How to automate alerts for article updates?

Question

I am attempting to put a maximum lifetime on articles of 1 year from the date of creation, at which point they need to undergo review for accuracy and relevance and retired if no longer applicable. How can I set up an automation that alerts after 1 year of creation so that it can be reviewed?

Aron Gombas _Midori_ · Answer

The use case you are describing one of the most frequent problems solved with the Better Content Archiving app!

It is quite simple! In nutshell:

* Create the custom status "To review"* ...with the CQL: arch.event.lastUpdatedOn < now("-365d")

* Set up a custom notification* ...with the CQL: arch.status = "To review"
* and send it to the people who should review the content (can be the owners, last modifier, space owner, specific users, specific groups and any combination of these)

In fact, the default content status scheme and the default notification scheme is almost 100% applicable to your use case. You may need to change the time limit to 365 days and activate the notification, but it takes very little efforts.

Note that this solution sends one email with all the contents to review (instead one separate email per content), scales better and gives a lot more customization options compared to the Confluence automation rules.

Also, it integrates to the user interface nicely, displaying the status above the page and displaying details on demand:

And provides reports, too:

(Discl. this is a paid and supported app developed by our team. Free for 10 users!)

Shawn Doyle - ReleaseTEAM · Answer

You can create an automation that runs daily or weekly that looks for articles older than 1 year and have it send out email.

Here is an example that does something similar, instead of archiving you want to have an IF block to compare the date is more than a year and then send the email.