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Content Expiry Workflow
- Robert Alexander Marshall
Overview
Included with APP
The Content Expiry Workflow is designed to help keep your content fresh, the approved pages will expire after a set 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
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).
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 visual editor.
A Comala Document Management workflow can be applied to pages and blog posts.
Approved state expiry due date
The Approved state is configured with a due date. The value for the due date is set as the value of a workflow parameter named expiration.
The due date is displayed in workflow builder visual editor when viewing the Approved state for the Content Expiry Workflow.
The value for the expiration parameter is referenced using the format @expiration@.
The expiration workflow parameter value for the due date can be amended by a space admin in the space tools Document Management dashboard.
The value set in the space configuration is used by the workflow when the workflow is first applied to a page or blog post. Changing the value in the space configuration will not change the value used on pages where the workflow has already been applied.
The due date period for the content in the Approved state is set each time the workflow transitions to the Approved state.
The default value for the expiration parameter value is a Period of time five months set from the date of the transition.
Choose the Set Parameters button option to edit the value for Expiration.
The Parameters dialog box can be used to set the value for the expiration workflow parameter. The parameter can also be set to use different formats for the due date value including setting the value as a
Period of years/months/hours/minutes
Fixed date
ISO_8601 value for a period of time, for example P1Y6M
Value Reference used to for parameter value (this can be another workflow parameter)
The expiry period for the Approved state will be set to the current value for the expiration parameter every time a transition to the Approved state occurs.
Viewing the expiry due date on the page
On the page, the workflow popup in the Approved state displays the expiry due date period lozenge.
The workflow popup displays a countdown of the current remaining time period. Each time the page transitions to the Approved state the expiration is reset to 5 months.
Once this due date period 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 due date for the Approved state expiry will be reset to the value stored for the workflow parameter in the space tools dashboard.
User setting of due 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 workflow trigger added to the workflow.
The trigger code can be viewed and edited in the workflow builder visual editor in the Edit Workflow panel.
Existing and additional workflow triggers can be added/edited using the workflow visual editor or the code editor.
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