Review period ?

[bcs112]

Hi,

Is there any way in OpenKM to specify a review period for documents?
Many quality systems require that documents have to be reviewed on a regular basis e.g. yearly. Is there any way in OpenKM to get an overview of all the documents in the system and their last revision date ? Or would it be possible to add a feature where you OpenKM gives a list of documents that are about to expire ?

Thanks,
Björn

[pavila]

There is an admin option which can be used to run XPath queries. Use this expression for getting the last modification date for all documents in the repository (can be expensive if you have a big repository)

Code: Select all

/jcr:root/okm:root//element(*,okm:document)/okm:content/@jcr:lastModified

[jllort]

A complementary question about it.

All documents must not have a review period only a group ? You\'re asking for some enhancement to set a review property on documents, only a selected ? Is that the idea ? Or you are thinking for all repository, them must be done as pavia says ?

[bcs112]

Hi,

Yeah, not all documents.

Either one could set an \"expiry\" date on a per document basis or on a per directory basis. Even more elaborate would be to have a \"warning zone\" and a \"critical zone\". For instance doceumnt is in the warning list when its in the warning zone (e.g. 1 month before expiry) and in the critical zone from date of expiry on.

An example of a doceumnt that expires is a material safety data sheet. This has to be reviewed yearly, even if you don\'t change anything to it, you stil lhave to check it to make sure it is still up-to-date, and release a new version.

Hope this clears up what I mean. Having to log in as system administrator is not a good thing as you would always need to log in as system because you never know in advance when a document is going to expire...

Kind regards,
Björn

[jllort]

OK,

We\'ll include on our tracking system, to thinking the best way to made this kind of enhancenment. Somethink like a configurable alert system.