---
title: "Content Expiry Workflow"
canonical: "https://support.appfire.com/space/CDCCL/629608558/Content%20Expiry%20Workflow"
format: markdown
---
> Macro (aura-html)

Choose the** Content Expiry Workflow** to keep your content fresh, the approved document expires after a set period of time, so that it can be reviewed again.

The workflow consists of four states

- **Review** -  the document content is awaiting review
- **Rejected** - the document content is rejected
- **Approved** - the document is approved

> ℹ️ The **Approved** workflow state automatically transitions to **Expired** once the set deadline is reached.

- **Expired** - the approved document’s <span style="color: #222222">previously determined expiry date is exceeded</span>

> ✅ <span style="color: #222222">You can always approve this document content in the </span><span style="color: #222222">**Expired**</span><span style="color: #222222"> state if the content is still valid. This transitions the document to the </span><span style="color: #222222">**Approved**</span><span style="color: #222222"> state and resets the expiry period.</span>

Each time the page is edited in either the ***Approved***, ***Rejected*** or ***Expired*** state the workflow transitions back to the ***Review**** *state.

## <span style="color: #283c46">Setting a due date period using the workflow</span>

<span style="color: #283c46">The value for the expiration due date used by the workflow in each space is amended by a space admin in the space tools document control dashboard.</span>

![cdcc_spacedocumentcontroldashboard_cew_wf_active_paramterslozneg_highlighted.png](media://b8fe07fd-a181-4e22-a6b3-f861480d06e2)

 <span style="color: #283c46">The expiration period is set when the workflow transitions to the </span>**Approved **<span style="color: #283c46">state</span>**. **<span style="color: #283c46">The default value is five months from the date the transition occurs. </span>The **Expiration** period is amended using the drop-down menu in the **Parameters** dialog box.

- make the **Content Expiry Workflow** active in the space
- choose the **@Parameters** lozenge
- edit the parameter value using the options in the **Parameters** dialog box

![cdcc_parameters_edit_expiration_cew_wf_dropdownoptionsdisplayed.png](media://b5e24fdb-f990-49b9-8980-01dfb56e2f21)

<span style="color: #283c46"> The updated value is retrieved by an applied workflow when there is a related workflow event. For example, the expiry period for the approved content is set to the current value in this dashboard every time a transition to the</span>** Approved**<span style="color: #283c46"> state occurs.</span>

- Space workflow
  - due date workflow parameter value is changed by editing the workflow parameters in the space tools Document Control dashboard
  - updated value is used on the next transition to the **Approved** state
- Page workflow
  - value is set when initially adding the workflow
  - value can be amended using the **Manage Page Parameters** option in the [page tools menu](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631374688)

## <span style="color: #283c46">Viewing the due date on the page</span>

<span style="color: #283c46">On the document, a user can open the workflow popup in the </span><span style="color: #283c46">**Approved**</span><span style="color: #283c46"> state to view the current period remaining before the </span>**Approved**<span style="color: #283c46"> state expires.</span>

![image](media://8e077c36-0ad0-4736-a633-065dba1cb29c)

<span style="color: #283c46">The workflow popup displays the current time left to the due date.</span>

![image](media://e76d2fd5-4c99-41cb-a992-10c2dfebb65a)

<span style="color: #283c46">Once this date is exceeded, the document is transitioned to the </span>**Expired**<span style="color: #283c46"> state.</span>

![image](media://43ca1485-0e77-4815-886a-184a4a89d209)

<span style="color: #283c46">For content in the </span>**Expired**<span style="color: #283c46"> state is available for review</span>

- <span style="color: #283c46">if the content is </span><span style="color: #283c46">*stale*</span><span style="color: #283c46">, a </span><span style="color: #283c46">**Reject**</span><span style="color: #283c46"> decision transitions the content to the </span><span style="color: #283c46">**Rejected**</span><span style="color: #283c46"> state for updating</span>
- if the content is still *current and appropriate*, the **Approve** decision returns the content to the **Approved** state. The expiry is reset using the value stored for the workflow in the space tools dashboard

> 📝 If a user edits the content in the **Expired** state and saves the changes, the workflow transitions the **updated** content to the **Review** state.

## User setting of expiry due date

Users can amend the expiry due date when the content is in the **Approved** state.

Choose the expiry clock icon in the workflow popup.

![image](media://cc48d5d0-be2c-49fd-a86a-0f7ad6d67c4f)

Choose the current expiry date to open the calendar.

![image](media://0894a745-adeb-4f90-9ed3-b41c5fc212ae)

Choose a date and select **Save** to amend the **Approved** state expiry date.

![image](media://63f3e6d5-8e44-4a16-9145-a4a995c18c31)

> 📝 Amending the due date on the page using the workflow popup option does not affect the workflow parameter value.

## <span style="color: #283c46">Email notifications</span>

<span style="color: #283c46">When a document expires in the </span><span style="color: #283c46">**Approved**</span><span style="color: #283c46"> state, the Content Expiry workflow automatically sends an email notification to page-watchers. This notification is created by the workflow listening for the state expiry event.</span>

### Comala Document Control workflows

> Macro (children)