Content Expiry Workflow

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

The workflow consists of four states:

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

Each time the page is edited in either the Approved, Rejected or Expired state the workflow will transition back to the Review state (an updated transition).

Adding or removing a label or attachment does not action the updated transition when the content is in the Approved, Rejected or Expired state. This transition only occurs if the content is edited and published (changing the Confluence page version).

Setting a due date period using the workflow

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

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 by a space admin 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 content will be set to the current value in this dashboard every time a transition to the Approved state occurs.

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

Viewing the due date on the page

On the document, 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 document 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 by a user 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 expiry will be reset using the value stored for the workflow in the space tools dashboard.

User setting of expiry due date

Users can amend the expiry due 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

When a document expires in the Approved state, the Content Expiry workflow will automatically send an email notification to page-watchers. This notification is created by the workflow listening for the state expiry event.