State expiry date
- Robert Alexander Marshall
Overview
States can have a due date (or expiry) 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. The workflow transition into the state adds the expiration due date.
Icon color
The clock icon changes 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?
What will happen depends on the applied workflow.
The workflow might change to another state; someone might get an email notification or 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 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 for changes to be visible, and a page refresh is required.
Changing the due date
The due date for content expiring in a workflow state is set in the workflow template using the workflow builder.
Once set, you can change the due date:
choose the clock icon in the workflow popup
in the date picker, specify the due date (the date on which the state is due to expire)
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.