Content Expiry Workflow

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

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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.

On this page

• 1 Overview
• 2 Approved state expiry due date
  • 2.1 Viewing the expiry due date on the page
• 3 User setting of due date
• 4 Email notifications
• 5 Related pages

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.

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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 due date period for the content in the Approved state is set each time the workflow transitions to the Approved state.

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)

Viewing the expiry due date on the page

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

Existing and additional workflow triggers can be added/edited using the workflow visual editor or the code editor.

Related pages