File Expiry Dates

This article is about adding and understanding File Expiry Dates in Gatekeeper, along with automation possibilities to facilitate a review.

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Introduction

As our lives become increasingly digitized, we are accumulating more and more files, from certifications through to licenses. However, managing these files can be a daunting task, especially when it comes to keeping track of their expiration dates. Without proper management, files can become outdated, taking up valuable space and potentially causing security risks.

That's where file expiration date management comes in. By utilising file expiration dates, users can ensure that they stay organized, secure, and up-to-date, and even trigger a file expiration workflow to assist in automating the capture and updating of these files.

Note: For a step-by-step guide to adding files to objects, inclusive of File Versions and Expiration Dates, please see our Knowledge Base Article here.

In this article:

  1. What is a File Expiry Date?
  2. Locating File Expiry Dates
  3. Understanding a File Expiry Date
  4. Filtering by Expiry Dates
  5. Adding or Editing Expiry Dates
  6. File Expiry Workflows

What is a File Expiry Date?

A file expiry date is a date that is set for a file after which the file should no longer be considered valid or relevant. This is particularly handy when collecting insurance certificates and qualifications from your Vendor base.

E.g. Motor Vehicle Insurance expires in 12 months. After these 12 months, we require an updated version for our records of your latest Motor Vehicle Insurance policy.

Note: Not all files will have an expiry date.

Locating File Expiry Dates

You can see if a document has an expiry date and when it is from the Files tab of the following Gatekeeper areas:

  • Contract record
  • Vendor/Supplier record
  • Project
  • Event
  • Entity

 In addition, all files across Gatekeeper can be accessed from the main Files menu. 

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If a file has an expiry date associated with it, the date will appear next to the document name.

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Understanding a File Expiry Date

The colour of the date text will directly correspond to how soon the document expires:

Red: the expiry date has already passed
Orange: the expiry date is within the next 30 days
Gray: the expiry date is more than 30 days from now

Filtering by Expiry Dates

The main Files menu offers filtering capabilities by Expiry Date. You can see files that will soon expire, or that have already expired by using time filters of:

  • Overdue
  • 30 Days
  • 60 Days
  • All

For a more in-depth explanation about using time filters, take a look at our Files Overview article.

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Adding or Editing Expiry Dates

Expiry dates can be added during the original file upload process or at a later time. To add or edit an expiry date, click on the 3 dots to the right of the file name and click on "Edit".

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Then enter or change the date in the next window.

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Note: Collaborators can only edit information for files they’ve uploaded themselves, while Administrators can edit information for any file.

File Expiry Workflows

Our file expiration workflow is designed to simplify your file management process by automatically identifying files approaching their expiration date and initiating a review process. 

The Gatekeeper workflow engine is designed to be customisable and can be tailored to meet your specific business needs. You can set the review process criteria and customise the system to fit your organization's workflow. 

  • Contract record
  • Vendor/Supplier record

Note: File Expiry Workflows can be utilised with the Supplier Portal, which is a Gatekeeper add-on module, to facilitate document updates prior to the file expiration date (e.g. insurance certificates). To learn more about the Supplier Portal, click here.  

Please reach out to your Customer Success Manager if you require any support in setting up and configuring your Workflow(s).