Expiration data in documents

[eniosoeiro]

What is the best way to put expiration data in documents and notify by email when the document is expired?

[lmattioli1]

To put an Expiration Data you have two main ways:

1. The most reliable way is to make a Behaviour, IMHO, because it's always applied, no matter how you upload document (web, ftp, webdav, CMIS, ....). This must be implemented on backend, in Java, packaged and installed.
2. The fastest way is to make a folder rule (https://docs.alfresco.com/community/concepts/library-folder-rules.html) that calls a Javascript (https://docs.alfresco.com/community/concepts/API-JS-intro.html). This implies that you upload documents via Web interface (and maybe some other way, but I don't know for sure)

To notify by email you have to develop something external: I usually do a program (Java, C#, ....) that uses the CMIS REST Api (https://docs.alfresco.com/community/pra/1/topics/cmis-welcome.html) to quey the repository and then create the desired emails.

Hope this helps.

Leonardo.

[cesarista]

Hi:

You can use cm:effectivity aspect that:

 - Optionally, with a custom behaviour on creating nodes, you may apply some automatic expiration date, for example 1 month. I said optionally because you can always set aspect on demand in Share, and to define the corresponding expiration date on cm:to property.

 - with a custom quartz job you may check daily, for example, expired documents for cm:to property, and then to send an email to creator or a group of users.

Kind regards.

--C.