State expiry date

Overview

States can be given a due date (often referred to as an expiry date). If present, this is displayed next to a clock icon in the state dialog box (the workflow popup).

The example above shows that the content is in a Rejected workflow state that expires in 2 days from the present time.

The state dialog box (the workflow popup) only shows the destination state if there is also another possible transition from the state, such as a select transition.

Expiry icon colors

The clock icon displayed in the state dialog box (the workflow popup) changes color to indicate the current status of the due date.

Icon	Notes

Icon	Notes
	The state is not set to expire, but you can add an expiry date
	The state will expire in 3 or more days
	The state will expire in less than 3 days
	The state has expired
From Comala Document Management v7.8.1, a change in the user's timezone preference is reflected in the status dialog box, in-app reporting tools, and report macros.

The period from the current day to the due date is displayed in the largest whole time period remaining - minutes, hours, days, months, or years. For example, if the expiration period is less than 30 days, the state dialog box (the workflow popup) displays the number of days from the current day to the due date.

If the due date is set is more than 30 days the workflow popup will display the period to the due date in whole months.

Roll over the due date in the state dialog box (the workflow popup) to view the specific due date.

If the due date is editable by the user, choose it in the workflow state dialog box (workflow popup) to open the date and time picker.

If the due date parameter is set as a Period, the displayed due date defaults to the nearest whole time unit period. For example, setting a Period of 25 hours is displayed as 1 day.

What happens when it expires?

It depends on the workflow as to what will actually happen

the workflow might change to another state
or someone gets an email notification
or simply nothing

States can be left in an expired state if that's how the workflow is implemented, and this may often be the case if reporting is used to handle expired states.

When a state expires, it may take up to a minute for changes to be visible, and a page refresh is required.

Changing the date

The expiry date is usually set in the workflow markup. However, some workflows let you change it or add it on the page.

To change the expiry due date in the workflow state dialog box (workflow popup):

choose the Clock icon
or choose Set due date from the menu

You can then specify the due date (the date on which the state is due to expire) using the date and time picker.

Metadata

Some workflows will provide alternate methods by which to set the expiry date. These include:

workflow setup – when first applying the workflow to a piece of content
Parameters - Space Tools – uses the parameter value set by a space administrator at the space level
other metadata – including integrations with third-party products, page properties, etc.