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Publish Dates and Expired Items

Administrators are able to set publish and expiration dates on iD CMS pages, files, and layouts. This functionality is available via the Front End of the intranet. 
This process is conducted through the Front End  of iD and will depend on the level of Security applied.

What are Publish and Expiry Dates?

Setting a Publish Date ensures a page, file or layout will display on a specified date. 

Setting an Expiration Date ensures a page, file or layout will be removed from visibility on a specified date.

Both settings are optional.

Once expired, a page, file or layout will be listed in the Expired Items or Expired Layouts  tab:

  

Set Publish Date or Expiry Date to a New Page, File or Layout

  1. When creating a new page, file or layout, by default the Publish option is set to Immediately which means that once saved the new page, file or layout will immediately be viewed on the intranet.

    When creating a new page, file or layout, by default the Set Expiry Date check box is deselected by default and means that the new page, file or layout will not expire.

     



  2. Select Scheduled Date to set the future date for when the new page, file or layout should be published. Here, a date and time selector will load. Set both the date and the time that the page, file or layout should become available.

     


                         



  3. Select Set Expiry Date, to set a date in the future when the new page, file or layout should expire. Here, a date and time selector will load. Now set both the date and the time that the page, file or layout should no longer be available.

    At the same time, you can set to receive an email notification about the impending expiration. This email can be sent to a choice of users, refer to the Bulk Expiry of Pages and Layouts further below for more information.

     


    If you need to know which items in any given folder have expired, this list is available from the Front End at the Folder level. Refer to Manage Folder mode below.

    If you need to know which items have expired across the entire intranet, this list is available from the Administration. Refer to the Expired Items Page


  4. On completion of the wizard process, the new page, file or layout will open.

    If a Publish Date has been set, this will be confirmed in a yellow notification box.

     


    If an Expiration Date has been set, no message will display until the expiration date has passed. Should this occur, the following red notification box will display

     


  5. To modify the Publish Date at any time, or to check/modify the Expiration Date, from the Editing Toolbar, select Actions, and Edit Properties. On selecting Edit Properties, the Details tab will display

    Modify the Scheduled Date and/or Set Expiry Date fields by selecting the relevant calendar icon . To set the time, click the time field, .


     


  6. On saving the page, file or layout, if a Publish Date has been set the Save prompt will also confirm the current publish date. Once saved, you will view the unpublished page, file or layout listing.

     



    On saving the page, file or layout, if the Expiration Date has passed, the Save prompt will also confirm the expiration date. To modify the expiration date, select Cancel to return to the expiration options.

     


  7. At the URL of the unpublished page, file or layout, a message will display as follows:






    At the URL of the Expired page, file or layout, a message will display as follows:

      

Add a Publish Date or an Expiry Date to an Existing Page, File or Layout

  1. To set, add or modify a publish or expiry date on an existing page, file or layout, you must first be in Edit Mode

     


  2. Once in Edit Mode, select Actions and then Edit Properties from the Editing Toolbar. The General tab will display and you will be able to modify the Scheduled Date and/or Set Expiry Date fields by searching the respective calendar icon  . To set the time, click the time field,   then Save 

     


Reviewing Unpublished and Expired Pages, Files or Layouts

Pages and Files
  1. The folder listing for your pages and files displays all content that is currently published, pending publication and expired. To see which pages, files or layouts are yet to be published, Select the check box of the folder you wish to view and select View from the Actions bar to initiate the process

     


  2. In the folder, there are 4 tabs, Pages and Files, Scheduled Items, Expired Pages and Templates

    Unpublished pages or files will be listed in the Schedule Items tab and will display the scheduled Publish Date for the page. Once a page or file has been published, the page/file will be available in the Pages and Files tab

     

  3. Pages or files that have expired will be listed on the Expired Items tab, displaying the date of when they expired

     


Layouts

  1. The Manage Layout listing displays all layouts that are currently Active (Draft, Staging or Live), Applied, yet-to-Publish and Expired. To see which layouts are yet to be published, select Manage Layout, accessible via the Editing Toolbar.





  2. At the Layout Manager, there are 3 tabs, Layouts, Scheduled Layouts, Expired Layouts and Subsite Templates

    Unpublished layouts will be listed on the Scheduled Layouts tab and will display the scheduled Publish Date for the layout. Once a layout has been published, the layout will be available in the Layouts tab





  3. Layouts that have expired will be listed on the Expired Layouts tab, displaying the date they expired

Bulk Expiry and Reminder Emails

By default, when a page, file or layout is due for expiry the last editor of that content can opt to receive an email reminder. This would be set manually on each page, file or layout.   Using the following instructions, an Administrative Superuser can set emails reminders in BULK to relevant users rather than the default case-by-case reminder. This enables the organization to control the content management lifecycle.

Points to note about Bulk Expiry settings:

  • If the setting is turned on, then the Notification option buttons for email receipt on the Front End are not shown. The Front End user sets the expiry date and the Administrative Superuser controls the reminders.
  • If the setting is turned off (defaulted setting) then the Notification option buttons on the Front End are shown and notifications can be set by each user to be sent: 1 day or 1 week before expiry or not at all.
  • Therefore, setting the following options will mean Front End users of the iD CMS and Layout Manager applications can set expiry dates but will not choose when to receive the emails, this will be set by you across the board.

To set reminders to issue in bulk, follow the below instructions:

Note:  You require Superuser access to the Administration to complete this

1. Login to the Admin, go to Administration > Utilities > Config Settings


2. In the Filter Settings enter - 'Expiry Alert - Settings Override & Reset Expiry' and switch to True




2. Filter Settings for: 'Expiry Alert - When to Email Last Modified User & Owners' and set a numeric value for the number of days before expiry these people should be emailed, e.g. 7, 5 or 2.


3.   Filter Settings for: 'Expiry Alert - When to Email Last Modified User' and set a numeric value for the number of days before expiry these people should be emailed, e.g. 30, 15, or 10.


4. If you want the FROM email to be from a specific address, Filter Settings for Expiry Alerts - Sender Address

If no email address is added here,  the Webmaster address will be used.



Enable Reset Expiry Button for Pages, Files & Layouts

In order to enable a Reset Expiry Button for pages, files, and layouts the applicable Config Settings will need to be setup.

To update and set the required Config Settings, you will require Superuser access to the Administration of the intranet.

There are 3 config settings associated with the Enable Reset Expiry Button and these are located under Administration > Utilities > Config Settings

  • Default Expiry Enabled
  • Default Expiry in Days from Creation
  • Expiry Alert - Settings Override & Reset Expiry 


These settings need to be setup in the following way in order for the reset expiry button to be displayed:

  • Filter Settings for Default Expiry Enabled: Enables the config setting 'Default expiry in days from creation'

    Change config setting from False to True




  • Filter Settings for Default Expiry in Days from Creation: Denotes the default number of days in which an item will expire from its creation date 

    Change config setting to the desired number of days, e.g. 25





  • Filter Settings for Expiry Alert - Settings Override & Reset Expiry: Send expiry alert emails to editors and authors

    Change config setting from False to True


If you then access an expired iD CMS page or file, a reset expiry button will appear and if clicked the expiry date will have an additional x number of days added to it based on what is set in the default expiry in days from creation config setting.



 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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