Knowledge Article "Valid to" Best Usage

[NoleS]

Hello all! I am helping to redesign my organization's review process for our knowledge articles and would like some advice from those of you who already have a good process in place at your organization on how you utilize the "Valid to" field.

I know that the "Valid to" field of an article can be used alongside the "KM: Article Expiry Warning" notification to notify users when their article is about to expire to have them review it but am unsure how well it works in practice. I wonder if/how you utilize the "Valid to" field to enforce article reviews and what review cadence you might use (ex: articles must be reviewed every 6 months). And if not the "Valid to" field, what do you use to enforce that article reviews happen consistently?

Thanks!

[sandeepdutt]

Hi @NoleS ,

 I can think of a custom solution where you can create a field and call it "Next Review" , then using flow trigger a task to the author before this Review date.

[vaishali231 · Accepted solution]

Hey @NoleS 

I’ve seen “Valid to” work well as part of a KM governance process, especially when combined with the KM: Article Expiry Warning notification.

For example, we can set a 6-month review cycle: notify the article owner 30 days before expiry, have them review/update the content, and extend the Valid to date if it’s still relevant. If it isn’t reviewed, the article can be moved to an outdated/expired state.

I’d also recommend a simple report/dashboard for articles approaching or past their Valid to date.

So, rather than relying on Valid to alone, I preferred to  use:

Valid to + expiry notification + ownership+ escalation + periodic reporting.

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Vaishali Singh
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