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Document Expiration - Connect IT Community | Kaseya
<main> <article class="userContent"> <p>Introduction</p> <p>Follow this article to set up Document Expiration so you can better manage any documentation requiring follow-ups and updates. This feature includes a new <strong>Expiration Date</strong> field in the document create/edit page and an optional <strong>Document Expiration Workflow</strong>. Use of both the field and workflow in tandem allows you to plan for audits and ensure that all of your documentation remains up-to-date.</p> <p>Prerequisites</p> <ul><li>You must be a Creator or above in IT Glue to add and edit an expiration date.<br>Review our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004938178" rel="noopener nofollow">Quick guide for documents</a> or <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004935817" rel="noopener nofollow">Create standard operating procedures (SOPs)</a> KB articles for all details regarding document creation.</li> <li>You must be a Manager or Administrator within IT Glue to create workflows.<br>Review our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004933677" rel="noopener nofollow">Quick guide for workflows</a> or <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004933837" rel="noopener nofollow">Flags and Workflows</a> KB articles for all details regarding how to create workflows in IT Glue.</li> </ul><p>Instructions</p> <p><em><strong>Adding/editing an expiration date</strong></em></p> <p>To create your very first document/standard operating procedure (SOP) in IT Glue, refer to our Quick guide for documents or Create standard operating procedures (SOPs) KB articles first.</p> <ol><li>In the document editor, click on <strong>Expiration Date</strong> in the right side panel. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/PXEST2ZGLQUT/documents-set-up-a-home-network.png" alt="Documents_-_Set_Up_a_Home_Network.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>A calendar picker will appear. Use the picker to select your new expiration date. Your selection will be saved immediately. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/OTMA2E8KXOB7/documents-set-up-a-home-network2.png" alt="Documents_-_Set_Up_a_Home_Network2.png" class="embedImage-img importedEmbed-img"></img></p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/PD0TDXUO36OY/documents-set-up-a-home-network3.png" alt="Documents_-_Set_Up_a_Home_Network3.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>To change the date, repeat the above steps and select your new expiration date.</li> <li>Click <strong>Publish</strong>.</li> </ol><p>Once you start adding expiration dates to your documents, you can configure the Document Expiration Workflow to be alerted based on the expiration date or a specified lead time.</p> <p><em><strong>Configuring the Document Expiration Workflow</strong></em></p> <ol><li>Navigate to <strong>Account > Workflows</strong>. Then, click on the green <strong>+ New</strong> button to be taken to the new workflow setup screen. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/TLYMDW8R5QRV/workflows-it-glue-2.png" alt="Workflows___IT_Glue-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Click the <strong>Document Expiry</strong> trigger. This is a scheduled trigger meaning that a notification will only be sent as defined in the workflow actions. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/QTUQMVGTL2R0/workflows-it-glue2-2.png" alt="Workflows___IT_Glue2-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>In the <strong>Configure Trigger</strong> screen: <ol type="a"><li>Enter a brief but descriptive name.</li> <li>Enter a lead time between 1 and 180 days. <ol type="i"><li> <strong>Optional:</strong> Click the <strong>Expire sooner than the lead time</strong> checkbox if desired.</li> </ol></li> <li>Enter a notification failure email address. If the trigger fails, this given email address will receive an alert.</li> <li>Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/IWR2CX5FGN6R/workflows-it-glue3-2.png" alt="Workflows___IT_Glue3-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol></li> <li>Add filter(s) by clicking the green <strong>+ Filter</strong> button. In the <strong>Configure Filter</strong> screen, use the drop-down menus and the plus (<strong>+</strong>) icon to add as many filters and associated operators as desired. Click <strong>Next</strong>. <ul><li>Documents</li> <li>Organizations</li> <li>Organization status</li> <li>Owner</li> <li>Published By</li> <li>Flag Type</li> <li>Name (<strong>Operators:</strong> Contains, Does Not Contain, Starts With, and Ends With)</li> <li>Public (<strong>Operators:</strong> Yes, No)</li> <li>My Glue Help Center (<strong>Operators:</strong> Yes, No) <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/TYX6QL03WTX7/workflows-it-glue5-2.png" alt="Workflows___IT_Glue5-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ul></li> <li>In the <strong>Choose Action</strong> screen, select one of the below actions before clicking <strong>Next</strong>. Selections include: <ul><li>Email notification,</li> <li>Web hook, or</li> <li>Slack notification. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/YV7QCH4G1R2K/workflows-it-glue4-2.png" alt="Workflows___IT_Glue4-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ul></li> <li>In the <strong>Configure Action</strong> screen, enter an <strong>Action Name</strong>, <strong>Subject</strong>, <strong>Body</strong>, and at least one recipient. To add more recipients, click the plus (<strong>+</strong>) icon. Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/60OJL4D28B2O/workflows-it-glue6-2.png" alt="Workflows___IT_Glue6-2.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Click the <strong>Test Action</strong> button. If your test fails or needs to be revised, you can fix it before you put the notification into production. You will see a green "Notification Sent" banner if the test was successful. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/A7YY8P4HNW01/screenshot-2021-03-11-1-22-pm.png" alt="Screenshot_2021-03-11__1_22_PM.png" class="embedImage-img importedEmbed-img"></img></p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/LCZ9SAQGZAT1/screenshot-2021-03-11-1-23-pm.png" alt="Screenshot_2021-03-11__1_23_PM.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Toggle the <strong>Status</strong> switch to <strong>ON</strong> and click <strong>Finish</strong> to save all your changes. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/YWHA6U1D92I1/screenshot-2021-03-11-1-23-pm.png" alt="Screenshot_2021-03-11__1_23_PM.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol><p><em><strong>Document Expiration across the platform</strong></em></p> <p>The document expiration date is not mandatory and can be left undefined. Once you add an expiration date, the color of the date indicates how close it is to expiry.</p> <ul><li> <strong>Black</strong> - The document is not close to the expiration date.</li> <li> <strong>Yellow</strong> - The document is 90 days or less to the expiration date.</li> <li> <strong>Red</strong> - The document is expired.</li> </ul><p>Document expiration data appears in the below areas across IT Glue:</p> <ul><li> <strong>Document Edit mode</strong> - You can edit the document expiration date directly in the right side panel.</li> <li> <strong>Document list view</strong> - Under the <strong>Expires</strong> column, the expiration date will appear color coded.</li> <li> <strong>Global > Expirations</strong> - In the table, filter to see your documents by searching for Organization, Name, Type, or Description. You can also sort by the expiration date.</li> <li> <strong>Organization homepage</strong> - On the homepage, you will see all documents 90 days or less from their expiration dates appear in the Upcoming Expirations section.</li> <li> <strong>Activity Log</strong> - Adding and editing an expiration date to a document will create a new entry in the activity log.</li> <li> <strong>Search</strong> - Documents that are 90 days or less from expiring or already expired will appear in the Search preview pane with a yellow or red banner, respectively.</li> <li> <strong>Account > Export Data</strong> - Expiration dates for documents will appear in both account and organizational exports.</li> <li> <strong>Runbooks</strong> - Runbooks will display all documents and their expiration dates.</li> </ul> </article> </main>