It is possible to modify the availability of a document or a revision in our system.
Making a revision time-limited:
To make a revision available for a specific period, follow these steps:
- Go to Settings → Revision Archive.
- Under Available, select Time Limited.
There are 3 different ways to use the time-limited function:
- You can fill in the "From" date only for a revision that is made available from a specific date but without a deadline.
- If you fill in only the "To" date, it will expire after that date. This revision will be visible to readers until it expires and the previous revision becomes available.
- Lastly, you can fill in the "From" and "To", to make it available only for that specific amount of time before the previous revision becomes available.
Clicking on "Allow Readers to view this Revision before "from" date" will give the possibility to readers to view the available revision as well as the new one before it reaches the "from date".
You can tick "Send reminders to manual owner when the document is about to reach its expiration date" to warn the manual owner when the document is about to expire. You can also set the date and frequency of the notification and CC other users who should receive it.
Making a document time-limited:
This can be done when you are about to publish a document.
Click on "Publish" on the lifecycle menu → Under "Available", select "Time Limited." → Select the "From" and/or "To" date.
Just like you did with the revision time-limited function, you can also decide to "Send reminders to manual owner when the document is about to reach its expiration date", from which date, the frequency, and CC other users.
Once the document reaches the "To" date, the whole manual will no longer be available to readers.