How to create Rules on a List or Library

One of the most powerful ways to “spice up” a list or a library is to create

some rules that will notify you of the changes happening in that list or

library. Thanks to the recent changes made by Microsoft, we can do so quite

easily now. So in this article, I would like to explain how you can create Rules

on a list or library.

• LISTS VS. LIBRARIES
• THE OLD SHAREPOINT ALERTS
• HOW TO CREATE RULES ON A LIST OR LIBRARY
• HOW TO MANAGE RULES ON A LIST OR A LIBRARY
• RULES LIMITATIONS AND NUANCES

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The basic things

There are several ways to use rules on a list or library in SharePoint:

• Create a new rule using the "List Settings" or "Library Settings" option in the list or library's menu.
• Once in the settings page, select "Information management policy settings" and then "Add a new policy"
• In the "Add a new policy" window, you can specify the conditions for the rule and the actions to be taken when the conditions are met.
• You can also use SharePoint Designer to create custom rules by opening the site in SharePoint Designer, navigating to the list or library, and selecting "List Workflow" or "Reusable Workflow" to create a new workflow with custom conditions and actions.
• You can also use Microsoft Power Automate to create custom rules by creating a new flow and triggering it when an item is added or modified in the list or library.

It's important to note that you need permissions to create rules in a List or Library, also you need to make sure that the feature of "Information management policy" is enabled in your Site collection level.