Documents with expiry Dates
Hi all,
everyone knows that:
There is a document that is only valid until a specific date and then it needs to be unpublished. Or
There is a document that needs an annual update but one looses track of it and only to late it gets updated.
In order to avoid that, I have the following idea:
Every document should have a setting, where a publish date and unpublish date can be selected.
Always when a document is automatically published and unpublished according to the selected dates, an automatic mail notification should be sent to the responsible person.
Another great function would be the following: A new revision is already prepared and ready to be published. The Admin should also here be able to set a date and time for the revision to be published.
Also a reminder e-mail should be send to the responsible person when a document is about to expire. This way one doesn't forget about the update.
Comments
Hello Matthias Loesch Thank you for your contribution!
I am happy to tell you that this is already how our system works.
It is possible to set a date and time for a revision to be published later. In order to do so, go to your Settings --> Revision Archive. There you can mark the availability as Time Limited, the "From:" date can be in one month, and "To:" can be set as far as you need it to be. This means that the next revision will only be published in a month and in the meantime, the previous revision is the active one.
Right under this "time limited" functionality, there is a tick box "Send reminders to manual owner when the document is about to reach its expiration date". Other users can also be added in CC.
Lastly, here is a little help on how the settings for time-limited documents work in Web Manuals:
In General Settings:
If a document is marked as available from 01-01-2023 to 07-01-2023, the manual will be available for that week and then it will be hidden.
In Revision Archive:
If you mark a specific revision as available from 01-01-2023 to 07-01-2023 then the revision will be visible for readers for that week and then will be hidden and the previous revision will be available for readers.
You can also mark the revision as available when you publish the document which will reflect on the Revision Archive.
I hope this helped :)
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