Did you know you can assign expiration dates to documents in the Knowledgebase Content Manager (KCM)?
When time-sensitive content must be removed by a certain date, assigning expiration dates beforehand ensures its removal from employee view automatically and on time.
Situations can include:
• Change management
• Compliance requirements
• End of benefits periods
• Events
• Holidays
• Policy obsoletion
• Year-specific information
After assigning an expiration date to a document, when the expiration date has passed, it will no longer appear to HR Knowledgebase users, even if they look for it in search.
Expired documents still appear in the Knowledgebase Content Manager (KCM) which KCM users can access.
KCM users can generate the Expiration Report to:
• View the entire list of documents with (and without) expiration dates; and
• Reset documents' expiration dates either individually or in bulk.
Basic Steps
To add a document's expiration date:
1. Log into the HR Knowledgebase stage site as a KCM Producer user.
2. In the Document Manager, locate the document.
3. Click the document's name to open it.
4. In the Tools menu, click Details.
5. On the Details page, in the Expiration Date field, select a date.
6. Click Update.
To add (or update) one or more documents' expiration dates:
1. Log into the HR Knowledgebase stage site as a KCM Producer user.
2. In the Document Manager, in the Report menu, click Expiring Documents.
3. On the Expiring Documents report page, locate one or more documents.
4. Tick the document(s)' check box(es).
5. In the Update Expiration Date pop-up, select a date, then click OK.
To delete a document's expiration date:
1. Log into the HR Knowledgebase stage site as a KCM Producer user.
2. In the Document Manager, locate the document.
3. Click the document's name to open it.
4. In the Tools menu, click Details.
5. On the Details page, in the Expiration Date field, delete the date.
6. Click Update.
Detailed Procedure
V11 KCM: Adding Expiration Dates to Documents
Use the detailed procedure in this document—with screenshots—to view, add, update, and delete documents' expiration dates via the Knowledgebase Content Manager (KCM).
For questions or more information, contact your HRSD Advisor (Customer Success Manager (CSM)).
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