In much less time than it is taking me to paste the screenshots here, you can set up custom retention for your published documents. In my example, I already have a “Publish Date” column in my document library and a “Review” workflow configured. What I want is to have an annual reminder sent to a group of policy administrators who will decide who the review tasks will be assigned to via delegation.
First, make sure that the workflow you want to start has some recipients configured for it. The out of the box workflows don’t require that you populate the destination users until run-time, however, in this case the timer job’s service account will be starting your workflow in the background so destination users will need to be pre-defined:
1) Navigate to workflow settings for the workflow you want to use:
2) Use a SharePoint group as the destination. As you want the retention policy to be effective despite employee turnover and possible administration errors, it is a good idea to populate the target group with multiple individuals and perhaps a day to day manager. Multiple members are not required however and a single member group like I have used here will work fine for development and small organizations. It really may be worth being patient and pausing here long enough to setup the SharePoint group properly.
3) Alright you have 2 minutes left, now let’s leverage this workflow in a retention policy.
Good job 🙂