Document Expiration

Introduction

Follow this article to set up Document Expiration so you can better manage any documentation requiring follow-ups and updates. This feature includes a new Expiration Date field in the document create/edit page and an optional Document Expiration Workflow. Use of both the field and workflow in tandem allows you to plan for audits and ensure that all of your documentation remains up-to-date.

Prerequisites

Instructions

Adding/editing an expiration date

To create your very first document/standard operating procedure (SOP) in IT Glue, refer to our Quick guide for documents or Create standard operating procedures (SOPs) KB articles first.

  1. In the document editor, click on Expiration Date in the right side panel.


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  2. A calendar picker will appear. Use the picker to select your new expiration date. Your selection will be saved immediately.


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  3. To change the date, repeat the above steps and select your new expiration date.
  4. Click Publish.

Once you start adding expiration dates to your documents, you can configure the Document Expiration Workflow to be alerted based on the expiration date or a specified lead time.

Configuring the Document Expiration Workflow

  1. Navigate to Account > Workflows. Then, click on the green + New button to be taken to the new workflow setup screen.


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  2. Click the Document Expiry trigger. This is a scheduled trigger meaning that a notification will only be sent as defined in the workflow actions.


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  3. In the Configure Trigger screen:
    1. Enter a brief but descriptive name.
    2. Enter a lead time between 1 and 180 days.
      1. Optional: Click the Expire sooner than the lead time checkbox if desired.
    3. Enter a notification failure email address. If the trigger fails, this given email address will receive an alert.
    4. Click Next.


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  4. Add filter(s) by clicking the green + Filter button. In the Configure Filter screen, use the drop-down menus and the plus (+) icon to add as many filters and associated operators as desired. Click Next.
    • Documents
    • Organizations
    • Organization status
    • Owner
    • Published By
    • Flag Type
    • Name (Operators: Contains, Does Not Contain, Starts With, and Ends With)
    • Public (Operators: Yes, No)
    • My Glue Help Center (Operators: Yes, No)


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  5. In the Choose Action screen, select one of the below actions before clicking Next. Selections include:
    • Email notification,
    • Web hook, or
    • Slack notification.


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  6. In the Configure Action screen, enter an Action Name, Subject, Body, and at least one recipient. To add more recipients, click the plus (+) icon. Click Next.


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  7. Click the Test Action button. If your test fails or needs to be revised, you can fix it before you put the notification into production. You will see a green "Notification Sent" banner if the test was successful.


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  8. Toggle the Status switch to ON and click Finish to save all your changes.


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Document Expiration across the platform

The document expiration date is not mandatory and can be left undefined. Once you add an expiration date, the color of the date indicates how close it is to expiry.

  • Black - The document is not close to the expiration date.
  • Yellow - The document is 90 days or less to the expiration date.
  • Red - The document is expired.

Document expiration data appears in the below areas across IT Glue:

  • Document Edit mode - You can edit the document expiration date directly in the right side panel.
  • Document list view - Under the Expires column, the expiration date will appear color coded.
  • Global > Expirations - In the table, filter to see your documents by searching for Organization, Name, Type, or Description. You can also sort by the expiration date.
  • Organization homepage - On the homepage, you will see all documents 90 days or less from their expiration dates appear in the Upcoming Expirations section.
  • Activity Log - Adding and editing an expiration date to a document will create a new entry in the activity log.
  • Search - Documents that are 90 days or less from expiring or already expired will appear in the Search preview pane with a yellow or red banner, respectively.
  • Account > Export Data - Expiration dates for documents will appear in both account and organizational exports.
  • Runbooks - Runbooks will display all documents and their expiration dates.
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