Publish Dates Expired Layouts

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Publish Dates and Expired Layouts

This process is conducted through the Front End of iD and will depend on the level of Security applied.

Topics

  Introduction
  New Layouts: Publish & Expiry Dates
  Existing Layouts: Publish & Expiry Dates
  Reviewing unpublished & expired Layouts
  Bulk expiry of Layouts
  Enable reset expiry button for Layouts

What are Publish and Expiry Dates

Setting a Publish Date ensures that a layout will only display on the intranet after the specified date. This allows you to build content in advance which helps avoid a last minute rush to get layout structures up on the intranet.

If there has been an established date by which a layout should no longer be visible, then setting an Expiration Date on the layout will - on the designated date and time - remove that layout from visibility on the intranet.

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Add a Publish Date or an Expiry Date to a new Layout

When creating a new layout, you are able to set the Publish Date and the Expiry Date. By default, the Publish option is set to Immediately which means that by default the new layout - when saved - will be immediately available on the intranet. The Set Expiry Date checkbox is deselected by default and means that by default the new layout will not expire.
Select the Future Date option to set a date in the future when the new layout will be published. Once you have selected Future Date, a date and time selector will load. Here, you can set both the date and the time that the layout should become available.
To Set Expiry Date, select the checkbox next to the item, as indicated below. A date and time selector will load. Here, you can set both the date and the time that the layout should no longer be available.

At the same time, you can set to receive an email notification about the impending expiration. This email will be sent to all Layout Owners and Last Modified Users.
On completion of the wizard process, the new page will open.

If a publish date has been set, this will be confirmed in a yellow prompt.

If an expiration date has been set, no message will display until the expiration date has passed. Should this occur, the following red prompt will be displayed.
To modify the publish date at any time, or to check/modify the expiration date, select Properties from the Editing Toolbar at the top of the layout. On selecting Properties, the General tab will display.

Modify the Publish and/or Set Expiry Date fields by selecting the relevant calendar icon . To set the time, click the time field,
On saving the layout, if a future date has been set the Save prompt will also confirm the current publish date. Once saved, you will view the layout listing.

On saving the 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 layout.
The expired layout will be displayed on the Expired Layouts tab
When selecting or landing on an expired layout, the following will be displayed:

When selecting or landing on a layout with a future published date will display:
To modify the Publish and/or Expiry Date for this layout, select Edit the layout, to return to the list of layouts, select Manage layouts

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Add a Publish Date or an Expiry Date to an Existing Layout

To set, add or modify a publication date or expiration date on an existing layout, you must first be in Edit Mode
Once in Edit Mode, select Layout Properties from the Editing Toolbar at the top of the page. The General tab will display and you will be able to modify the Publish and/or Set Expiry Date fields by selecting the relevant calendar icon . To set the time, click the time field: and Save the layout

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Review Published and Expired Layouts

Select Manage Layout to display all layouts that are currently published (available to be used), expired (no longer available to be used) and templates (displays all templates available, denotes which templates are undeletable due to being in use).
In the folder, there are 3 tabs: Layouts, Expired Layouts and Subsite Templates. Select the Layouts tab to display layouts that are published and available to be applied. The layout that has the applied radio button selected is the current layout for this subsite.
Layouts that have expired will be listed in the Expired Layouts tab, displaying the date they Expired (as shown below).

An expired layout
Subsite Templates are listed in the Subsite Templates tab, the last modified date is listed as well as whether the template is active (available to be used) and/or undeletable (in use, so unable to be deleted).

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Bulk Expiry of Layouts and Pages

In order to set notifications for the expiry of multiple layouts and/or pages, 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 notification of the bulk expiry of layouts/pages and these are located under Administration > Utilities > Settings tab > Application Settings > iDCMS. Note: these settings affect BOTH layout and page expire:

SEND_EXPIRY_ALERT_EMAILS
DAYS_BEFORE_EXPIRY_THAT_EDITOR_IS_EMAILED
DAYS_BEFORE_EXPIRY_THAT_EDITOR_AND_OWNER_ARE_EMAILED

These settings perform in the following ways:

If SEND_EXPIRY_ALERT_EMAILS is set to TRUE, then once a week, bulk emails are sent to all users that last modified an expiring layout or page.

This only occurs if the layout or page expires in line with the following parameters:
- LESS than the number of days specified in DAYS_BEFORE_EXPIRY_THAT_EDITOR_IS_EMAILED,
- but MORE than the number of days specified in DAYS_BEFORE_EXPIRY_THAT_EDITOR_AND_OWNER_ARE_EMAILED
If SEND_EXPIRY_ALERT_EMAILS is set to TRUE, and there are layouts or pages that expire in LESS than the number of days specified by Config Setting DAYS_BEFORE_EXPIRY_THAT_EDITOR_AND_OWNER_ARE_EMAILED; the bulk email is then sent to all owners and last modified users
Emails are sent using iD CMS Config Setting EXPIRY_EMAILS_FROM_ADDRESS, or Webmaster if not set
If SEND_EXPIRY_ALERT_EMAILS is set to TRUE, then radio buttons on the Front End under the Expiry Date Selector are not shown
If SEND_EXPIRY_ALERT_EMAILS is set to FALSE, then the Notification radio buttons on the Front End under the Expiry Date Selector are shown and notifications can be set to go to the last modified users in: 1 day, 1 week or never (as with other apps that allow expiry

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Enable Reset Expiry Button for Layouts

In order to enable a reset expiry button for 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:

1) under Administration > Utilities > Settings tab > Application Settings > iDCMS.

DEFAULT_EXPIRY_ENABLED
SEND_EXPIRY_ALERT_EMAILS

2) under Administration > Utilities > Settings tab > Application Settings > Layout Manager.

MAXIMUM_LAYOUT_EXPIRY_IN_DAYS_FROM_CREATION

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

Default expiry enabled (DEFAULT_EXPIRY_ENABLED): Enables the config setting 'Default expiry in days from creation'

Change config setting from False to True
Send expiry alert emails to editors and authors (SEND_EXPIRY_ALERT_EMAILS): Sends expiry alert emails to editors and authors

Change config setting from False to True
Maximum expiry in days from creation for layout (MAXIMUM_LAYOUT_EXPIRY_IN_DAYS_FROM_CREATION): Denotes the maximum number of days in which a layout can expire from its creation date

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

If you then access an expired layout, a reset expiry button will appear and if clicked, the expiry date will have an additional x number of days added to is based on what is set in the maximum expiry in days from creation for layout config setting.

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