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Customize the Document Library with Expiration Template in FrontPage 2002
 

The Document Library with Expiration template creates a document library that automatically sets a span of six months for documents, and archives documents when they expire. In order to accomplish these ends, the library includes the following:

Expiration Date   A field that can be set to any date.

Expire Document in 6 Months   A rule that is automatically set to run whenever a document is saved or modified. When a document is saved or modified, the Expiration Date property is set to a date that is six months from the time the document is saved or modified. The Expire Document in 6 Months rule also schedules a notification to be sent to the author seven days prior to the expiration date.

Archive Expired Documents   A rule that is automatically set to run when a document expires. When a document's Expiration Date property matches the current date and time, the document is moved to the Expired Files folder.

Note  If the Expired Files folder does not already exist in your Web site, Microsoft FrontPage creates it the first time the rule runs.

You can customize the rules of this document library in a number of ways, depending on your needs. For example, do one of the following:

ShowCustomize the Expire Document in 6 Months rule

  1. In the Document Library Properties dialog box, click the Rules tab.
  2. In the Apply rules in the following order box, click Expire Document in 6 Months, and do one of the following:

    ShowSpecify an expiration date of three months for all documents

    1. In the Rule description box, click the underlined number 6.
    2. In the Specify a value box, type 3, and then click OK.

    ShowSpecify an expiration date for specific kinds of documents

    1. Click Modify, and then click Next.
    2. In the Which condition(s) do you want to check? box, select the where the file type is a specific type check box.
    3. In the Rule description box, click the underlined phrase a specific type.
    4. In the Type extension or select from list box, click the extension for the type of document for which you want to set an expiration date.

      For example, to set an expiration date for Microsoft Word documents, click doc.

    5. Click Add, and then click OK.

    ShowSpecify some kinds of documents as non-expiring

    1. Click Modify, and then click Next three times.
    2. In the Add any exceptions box, select the except where the file type is a specific type check box.
    3. In the Rule description box, click the underlined phrase a specific type.
    4. In the Type extension or select from list box, click the extension for the type of document you do not want to expire.

      For example, to set GIF images as non-expiring, click gif.

    5. Click Add, and then click OK.
  3. Click Next until you reach the last pane of the wizard, and then click Finish.

ShowCustomize the Archive Expired Documents rule

  1. In the Document Library Properties dialog box, click the Rules tab.
  2. In the Apply rules in the following order box, click Archive Expired Documents, and do one of the following:

    ShowArchive files according to their size

    1. Click Modify, and then click Next.
    2. In the Which condition(s) do you want to check? box, select the the file size is in a specific range of kilobytes check box.
    3. In the Rule description box, click the underlined phrase in a specific range.
    4. In the Numeric range dialog box, specify the size of files you want to archive.

      For example, to archive only files of 100k or less, select the Less than or equal to check box, and then type 100.

    5. Click OK.

    ShowSpecify exceptions to the archiving process

    1. Click Modify, and then click Next three times.
    2. In the Add any exceptions box, select the except if created by a specific person check box.
    3. In the Rule description box, click the underlined phrase a specific person.
    4. In the Type name or select from list box, select the name of a team member, and then click Add.
    5. Select the name of another team member if you want more than one, and then click Add.
    6. When you are finished selecting team members, click OK.
  3. Click Next until you reach the last pane of the wizard, and then click Finish.

ShowAdd a rule that processes expired documents in a customized manner

  1. In the Document Library Properties dialog box, on the Rules tab, click Add.
  2. Click Start from a blank rule, and then click When a document expires.
  3. Click Next, and then select the conditions, actions, and exceptions you want for the rule.

    For example, you could delete expired documents that were denied approval.

    ShowHow?

    1. In the What condition(s) do you want to check? box, select the marked with this review status check box.
    2. In the Rule description box, click the underlined word this.
    3. In the Type pending review status, or select from the list box, click Denied.
    4. Click Add, and then click OK.
    5. Click Next.
    6. In the What action(s) should the rule perform? box, select the delete the document check box.
  4. Click Next until you reach the last pane of the wizard.
  5. In the Please specify a name for this rule box, type a name, and then click Finish.
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