Why bother about expiry of the videos?
When an organization’s video library and the processes around it attain a maturity, they find multiple groups of people contributing with videos and everybody depending on the video library to find the piece of knowledge they want. At this stage it’s always useful to have processes to retire old content which is no longer relevant. This helps video viewers as it reduces the clutter of dated content and presents only relevant and newer videos to them.
With the video expiry workflow, kPoint has put in place a workflow to take out the old and dated content which is no longer important.
How it works
This workflow can be enabled or disabled at the portal level. The portal administrators decide whether the expiry workflow has to be enforced or not. Once enabled, it is applicable to all videos on the portal.
For the domains where expiry workflow is enabled, whenever a video is added on the portal – by upload, recording, livestreaming or importing from a third party application – an expiry date gets set automatically. The period after which the video is expired is configured at domain level. Till the time video is not expired, it is available for anybody to discover and view depending on access control settings.
2 weeks before the video is about to expire, author(s) of the video get a notification about the impending expiry. If authors think the video is still relevant and should be available to all, they can extend the expiry date to some future date. Authors will get another 2 reminders – 1 week before the expiry date and 1 day before the expiry date. If author(s) do not take any action, the video gets expired.
The expired video will have following properties –
- Will not be seen by viewers in any listing pages and as search results
- Author will see the expired videos in their manage listing with status = expired
- Admins will see the expired videos in manage domain videos list in a separate expired videos listing
- Author can still play the video and download analytics
- Author can download a copy of the video after expiry too (if download is enabled for the domain)
Once the video expires, it can be revived only by admin level users. For some special videos which should never be expired, admins can check the ‘Never expire’ flag. These videos will bypass the expiry workflow and will be available forever.
As author of the video, if your video has expired unintentionally, you should contact your organization’s administrator level user or you can write to firstname.lastname@example.org