Exempt from the Expiration policy.  

Dhope, I looked through all the links you provided above and did not have any luck finding a solution.

Smolakm, did you ever find a solution for this problem?
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Accepted Solution

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smolakm earned 0 total points
ID: 24327287
Unfortunately I have yet to find a solution to this.   I was planning on trying to create a custom timer job to kick off the workflow programmaticaly but have yet to investigate how to create that.  
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