State expiry date
- Robert Alexander Marshall
Overview
States can be given a due date (often referred to as an expiry date), which will be displayed next to a clock icon in the workflow popup.
The example above shows a state that will expire in 15 days from the present time. An expiry due date can be configured in a workflow to be added on the transition into the state.
Icon color
The clock icon will change color to indicate the current status of the due date:
Icon | Notes |
|---|---|
 | The state is not set to expire, but you can add an expiry date |
The state will expire in 3 or more days | |
The state will expire in less than 3 days | |
The state has expired |
What happens when it expires?
It depends on the workflow as to what will actually happen.
The workflow might change to another state, or someone gets an email notification, or simply nothing. States can be left in an expired state if that's how the workflow is implemented, and this may often be the case if reporting is used to handle expired states.
A workflow JSON trigger can be added to a custom workflow to listen for the expiry and generate an on-screen notification or a custom email notification.
When a state expires, it may take up to a minute before any changes will be seen, and a page refresh will be required.
Changing the due date
The due date for the expiry of content in a workflow state is set in the workflow markup or using workflow builder. Once set, a user can change the due date.
To do so, choose the clock icon in the workflow popup.
A user can then specify the due date (the date on which the state is due to expire) using the date picker.
The Content Expiry Workflow included with the app sets an expiration period for the Approved workflow state. This expiry due date is added to the content on the workflow transition to the Approved state.