Configuring document expiration

Document expiration is a notification system alert which can be used to advise users about document expiration and expired documents.

Configuration

Download the expiration files document_expiration_8.zip.

Register parameters

Execute SQL from Administration > Tools > Database query.

-- NOTIFICATION PARAMETERS
DELETE FROM OKM_CONFIG WHERE CFG_KEY LIKE '%expiration.%';
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.date.pattern','string','dd-MM-yyyy HH:mm:ss');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expiration.alert.days','string','15');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.notification.subject','string','New uploaded document with expiration');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.notification.template','text','New document uploaded<br/>${docUrl}<br/>Expiration date:${date}<br/>');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.alert.subject','string','Alert documents will expire');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.alert.template','text','Document ${docUrl} will expire at ${date}<br/>');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expired.subject','string','Documents expired');
INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expired.template','text','Document ${docUrl} expired at ${date}<br/>');INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expirated.reminder.days', 'string', '15');INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expirated.reminder.subject', 'string', 'Reminder alert of documents expired');INSERT INTO OKM_CONFIG (CFG_KEY, CFG_TYPE, CFG_VALUE) VALUES ('expiration.expirated.reminder.template', 'text', 'Document ${docUrl} expired at ${date}<br/>');

Configure parameters

Field / Property	Type	Description
expiration.date.pattern	String	Set the date pattern. dd-MM-yyyy HH:mm:ss
expiration.notification.subject	String	Mail subject. Newly uploaded document with an expiration
expiration.notification.template	String	Mail body. Newly uploaded document ${docUrl} Expiration date: ${date}
expiration.expiration.alert.days	Integer	Set the number of days before expiration when the expiration alert message will be sent. 15 Default document expiration sets a unique value for all documents. This is the default logic, but you can implement your own.
expiration.alert.subject	String	Mail subject. Alert: documents will expire
expiration.alert.template	String	Mail body. Document ${docUrl} will expire at ${date}
expiration.expired.reminder.days	Integer	Set the number of days for sending reminder notifications for documents that expired more than that many days ago. 15 Default document expiration sets a unique value for all documents. This is the default logic, but you can implement your own.
expiration.expired.reminder.subject	String	Mail subject. Reminder alert for expired documents
expiration.expired.reminder.template	String	Mail body. Document ${docUrl} expired at ${date}

Register metadata group

<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE property-groups PUBLIC "-//OpenKM//DTD Property Groups 3.10//EN" "http://www.openkm.com/dtd/property-groups-3.10.dtd">
<property-groups>
  <property-group label="Expiration" name="okg:expiration">
    <input label="Expiration date" name="okp:expiration.date" type="date">
      <validator type="req"/>
    </input>
    <select label="State" name="okp:expiration.state" type="simple">
      <option label="Notify" value="notify" selected="true"/>
      <option label="Valid" value="valid"/>
      <option label="Expired" value="expired"/>
      <validator type="req"/>
    </select>
    <select label="Notify" name="okp:expiration.group_notify" type="multiple" className="com.openkm.plugin.form.values.OptionSelectUserList">
      <validator type="req"/>
    </select>
    <select label="Notify expiration alert" name="okp:expiration.group_alert" type="multiple" className="com.openkm.plugin.form.values.OptionSelectUserList">
      <validator type="req"/>
    </select>
    <select label="Notify expirated" name="okp:expiration.group_expired" type="multiple" className="com.openkm.plugin.form.values.OptionSelectUserList">
      <validator type="req"/>
    </select>    <select label="Notify expirated reminder alert" name="okp:expiration.group_expired_reminder" type="multiple" className="com.openkm.plugin.form.values.OptionSelectUserList">      <validator type="req"/>    </select>
  </property-group>
</property-groups>

Crontab task

Copy jar files into the $TOMCAT_HOME/plugins folder.
Restart OpenKM (this will register crontab tasks).

Task	Expression	Description
InitialNotification	0 /1 * * *	After a metadata group is added to the node, the “initial notification” email is sent. The crontab task is executed every minute, looking for new nodes with a metadata group.
AlertExpirationNotification	0 30 0 * * *	Sends a daily email alert for documents that will expire soon.
ExpirationNotification	0 0 0 * * *	Sends a daily email alert for documents that expired today. This crontab task should be executed before the AlertExpirationNotification task.
AlertExpiredReminderNotification	0 0 1 * * *	Sends a daily email alert for documents that expired x days ago.

Register reports

Report	Description
ValidDocuments.jrxml	Lists all valid documents.
ExpiredDocuments.jrxml	Lists all expired documents.
NextExpirationDocuments.jrxml	Lists documents that will expire soon.