Working with expired items

Expired items are items that were once published but have since been removed from the live Web site. Only items that use a workflow can be expired.

You use the following buttons to work with expired items within a workflow.

Table 1. Buttons used with expired items
Button: Details: User types:
Next Stage Used to approve an item and send it to the next stage in a workflow. For expired items, additional workflow stages may include further actions that will be run after an item has been expired. Editor, Manager, Administrator
Process Stage Now Manually expires an item if its status is pending expired. All actions in the stage are processed. Administrator
Approve Workflow This is used to approve an item and send it to the next stage when joint approval is set. Approver, Administrator
Previous Stage The previous stage button returns an item to the stage previous to the current stage. This button is only available for administrators and managers, or on workflow stages that have been configured to enable approvers access to the previous stage button.
  • If the current stage contains an expire action, the item status will revert to published when returned to the previous stage and will be visible on the live site.
  • When an item is moved to the previous stage, the entry workflow actions on the previous stage are executed, but the exit workflow actions on the current stage are not.
 Approver, Manager, Administrator
Create Draft Creates a draft copy of an expired item. Approver, Administrator
Restart Workflow Sends an item back to the first stage of a Workflow without activating the reject stage. The item no longer appears as expired.
Note: When you restart a workflow, any actions set to run on entering the first stage will not be executed.
Note: When you restart a workflow with multiple stages, a draft item is created in the first stage. In addition to this, the item will also appear in the deleted items view so that the last published version of the item can be restored. Once the draft is republished, the version in the deleted items view is removed.
Note: Items with references cannot be restarted in the workflow. References includes link components, link elements, and embedded links in rich text or HTML fields. You will need to remove these references before you can restart the workflow of the item. Use the view references dialog to see if references exist. This restriction is to prevent broken links appearing in your site.
 Approver, Manager, Administrator
Parent topic: Managing items