Page Comparison

If you choose the Content Expiry Workflow to keep your content fresh, the approved pages will expire after a period of time, so that it can be reviewed again.

The workflow consists of four states:

• Review - while the page is awaiting review.
• Rejected - when the page is rejected.
• Approved - when the page has been approved, this state will automatically transition to Expired once the deadline is reached.
• Expired - when the page previously determined date is exceeded. You can always approve this version if the content is still valid.

E-signatures can be required for reviewers on each individual approval in the Review, Expired and Rejected states. The credentials requirement can be set for each approval using workflow builder.

Approved state expiration period

The expiration due date can be amended by a space admin in the space tools Document Management dashboard.

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The expiration period is set when the workflow transitions to the Approved state. It is set by default to five months from the date the transition occurs.

The Expiration period can be set using the drop-down menu

This sets the value for the expiration parameter used by the workflow.

Choosing the Reset button will change the expiration period back to the last saved value in the space.

The expiry period for the Approved state will be set to the current value in this dashboard every time a transition to the Approved state occurs.

The actual Approved state due date is reset to the current date of the transition PLUS the expiry period value.

Viewing the expiry date on the page

On the page, a user can open the workflow popup in the Approved state to view the current period remaining before the Approved state expires.

The workflow popup will show the current time left to the due date.

Once this date is exceeded, the page is transitioned to the Expired state.

If a user edits the content in the Expired state and saves the changes, the workflow will automatically transition the Updated content to the Review state.

The current expired content can also be reviewed in the Expired state:

• if the content is "stale", a Reject decision will transition the content to the Rejected state for updating.
• if the content is considered to be still current and appropriate, an Approve decision will return the content to the Approved state. The expiration date will be reset to the value stored for the workflow in the space tools dashboard.

User setting of expiry date

Users can amend the expiry date when the content is in the Approved state.

Choose the expiry clock icon in the workflow popup.

Choose the current expiry date to open the calendar.

Choose a date and select Save to amend the Approved state expiry date.

Email notifications

Once a page is expired, the Content Expiry Workflow will automatically send email notifications to page-watchers. This custom notification is created by a JSON trigger added to the workflow.