How to declare item as a record in sharepoint 2013 work flow

sowjanya venkatagiri

6y1.2k

Hi All,

i want to declare item as a record using workflow or power automate on tuesday noon .

Is there any option in sharepoint 2013 worflow.

I used to use 2010 workflow until now but from nov 2020 we cant use sharepont 2010 workflows.

Please let me know is there any other alternate for this.

Thank you,

Sowjanya.

5 Replies

Know the answer? Post it — somebody with the same question will find it here.

Ben Martin5y ago
When you declare a SharePoint file or item "record", you put certain restrictions on it that are not tied to permissions. Most often you want to protect documents from being edited or deleted when you declare them records.
Declaring record can be done manually, but it is a multi-step procedure. If you have a policy for which items or files should be declared record, you can instead create a workflow that declares a file or item record when a certain condition is met.
Follow these steps to create a workflow that declare item as a record
Create a workflow that declares a file record when a column changes
Peter uses a CV library as an example, and he wants the file to be declared record when the Status column value is not equal to "Under review".
Open the SharePoint site in SharePoint Designer 2013.
Open the site where you want to declare records.
Create a new SharePoint 2010 workflow. (The Action "Declare record" is not yet available in SharePoint 2013 workflows.)
On the workflow summary page, set the workflow to start when an item is created and changed.
Click on the Edit workflow link.
Set the condition 'If current field equals value', and set the field, equal condition and value you wish to use. (Peter changes "equals" into "not equals" and uses the field Status and the value Under Review).
Set the action to Declare record.
Check for Errors, and Publish the workflow if there are no errors.

I hope this helps!
Ben Martin
Vikas Jha6y ago
Thats I thought to communicate as SPD workflow 2010 is no more available.
Its grate to know that you are using the powersell to do it. Good Job
sowjanya venkatagiri6y ago
Hi Vikas,

Sorry for very late reply,

if i cant run or create SharePoint 2010 workflows for existing tenants.

how can i use this ?

https://www.definitivelogic.com/declaring-a-record-in-sharepoint-online-with-power-automate/

I tried using power shell script
function Declare-Record
{
param (
[Parameter(Mandatory=$true,Position=1)] [string]$Username,
[Parameter(Mandatory=$true,Position=2)] [string]$Url,
[Parameter(Mandatory=$true,Position=3)] $password,
[Parameter(Mandatory=$true,Position=4)] [string]$ListTitle
)
$ctx=New-Object Microsoft.SharePoint.Client.ClientContext($url)
[Microsoft.SharePOint.Client.ClientRuntimeContext] $rctx=[Microsoft.SharePoint.Client.ClientRuntimeContext]$ctx.Site.Context
$ctx.Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Username, $password)
$ctx.Load($ctx.Web)
$ctx.ExecuteQuery()
$ll=$ctx.Web.Lists.GetByTitle($ListTitle)
$ctx.Load($ll)
$ctx.ExecuteQuery()
$qCommand = @”
5000
“@
## Page Position
$position = $null
## All Items
$allItems = @()
Do{
$caml = New-Object Microsoft.SharePoint.Client.CamlQuery
$caml.ViewXml = $qCommand
$caml.ListItemCollectionPosition = $position
$items = $ll.GetItems($caml)
$ctx.Load($items)
$ctx.ExecuteQuery()
#$items
## Getting the position of the previous page
$position = $items.ListItemCollectionPosition
# Adding current collection to the allItems collection
$allItems += $items
}
# the position of the last page will be Null
Until($position -eq $null)
foreach($item in $allItems)
{
Write-Host “Processing item no ” $item.ID
$ctx.Load($item)
$ctx.Load($item.File)
$ctx.ExecuteQuery()
[Boolean] $bool=[Microsoft.SharePoint.Client.RecordsRepository.Records]::IsRecord($rctx, $item)
if($bool)
{
[Microsoft.SharePoint.Client.RecordsRepository.Records]::DeclareItemAsRecord($rctx,$item)
$ctx.ExecuteQuery()
Write-host $item.File.Name ” ” $item.File.ServerRelativeUrl “has been declared as a record” -ForegroundColor Green
}
else
{
Write-Host $item.File.Name ” ” $item.File.ServerRelativeUrl ” is not a record.” -ForegroundColor Red
}
}
}
$cred = [System.Net.CredentialCache]::DefaultCredentials
[System.Net.WebRequest]::DefaultWebProxy.Credentials = $cred
#Paths to SDK
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.Runtime.dll"
Add-Type -Path "C:\Program Files\Common Files\microsoft shared\Web Server Extensions\16\ISAPI\Microsoft.Office.Client.Policy.dll"
#Enter the data
$AdminPassword=Read-Host -Prompt “Enter password” -AsSecureString
$username=”[email protected]”
$Url=”https://NNN.sharepoint.com/sites/Test”
$ListTitle=” Status Update”
Declare-Record -Username $username -Url $Url -password $AdminPassword -ListTitle $ListTitle
This is working to declare as a record.

i need to schedule in the task schedular.

Thank you,
Sowjanya.
Mageshwaran R6y ago
Hi ,
please refer this link:
https://www.youtube.com/watch?v=JEG6IOcjwrI
Vikas Jha6y ago
Best Suggestion would be to use Power Automate as from the Nov 2020 you wont be able to run or create SharePoint 2010 workflows for existing tenants. SharePoint 2013 workflows will be turned off by default for new tenants. From the 1st August 2020, SharePoint 2010 workflows will be turned off for the new tenants.

To declare the item as record in Power Automate you can check below url
https://www.definitivelogic.com/declaring-a-record-in-sharepoint-online-with-power-automate/

This action has been removed from SharePoint designer 2013 and is available only in SharePoint Designer 2010.