If you have the Review Date field enabled on your Resources, you can enable Actions that will automatically occur once that Review Date has been reached. These actions can be to:
- Send an Email alert once the date is reached.
- Move the file to a selected folder.
- Delete the file from your platform.
- Delete Annotations from the file.
To enable these Actions, go to your Admin Settings area and click the Enable Review Date checkbox. You will then see a full view of options (pictured below).
Within this section, the Mandatory Review Date option can be enabled if users are always required to enter a Review Date whenever they Add or Update a file.
Review Date Alerts
To send alerts to specific Groups or Users when a file has reached it's Review Date, head to your Settings and enable the Review Date Alerts checkbox.
Once you enable the setting, you are able to select either the Resource Creator of the file (user who did the initial upload), Select Groups (See the Management example above), or Select specific User(s).
Note that if Groups are selected, only up to 100 users will get alerted.
Review Date Actions
To prompt an action on a Review Date, you can select any of the options pictured below.
Delete All Annotations
To automatically remove all Annotations from your File/s once the review date has been reached, select Delete All Annotations. Note that this will only apply to File that are within a Folder this setting has been enabled on. If the file has no annotations, no change will occur.
To automatically remove the File from your platform once the review date has been reached, select Delete Files.
If the file needs to be moved once a review date is reached, for example if you wish to move it to an Archive Folder, then simply select Move Files & choose your destination folder.
In your Resources Folder Settings you are able to keep the Actions set in Admin (your Global Defaults) or apply Custom Review Date Actions, as well as Alerts for each Folder individually.
To learn more about adding Review Dates to your file/s, click here.
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