SharePoint2010 : Manually sending items to Record Center

Once you have followed my previous blogs

http://blog.sharepointclick.com/2013/03/sharepoint2010-introduction-to-record.html

http://blog.sharepointclick.com/2013/03/sharepoint2010-creating-send-to.html

http://blog.sharepointclick.com/2013/03/sharepoint2010-setting-content.html

you are ready to proceed and send the items you wish to the Record Center.

To manually, send the items to Record center, click on the dynamic dropdown for the item. Hover the mouse on Send To and select your record center that you have created. That's it, SharePoint will do the rest as we have made our web application ready by creating Sent to connection and setting the content organizer rules.

Follow the screenshots for more clarity:

SharePoint2010 : Setting Content Organizer Rules within Record Center

Setting rules within the Content Organizer is required to route your documents to send to their destination library. For the interim period they can sit within the Drop Off library, and based on the rules we set, they are routed to their destination library. As we activate Content Organizer within our site, the Drop Off library is created by default. This post describes how we can set the rules to route our documents which we send to Record center.

• Go to Site Settings > Content Organizer Rules under Site Administration.
• Click on Add Item.

• Fill in the name for the rule.
• Select the Rule Status and Priority
• Select the Content Type (make sure you have added this content type to your destination library)
• Most importantly, select the condition on which the routing should occur next.
• Finally, select the Target library clicking on the browse button.

There you go, the rules are set now. You are good to send documents to your Record Center which will come to its Drop Off library and then routed to your destination library.

SharePoint2010 : Creating Send To connection

Follow the steps below once you have Created your Record Center. If you want to see how to Create Record Center, Click here.

Make a note of the Submission Web Service URL 

• Navigate to your Record Center
• Go to Site Settings
• Click on Content Organizer Settings under Site Administration 

• Select the Web URL and copy it to clipboard/notepad  (we will use it later)

Create Send To connection

• Ensure that you have the required permissions to perform this procedure. To create a connection, you must be a member of the Farm Administrators group.
• Go to SharePoint Central Administration, under General Application Settings, click Configure Send To Connections.

•   In the Web Application field of the Configure Send To Connections page, select the Web application that hosts the site collections from which documents will be sent.

• From the Send To Connections list, select New Connection.
• In the Display name field, type a name for this connection. This is the name that users will see as one of the options to which to send a document.
• In the Send to URL field, enter the URL which we copied in the initial steps. Click "Click here to test" if you want to confirm that you have entered a URL to a Content Organizer. This should bring you up the web service that transfers the document from source to destination.
• To display this connection in the list that appears when a user clicks Send To, select Allow manual submission from the Send To menu.

From the Send To action list, select one of the following values:

• Copy: Select this option to create a copy of the document and send the copy to the destination repository.
• Move: Select this option to delete the document from its current location and move the document to the destination repository. Users will no longer be able to access the document from its original location.
• Move and Leave a Link: Select this option to delete the document from its current location, move it to the destination repository, and leave a link at the current location indicating that the document has been moved. When a user clicks this link, a page will appear that displays the URL of the document and the document’s metadata.
• In the Explanation dialog box, type the information to be added to the audit log when the user sends a document by using this connection. If you selected Move and Leave a Link in the previous step, the page that appears when the user clicks the link will also display the explanation.
• Click Add Connection to create the connection.
• Click OK.

SharePoint 2010: Documents not routing in Drop Off Library

Drop Off Library, one of the very useful feature of SharePoint 2010 is very helpful when you have thousands of documents and you have to sort them out or redirect them to their owners or route them to their respective libraries. As you know that we need to activate the Content Organizer at out site level to use drop off libraries. Sometimes, the documents you send to the drop off libraries and not routed instantly in-spite of the fact that the rule you mentioned in the Content Organizer Rules is matching the documents. If this is your scenario, please try the following to get your routing started.

• Make sure all the required fields for the content type you are routing has valid values in them
• If you want to manually run the Content Organizer Processing job(in Central Admin), it will start the routing process and will route the documents instantly. This job is scheduled to run daily by default. Whenever this job runs and it cannot route the documents in the drop off library, it will send an email to the Rule manager stating the reason and some instructions.