State expiry date
- Robert Alexander Marshall
Overview
States can be given a due date (often referred to as an expiry date). If present, this is displayed next to a clock icon in the workflow popup.
The example above shows that the content is in a Rejected workflow state that expires in 2 days from the present time.
The workflow popup only shows the destination state if there is also another possible transition from the state, such as a select transition.
Expiry icon colors
The clock icon displayed in the workflow popup 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 |
The period from the current day to the due date is displayed in the largest whole time period remaining - minutes, hours, days, months, or years. For example, if the expiry period is less than 30 days the workflow popup displays the number of days from the current day to the due date.
If the due date is set is more than 30 days the workflow popup will display the period to the due date in whole months.
Roll over the due date in the workflow popup to view the specific due date.
If the due date is editable by the user, choose the due date in the popup to open the date and time picker.
If the due date parameter is set as a Period the due date will default to the nearest whole time unit period, for example, setting a Period of 25 hours will default to 1 day
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.
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 date
The expiry date is usually set in the workflow markup, however, some workflows will allow you to change it or add it.
To change the expiry due date, in the workflow popup
choose the Clock icon
or choose Set due date from the menu
You can then specify the due date (the date on which the state is due to expire) using the date and time picker.
Metadata
Some workflows will provide alternate methods by which to set the expiry date. These include:
workflow setup – when first applying the workflow to a piece of content
Parameters - Space Tools – defaults set by a Space Admin at the space level
other metadata – including integrations with third-party products, page properties, etc.