Description:

The PDF Expire File step enables a FlowWright workflow to set an expiration date on an existing PDF document.

Many organizations distribute documents that should only remain available for a limited period, such as contracts, confidential reports, financial statements, quotations, examination papers, or compliance documents. This step automates the process of assigning an expiration date to a PDF document so that it can be managed according to organizational security and document lifecycle policies.

The workflow specifies the source PDF file, the applicable time zone, the expiration date and time, the location where the updated PDF will be saved, and the FlowWright virtual file path associated with the document.

Typical uses include:

• Protecting confidential business documents
• Publishing documents with limited availability
• Managing contract expiration
• Supporting regulatory document retention policies
• Distributing temporary customer reports
• Securing financial statements
• Managing controlled engineering documentation
• Automating document lifecycle management

This step helps organizations ensure that PDF documents are managed according to business rules governing document validity and accessibility.

Usage:

The PDF Expire File step is typically used after a PDF document has been generated or received and before it is distributed, archived, or published.

During execution:

1. Read the configured input PDF file.
2. Read the selected time zone.
3. Apply the configured expiration date and time.
4. Generate the updated PDF document.
5. Save the updated PDF to the configured output location.
6. Associate the document with the configured PDF virtual file path.
7. Continue workflow execution through either the True or False return path.

A typical workflow might look like this:

Typical workflow scenarios include:

• Creating customer quotations that expire automatically
• Distributing confidential reports with limited availability
• Managing temporary engineering specifications
• Publishing examination documents with an expiration date
• Applying document retention policies
• Preparing secure financial reports
• Managing controlled document lifecycles

Example:

Let’s build and execute the “pdfExpireFileDef” example.                             

• Create a new process definition named “pdfExpireFileDef” and open it in designer mode. 
• Drag the “pdfExpireFile” step to the canvas.
• Connect the dots between the “Start”  step and the “pdfExpireFileDef” step, as shown above.  
• Define a variable or a global to store the file path.
• Click the "pdfExpireFile" step to configure its "Required" properties. Provide a name for the step. Specify the source file path on the application server. Select the time zone from the drop-down list. Set the expiration date and time. Provide a variable or global reference to store the Output and Virtual PDF file paths. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the process definition, create a new instance, and execute it. Render the process instance. Click the “pdfExpireFile” process step to view its properties. This step creates a copy of the PDF with an expiration date and time. Copy and paste the “pdfVirtualPath” variable value into a browser window to view the PDF until expiration. 

Tips:

• Configure the correct time zone to ensure expiration occurs at the intended local time.
• Verify that the expiration date matches your organization's document retention policy.
• Retain the original PDF separately if a non-expiring version is required.
• Use descriptive output file names to distinguish documents with expiration settings applied.
• Configure the PDF virtual file path when downstream FlowWright workflow steps need to reference the updated document.
• Route the False path to logging or notification activities for easier troubleshooting.
• Combine this step with PDF Optimize File, PDF Validate Standard, PDF Create From Pages, Remove Blank Pages, or Send Email to build secure document lifecycle workflows.

Notes:

• A valid input PDF file is required.
• A time zone and expiration date must be configured before execution.
• The output file path must reference a writable location.
• The updated PDF document is written to the configured output location.
• The configured PDF virtual file path enables subsequent FlowWright workflow activities to reference the updated document.
• Both the True and False return paths should be implemented to provide complete workflow handling.
• Execution details and PDF processing activities are recorded in the FlowWright workflow execution log.

PDF Expire File vs. PDF Validate Standard:

Both workflow steps process PDF documents, but they serve different purposes.

As a general guideline:

• Use PDF Expire File when workflows need to apply an expiration date to PDF documents as part of document lifecycle management or secure distribution.
• Use PDF Validate Standard when workflows must verify that PDF documents conform to a required PDF standard before archival, regulatory submission, or external distribution.

Definition Sample:

You may download the sample workflow definition from the link provided and import it into your FlowWright environment.

Note: Verify and complete any missing configuration after importing the sample, including:

• Input PDF file path
• Time zone
• Expiration date and time
• Output PDF file path
• PDF virtual file path
• Success and failure workflow branches
• Required file system permissions

After verifying the configuration, save and publish the workflow before execution.

Click here to download the sample file.