Setting Up Time-Dependent Publishing

Use

To publish documents on a time-dependent basis, for each document you define its lifetime in the form of a validity period. During the validity period, documents are visible to all users with read permission. Outside of the validity period, documents are visible only to users with write permission.

Prerequisites

You have write permission for the folder containing the documents that you want to publish on a time-dependent basis.

Procedure

1. Enable time-dependent publishing in the folder.

Open the Details dialog box for the folder.
Choose Settings Lifetime.
Choose Enable Time-Dependent Publishing.
Optional: Enable notification sending.

If required, you can enable and configure the sending of notifications to inform subscribed users about the document lifetime expiration.
1. Select the Send notification before validity expiration (period in days) checkbox.
2. Specify the time for sending the notification. To do so, enter the required number of days before the expiration date. The value must be a positive integer.
  
  For example, if you want the system to send a notification five days before the lifetime of the document has expired, enter 5 in the Send notification before validity expiration (period in days) input field.
  
  Note
  
  If the expiration date of a document is sooner than the value specified for the Send notification before validity expiration (period in days) parameter suggests, no notification is sent. For example, if you configure the system to send notifications five days before the expiration date and afterwards add a document whose expiration date is after four days, the system does not send a notification.
  
  Caution
  
  In the standard delivery, the system checks for documents for which a notification has to be sent once a day at 10 A.M. In case the specified value is 1 and you have entered the value after the system has run the daily check, inconsistencies in the notification sending occur. The system does not send a notification. Your administrator can change the default time for running the check by modifying the properties of the TimeBasePublishingSendNotificationBeforeExpiry scheduler task. For more information, see Scheduler Tasks for Time-Dependent Publishing .
3. Optional: If a user creates a new subscription or updates an existing one, you need to update the time-dependent publishing for the folder. Otherwise, the newly subscribed user would not receive notifications for the document lifetime expiration.
  
  To update the time-dependent publishing, choose Settings Lifetime Update Time-Dependent Publishing in the Details dialog box of the folder.

2. Define the lifetime for documents.

Open the Details dialog box for the document.
Choose Settings Properties Lifetime.
Enter a valid-from time and a valid-to time and save your entries.

When the valid-from time is reached, the document is visible for users with read permission. The system notifies subscribed users about the document. As of this time, users can find the document using the search function or by searching in categories.

When the valid-to time is reached, the document is no longer visible for users with read permission, but it still exists. Users with write permission can still see the document.

Note

There can be a time lag with time-dependent publishing.

3. Optional: Propagate the time-dependent publishing settings to subfolders.

You can optionally propagate the time-dependent publishing settings defined for a folder to all subordinate folders. To do so, proceed as follows:

Open the Details dialog box for the document.
Choose Settings Lifetime Propagate to Subfolders.

Result

The settings specified for the time-dependent publishing process are only valid for the current folder, unless explicitly propagated to the subfolders. When you enable the time-dependent publishing for a folder, the system checks if the process for its direct parent is also enabled and takes the settings of the parent folder as suggested values. You can save these values or specify new ones.