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Group expiration 
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: Notes Client / Other
: groups, expiration
: Joe Puglisi632 26 Dec 2007
: / Email
How about a simple expiration date on group documents? Similar to certificate expiration, prompt the owner(s) with a few simple steps to confirm the group is still needed. Then maybe a cleanup agent to remove expired groups.

1) Carl Tyler5446 (26 Dec 2007)
I've always thought this would be very useful for download sites, where customers who have not maintained their Support and Maintenance agreement could automatically be refused access on the date it expires.
2) Joe Puglisi632 (27 Dec 2007)
I've been trying to clean up our group documents and it's tedious, even with view selection formulas and last modified dates etc. The dates aren't always a good indicator because some agent somewhere may have touched the document without making any meaningful update. Some groups are so old that emailing the owner(s) is ineffective since most don't even remember the group existed.
3) Peter Presnell26654 (29 Dec 2007)
What happens if the "owner" is no longer with the company? I agree that unused groups can become an administrative nightmare, but equally we may find nobody acts on a group expiration because nobody knows who is accountable for a group. A lot of people can be inconvenienced by a group being retired, including access to databases... It is much easier for a Notes ID.
4) Karen Hooper4022 (25 Mar 2008)
I am so glad someone else has made this suggestion. Groups are a nightmare in nearly every organisation I go to. We desperately need an expiration date and some sort of workflow to notify owner to extend expiration date and if not extended then it is no longer visible and the Administrators are notified. A DDM probe for Groups would be awesome. I know some companies that have separated their groups into another directory in an attempt to manage them.


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