Hi,
You can search the list view of articles and use the "valid to" date field to say is at or before today.
Other option is workflow is "outdated":
Just depends on your business, but if your main point is to find articles that are expired and should be updated, then the valid to date is what drives a lot of those processes and should be used.
Please mark reply as Helpful/Correct, if applicable. Thanks!
Hi! The problem with just using "workflow > is > outdated" is that you'll pull up every old version of an article - including articles that you have updated and don't want to go back to.
The way we run the report is these instructions (copied pasted from our how-to articles with a few tweaks):
EXPIRED ARTICLES REPORT
Best practice is to go into the platform portal and run a report to find all the articles that expire in a month's time (or more if you're behind).
- Start in the HR Administration - All Articles menu {or whatever that menu option is in your system - go to all articles]. (Save it as one of your favorites.)
- From the HR Administration - All Articles menu, click on the filter funnel in the top left corner.
- Choose your criteria:
- Select both knowledge bases (these should be set automatically) > AND >
- Valid to > between > choose your dates > AND >
- Workflow > is one of > Draft, Review, Published
- HINT: This criteria is also in the screenshot from the previous step. To select more than one item in the list, press CTRL at the same time you're clicking on each item.
- Want to save this filter to run again in the future? Here are some directions and hints.
- To save the filter, click Save right next to the Run button and follow the prompts.
- You must run the filter before you can save it.
- Alternatively, to add it to your navigator favorites menu, first run it.
Right click on the sandwich in front of the word Knowledge in the top left corner.
From the dropdown menu, choose Create favorite and follow the prompts.
- To save the filter, click Save right next to the Run button and follow the prompts.
- When your report is done, click on the Number column to sort by number. This way, you can double check and see if multiple versions of the same article appear. They shouldn't, but it's a good check.
- You can work from the list you've just created. Or, if you have to start and stop, consider exporting the list into a spreadsheet.
Right click on the sandwich in front of the Number column.
Go to Export > Excel. - When a window pops up that says, Export Complete, click Download to download the file to your computer.
Hope these details help! We have to do this every month to keep up with the expiring articles. But if you're behind, you can set the date range to whatever timeframe you're checking for.
The essential part is looking for articles in "draft, review, published" if you don't want to get multiples of the same article (because of all the past versions) and articles that were purposely retired.
Hope this helps! Please mark correct or helpful if it works for you. Have a great day!
Lauren
Hi,
The tricky thing with "Outdated" (a state which comes with the versioning feature) is that it does not necessarily mean the article is expired, it means that there is a newer version of it published (as Lauren mentions above). Also, from what I've noticed, the articles which have reached and passed their "Valid to" date stay in "Published" (which makes little sense to me...).
What we did to have a better overview, is adding a report to the KM dashboard where the data on the "Valid to" date is displayed. OOTB, the KM dashboard also includes "Invalid articles" and "Articles created over one year ago", which also help to keep track of potentially outdated content.
