Marking pages "expired", but not archiving them

Original user request:

Basically we need to be able to mark pages as ‘outdated’ if they haven’t been edited within a certain amount of time. We do not really need the notification, we just need the pages to be ‘marked’ and show a message that there is possibly outdated content.

Once the page is edited, this should of course revert to no longer being outdated and the message on the page should disappear.

Albeit not requested explicitly, the implementation should definitely include the page in the page lists in the notification email.

This would be somewhat similar to using the "archive" label in nature, but it would obviously not archive the page.

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  • 0
    Victoria Reggiardo

     I may want to be able to exclude the page or page tree from the Update-related actions but not from the Archive-related actions. It would be great if the labels to use could be configurable or if you at least could provide the noupdate label option in the update-related actions to exclude this kind of pages.

     You're currently giving content owners the possibility to manage the archiving schedule, why wouldn't you give them the permission to define the update schedule? 

    Edited by Victoria Reggiardo
  • 0
    Aron Gombas

    UPDATE: We have released the Better Content Archiving app's cloud version just a few weeks ago. It addresses many points criticized in the Data Center version, including also this one.

    (Our plan is that, if there is interest, we will back-port the most valuable changes from the Cloud version to the Data Center one.)

    In the cloud version, statuses are set for a page if the page matches a CQL query:

    The CQL query itself is customizable, which opens opportunities to solve otherwise difficult use cases like this one.

    One approach could be introducing a new custom status "Possibly outdated" with this CQL:

    label = "possibly-outdated"

    It means if any user adds the label "possibly-outdated", then the content turns "Possible outdated". It is listed in reports, can be found in queries,  can be notified about, etc.

    Another approach could be extending the default "Expired" status to test the last modification date, the expiration date (if there is) and also the existence of that label. For that, use this CQL:

    arch.event.lastUpdatedOn < now("-365d") 
    or arch.expirationDate < now()
    or label = "possibly-outdated"

    If any of the 3 conditions is true, then the page will turn "Expired".

    There can be other strategies implemented, too, depending on your preferences and mental model (should all these lead to one status or to one of more specific ones?).

    🔥 Try this in action now!

    Edited by Aron Gombas
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