KB User's Guide - Documents Tab - Expired Documents
This document will discuss the Expired document.
Expired Documents Screen
To get to the Expired Documents Screen, go to the Documents Tab > Expired link. The integer within the parentheses represents the number documents whose Expiration date has passed:
- with the status of Active
- in your own KB group
By allowing an Active document to have a passed Expiration date, your audience will no longer be able to access the document on your live Internal /or External sites. However, with the appropriate permissions, the Expired document may still be accessed and/or updated via the KB Admin Tools.
Note: The integer in the parentheses does not count Active/ Expired documents that are being shared with you (e.g owned by other KB groups).
This link will lead you to the Expired Documents screen. You may use the filters (such as Find, Search/Priority, Topic, Status etc.) to narrow down the exact set of Expired Documents you wish to see.
Extend the Expiration Date of Expired Documents
At the bottom of the Expired Documents screen, under the list of documents whose Expiration Date has passed, are a series of buttons. After checking the boxes of one or a specific set of Expired documents, you may extend the Expiration date to 180 days from today at the touch of a button. The current status of that document will not change after the Expiration Date is extended.
Once you click on the Extend Expiration button, you will be asked if you are sure if you want to perform this action. Click on the OK button.
Deactivate Expired Documents
At the bottom of the Expired Documents screen, under the list of Active documents whose Expiration Date has passed, are a series of buttons. After selecting one or a specific set of Expired documents, you may deactivate selected document(s) at the touch of a button. The status of these documents will be changed to Inactive.
Once you click on the Deactivate button, you will be asked if you are sure if you want to perform this action. Click on OK.
Setting the Expiration Date
These documents are marked as Expired because Expiration date has passed. This is the only way a document is marked as Expired, is by deliberately setting a single document Expiration date. Another way the Expiration date can be set is by consciously and deliberately selecting a date while performing a Batch Update or a Batch Transfer.
- Open the document for editing in KB Admin Tools as described in KB User's Guide - Documents Tab - Editing an existing doc.
- Scroll down to the bottom of the document and locate the field labeled Expiration in the right column.
- Enter the desired expiration date in the format given or use Pick expiration time to open a calendar to select the new expiration date.
- Set the Status to Active (or In Review if you do not have "Publish" rights in your KB site).
- Click Submit.
Sorting Expired Documents by Status
When you are looking at documents in your KB space that are In Review, In Progress, etc., you may see documents with "[Expired]" after the Title.
The easiest way to see your Expired documents by Status is to go to the Expired Documents screen and use the Status filter. Select a status and make the appropriate adjustments.