How It Works

Document Expiration gives you a simple way to manage how long documents stay active in your Document Hub.

1. You set the rules — define how many days each type of document should remain active (e.g. factsheets expire after 60 days, regulatory filings after 365 days)

2. The system applies the dates — a daily process checks for new documents and automatically calculates their expiry date based on your rules

3. Expired documents are hidden — once a document passes its expiry date, it can be excluded from search results so users only see current content

4. You can override when needed — if a specific document needs a different expiry date, an authorised user can set one manually

Setting Up Document Expiration (Administrators)

Step 1: Enable Document Expiration

1. Go to Management > Client > Document Expiration

2. Toggle Enable Document Expiration to turn on the feature

Step 2: Choose the Metadata Field

Select the document metadata field you want to base your rules on. This is typically “Document Type”, but you can use any metadata field that has defined values.

For example, if you choose “Document Type”, you can then create rules like “Factsheets expire after 60 days” or “KIIDs expire after 365 days”.

Step 3: Create Expiration Rules

1. Click Add Rule

2. Select a metadata value (e.g. “Factsheet”)

3. Enter the number of days until expiration (e.g. 60)

4. Repeat for each document type that needs a specific rule

Each metadata value can only appear in one rule.

Step 4: Set a Default Expiration

Enter a default number of days that applies to any document that does not match a specific rule. For example, if you set the default to 180 days, any document type without its own rule will expire 180 days after it was uploaded.

You must configure either a default expiration or at least one rule (or both).

Step 5: Save

Click Save to apply your configuration. The system will begin applying expiry dates to your documents during the next daily run.

How Expiry Dates Are Calculated

The system runs a daily process that checks for documents without an expiry date:

1. For each document, it reads the metadata field you selected (e.g. “Document Type”)

2. It looks for a matching rule (e.g. “Factsheet = 60 days”)

3. If a match is found, the expiry date is calculated by adding the rule’s days to the document’s creation date

4. If no match is found, the default expiration period is used

5. The expiry date is saved on the document

When does this run? The daily process runs automatically. New documents will typically receive their expiry date within 24 hours of being uploaded.

What about existing documents? When you first enable document expiration, the system will apply expiry dates to all qualifying existing documents that do not already have one. After that, it processes newly uploaded documents.

Overriding an Expiry Date

Sometimes a specific document needs a different expiry date — for example, a regulatory change might extend the validity of a particular filing.

1. Open the document you want to update

2. Go to the Document Expiry tab

3. Use the date picker to set the new expiry date

4. Click Save

The system records this as a manual override. The daily process will not recalculate the expiry date for this document — your manual date is preserved until you change it again.

Note: The Document Expiry tab is only visible to users with the appropriate permission.

What Happens When a Document Expires

• Documents are not deleted. Expiration does not remove documents from the system. They remain stored and accessible to administrators.

• Expired documents can be excluded from search. When configured, search results and document listings will filter out expired documents, so end users only see current content.

• The expiry date is visible on the document. You can see when a document is set to expire.

• Expiry events are logged. Each time an expiry date is applied, it is recorded in the activity log for audit purposes.

Common Scenarios

Automated Factsheet Expiration

You publish monthly factsheets that should expire after 60 days. Create a rule matching “Factsheet” documents with a 60-day expiration. Every factsheet uploaded to the Document Hub automatically receives an expiry date 60 days from its creation date, and expired factsheets are excluded from user-facing search results.

Different Expiration by Document Type

You manage multiple document types with different retention requirements: KIIDs must remain accessible for 365 days, factsheets for 90 days, and marketing materials for 30 days. Create three separate rules — one for each document type — and set a default of 180 days for any types not explicitly covered.

Manual Override for a Regulatory Extension

A regulatory change extends the validity of a specific KIID beyond its normal window. Open the document, go to the Document Expiry tab, and set a new expiry date. The system records this as a manual override and will not recalculate it.

Excluding Expired Documents from Your Website

You want to ensure that fund explorers and document download pages on your website never show expired documents. Your implementation team configures the relevant searches to exclude expired documents, so visitors always see current content.

Things to Keep in Mind

• Documents are not deleted when they expire. Expiration only affects whether they appear in search results. Expired documents remain in the system.

• The daily process is not instant. New documents receive their expiry date during the next daily run, typically within 24 hours of upload.

• Manual overrides are permanent. Once you manually set an expiry date, the automated process will not change it. To restore automatic calculation, you would need to remove the manual override.

• You can disable expiration at any time. Turning off document expiration stops the daily process, but any expiry dates already applied remain in place.

• No email alerts for approaching expiration. The system does not send notifications when documents are about to expire. Expiry events are recorded in the activity log.

• The metadata field must have defined values. You can only create rules based on a metadata field that has pre-configured accepted values (e.g. a “Document Type” field with values like “Factsheet”, “KIID”, etc.).