Documents expiration

OpenKM has many interesting features, but requires some configuration process to show its full potential.
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teera_w
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Documents expiration

Post by teera_w »

Does OpenKM Community have the Documents expiration feature?

This meant, document stored in OpenKM and setup retention period, and then they will automatic delete from OpenKM by some process / batch job.
This document expiration, I expected both document file and related their metadata.

I was found this link but it seem only expiration notification based on Metadata about document imported date.
https://docs.openkm.com/kcenter/view/ok ... ation.html
teera_w
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Re: Documents expiration

Post by teera_w »

Can anyone suggest for this topic?

It may be sample scripting, add-ons, or configuration based to do document expiration.
jllort
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Re: Documents expiration

Post by jllort »

In CE we do not have implemented the same sample available in professional editon. Anyway consider in almost cases this is a small customization because the login applied to the lifecycle of documents maybe very different between companies.

In version 7 we working with advanced file plan what provides more control. In version 6.4 we use a combination of metadata and cron jobs. In version 6.3 can implemente the same concept of version 6.4.

I suggest reading:
* https://docs.openkm.com/kcenter/view/ok ... ition.html ( almost contents in this hierarchy )
* how to create a cron job https://docs.openkm.com/kcenter/view/ok ... b-job.html
* finally here it is explained how installing full development environement ready to be used https://www.openkm.com/en/download.html ( take a look at the video )
teera_w
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Re: Documents expiration

Post by teera_w »

Thanks, jllort.

For more question, after we take a look on your links.

- Metadata: Does this mean we need to apply some coding to read meta data that have expired date and delete it from database?
How about content files can we delete together with metadata?
However, this link explain about metadata structure but still not see practice to expire document. Please suggest or has some more material to do that.

- Cronjob: I think you meant if we complete coding for above program, we can set schedule by cron.
teera_w
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Re: Documents expiration

Post by teera_w »

Greeting, jllort

For additional question, as I saw File Plan in Professional edition does it similar to document expiration?
jllort
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Re: Documents expiration

Post by jllort »

File plan have expiration but is quite different because in works in a lifecycle concept, the document has several steps and at the end, you can expire, or do other things based in elapsed time and logic involved there.

About expiration with metadata, the idea is to set a metadata field of type date ( input ). Then a crontab to daily check what documents will expire. Based in expiration in the cron job you can do what you wish, notify to some users that the document has expired, purge the document from the system etc... obviously it is required control of OpenKM API and Java language for doing it.
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