Files extension
The compliance certificate expires on the 14th. Files knows before you do.
Every document with an end date — policy, certification, contract, permit — carries its expiry in Files. A reminder arrives beforehand, on expiry what you decided for that folder happens, and the “Expiring” collection shows what is about to end, in order of urgency.
The folder decides what happens, the file when
First you choose on the folder the action on expiry: highlight the file as expired in the list, move it to the trash, or protect it read-only. Then every file in the folder can have its own date — from its menu, or in bulk on a selection. Files puts the folder before the file: without the rule, the date has no effect and it does not let you set it. The email reminder goes out with the lead time you set, and resets if the date changes. It is the opposite of Retention: expiry authorises removing a file after a date, retention locks it until a date.
How it works
-
Rule on the folder
Right-click → Enable document expiry: on expiry highlight, move to trash or lock read-only. And how many days beforehand to warn, if you like.
-
Date on the file
From the file’s menu, or on a bulk selection with the same date or a different one for each. The policy on 31/12, the certificate on 14/11.
-
Reminder, then the action
The email arrives with the chosen lead time. On the date, Files does what the folder says — and writes it in the activity. A file locked read-only is unlocked by setting a new date.
A date on the file is worth more than a sticky note on the monitor.
What you can do
-
Three actions
Highlight as expired — for those who only need to know; move to trash — for documents no longer needed; lock read-only — for those that must no longer change.
-
“Expiring” collection
All files with a date, ordered by urgency: what expires tomorrow at the top. No search to run.
-
In bulk
Up to five hundred files at once, with a single date or one per file. For the fleet policies folder.
-
With automations
An automation rule can set the expiry on every PDF uploaded to “Certifications”, so nobody forgets.
Frequently asked questions
Can a file moved to the trash on expiry be recovered?
Yes, from the trash, for the retention days provided by the plan. Then it is permanently deleted like everything else in the trash.
How is it different from Retention?
They are opposites. Expiry says “after this date the file may go” — or be highlighted, or locked. Retention says “until this date nobody may delete the file”. A contract can have both: ten years’ retention, expiry at renewal.
Who gets the reminder?
Whoever uploaded the file and whoever manages the folder. To alert others — the fleet manager — you use Folder notifications.
The other Files features
Move your company files to the cloud
Request a demo: we’ll show you how Files makes storage and sharing simple and secure.
Alex