Content Expiry Workflow
- Robert Alexander Marshall
Content Expiry workflow
Choose the Content Expiry Workflow to keep your content fresh, the approved document expires after a set period of time, so that it can be reviewed again.
The workflow consists of four states
Review - the document content is awaiting review
Rejected - the document content is rejected
Approved - the document is approved
The Approved workflow state automatically transitions to Expired once the set deadline is reached.
Expired - the approved document’s previously determined expiry date is exceeded
You can always approve this document content in the Expired state if the content is still valid. This transitions the document to the Approved state and resets the expiry period.
Each time the page is edited in either the Approved, Rejected or Expired state the workflow transitions back to the Review state.
Setting a due date period using the workflow
The value for the expiration due date used by the workflow in each space is 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. The default value is five months from the date the transition occurs. The Expiration period is amended using the drop-down menu in the Parameters dialog box.
make the Content Expiry Workflow active in the space
choose the @Parameters lozenge
edit the parameter value using the options in the Parameters dialog box
The updated value is retrieved by an applied workflow when there is a related workflow event. For example, the expiry period for the approved content is set to the current value in this dashboard every time a transition to the Approved state occurs.
Space workflow
due date workflow parameter value is changed by editing the workflow parameters in the space tools Document Control dashboard
updated value is used on the next transition to the Approved state
Page workflow
value is set when initially adding the workflow
value can be amended using the Manage Page Parameters option in the page tools menu
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 displays the current time left to the due date.
Once this date is exceeded, the document is transitioned to the Expired state.
For content in the Expired state is available for review
if the content is stale, a Reject decision transitions the content to the Rejected state for updating
if the content is still current and appropriate, the Approve decision returns the content to the Approved state. The expiry is reset using the value stored for the workflow in the space tools dashboard
If a user edits the content in the Expired state and saves the changes, the workflow transitions the updated content to the Review state.
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 automatically sends an email notification to page-watchers. This notification is created by the workflow listening for the state expiry event.