Managing expiration dates

Throughout the course of a document’s lifecycle, you may need to make adjustments to its expiration date. This modification can be made by Content Owners, selected Collaborators, and anyone with Coordinator permissions who also has access to view the document. Depending on the situation, it is possible to:

• Update expiration date while in preparation or review
• Modify expiration date on an approved document
• Immediately expire the document (i.e., withdraw)

Update expiration date while in preparation or review

Job is in Preparation

While the job is in preparation status, the Expiration date can be modified by the Initiator, Content Owner, or Collaborators.

1. Open the document.
2. Click “Details” in the bottom left toolbar.
3. Update the Expiration date field to the desired date. Note: the options available may vary by your organization’s configuration.

Job is in Review

If the job is in review, the document will first need to be pulled out of review and back to the in preparation stage (i.e., draft status). Initiators, Content Owners, and Collaborators have permissions to perform this action and change document properties, including Expiration date.

1. Open the document.
2. Click More Actions in the bottom right toolbar.
3. Select “Edit”.
   
4. Provide the reason for edits and start a new circulation.
5. Click “Details” in the bottom left toolbar.
6.  Update the Expiration date field to the desired date. 
7. Click “Save and close details”.

Modify expiration date on an approved document

Depending on your organization's configuration, you may be able to change the expiration date of a document without increasing the document's major version. This is useful when performing a periodic re-review process and there are no changes required to the piece.

1. Open the document.
2. Click More Actions in the bottom right toolbar.
3. Select “Modify Dates”. Note: the options available may differ depending on your organization’s configuration.
   
   
   
4. Fill out the fields and select “Continue”. Note, the user has no access to change other fields or update the file. If these changes are necessary, use the Revision job instead. 
   
   
   
   
5. Select Assignees and start the Review.

6. Once the job is approved, the revised date will be updated. The change will be recorded in the job’s Audit Trail. If the job is rejected, the previous Expiration date will remain.

Immediately expire the document (i.e., withdraw)

By default, the system expires a document once it reaches its expiration date. To withdraw a document before its set expiration date, follow these steps.

1. Open the document.
2. Click "More actions" in the bottom toolbar.
3. Select “Expiration”. Note: the options may differ based on your organization’s configuration.
   
   
4. Provide a reason for Expiration and select “Continue” or “Complete”.
5. If applicable, add Assignees and start the Review.

Once a job is approved, the document status will be updated to Expired. If the job is rejected, the document status will remain Approved.