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Expiration Policies allow for automatic transition of CO Person (Role) attributes in support of offboarding procedures, such as grace periods and expiration.

Each Expiration Policy consists of two components: Conditions and Actions. When the Conditions for an Expiration Policy all match, all Actions for that Expiration Policy are taken. Multiple Expiration Policies can be defined.

Conditions

The following conditions are currently supported:

  • COU: The Expiration Policy will only apply to the specified COU. If no COU is specified, the Expiration Policy applies to the entire CO.
  • Affiliation: The Expiration Policy will only apply to CO Person Roles with the specified affiliation. If no affiliation is specified, the Expiration Policy applies to all CO Person Roles.
  • Days Before Expiration: The Expiration Policy will apply the specified number of days before the Valid Through date of a CO Person Role. For example, if a CO Person Role has a valid through date of June 30, and Days Before Expiration is set to 3, then the Expiration Policy will be considered in effect beginning June 27. When used in conjunction with a Notification action and nightly automated processing, this will generate nightly expiration warnings for 3 nights prior to expiration.
  • Days After Expiration: The Expiration Policy will apply the specified number of days after the Valid Through date of a CO Person Role. For example, if a CO Person Role has a valid through date of July 1, and Days After Expiration is set to 7, then the Expiration Policy will be considered in effect beginning July 8. When used in conjunction with a Status action and nightly automated processing, this will implement a week long grace period (but see more, below).
  • Status: The Expiration Policy will only apply to CO Person Roles with the specified status. If no status is specified, the Expiration Policy applies to all CO Person Roles.
  • Invalid Sponsor: If set, the Expiration Policy will apply to CO Person Roles attached to a sponsor (CO Person) that is no longer in Active status.

Actions

The following actions are supported:

  • Updating these CO Person Role attributes, for the matched CO Person Roles: COU, Affiliation, and Status.
  • Clearing Expiration. This will clear the Valid Through date for the CO Person Roles that matched.
  • Notifying the CO Administrators, COU Administrators, members of a specific CO Group, or the CO Person whose CO Person Role matched.

(warning) When a CO Person Role status is updated, the overall CO Person status will be recalculated.

Automatic Processing

In order for Expiration Policies to be processed automatically for a CO, the following conditions must be met:

  1. The Registry cron job has been installed.
  2. Expiration is not disabled. To disable expiration, edit the CO Settings (Collaborations >> CO >> CO Settings) and check Disable Expiration.
  3. Only Expiration Policies with status Active will be executed.

Common Patterns

Notification Periods

Grace Periods

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