What is supposed to happen on the Valid To date?

barbclark · ‎12-23-2015

I have experimented by setting the Valid To date in a Knowledge article to a specific day. But that day comes and goes and the article is still there in a published workflow state. Is there something else that needs to be triggered or set to active for the Valid To field to be valid?

Shahed Shah1 · ‎01-18-2016

Hi Barbara

There are a number of Wiki references with regards to this field

1. From the legacy version of Knowledge Management (v2): Legacy:Knowledge Workflow - ServiceNow Wiki

Valid to

Enter the date when this article expires. Only Published articles within the valid date range are visible in the knowledge portal and search. Articles that are not published or whose Valid to date has passed are not visible.

This field is available to users with the admin or knowledge_admin role only.

2. For the current version of Knowlege Management (v3): Creating Knowledge - ServiceNow Wiki

Valid to

When this knowledge article expires. Articles do not appear when browsing or searching after the valid to date, or if the valid to date is empty.

You can see how the field is actually being used by reviewing the code. Here's a few examples:

UI Page - kb_list - /sys_ui_page.do?sys_id=d24eaed20a0a0b3200e4f70e69f4368e
Text Search Group - Knowledge & Catalog (condition) - /ts_group.do?sys_id=2b77ce594bd6c0d901b8fbe25ceff671

Theoretically, you could change the behaviour of the field by updating the code. However, from a document control perspective your Knowledge team(s) would want to take that opportunity to review the "expired" articles, where they can be unpublished, extended, revised or deprecated in favour of another article.

I do like Terri's suggestion of having a Scheduled Job to identify such KB articles and take action on the record. You can take that idea further and generate notifications for the relevant individual(s) or team(s)

I hope that helps

Regards

Shahid

View solution in original post

vidhya_srinivas · ‎12-23-2015

Hi Barb,

Making sure you are able to receive email notifications.

Do let us know.

thanks.

TJW2 · ‎12-23-2015

From the WIKI:

Valid to

When this knowledge article expires. Articles do not appear when browsing or searching after the valid to date, or if the valid to date is empty.

I have run a scheduled job to 'set articles to retired' when the 'Valid To Date' in the reached.

daniellethomson · ‎07-21-2016

Terri,

Could you share your script for the scheduled job? I would like to set up a workflow that runs the article through approvals after the valid to date has been reached. Thank you!

Gopi12 · ‎09-02-2021

what about review state