Set a knowledge expiration date on questionnaires to reduce and prevent stale answers in your Knowledge Base.
Expired Questionnaires will still be available as records in your account (found under Questionnaires > Completed), but the answer data will no longer be used as source information in autofill or included in suggested search when answering new questionnaires.
You can always “unexpire” / ”reactivate” a questionnaire if you feel it does not need to be expired.
To set a Knowledge Expiration Date on a questionnaire:
All users have permission to set and edit Knowledge Expiration Dates. Currently, only Completed questionnaires can have an Expiration date assigned.
- Navigate to the Questionnaires page in the top right corner of your HyperComply account
- Click on the 'Completed' tab
- Find the questionnaire you would like to expire
- Click ‘Edit’ to amend the questionnaire details
- Set Knowledge Expiration Date using the date selector
- Click ‘Finish’
To unexpire an expired questionnaire, simply change or clear the Knowledge Expiration Date.
Default Expiration Date
A Default Expiration date is an account-wide setting that automatically applies an expiration date to new questionnaires. When you set a default expiration date, answers from questionnaires completed prior to the expiration date will be removed from your Knowledge Base.
Even if your account has Default Expiration, you can still change the expiration date on a questionnaire level at any time.
To set a Default Knowledge Expiration Date:
Only Admins have permission to create and edit the Default Knowledge Expiration Date.
- Navigate to Settings > Knowledge Management > Knowledge Expiration
- Select a range of time and click Save
We recommend you base your Default Expiration Date on:
- How often your security information becomes outdated
- The volume of questionnaires you upload to HyperComply
For example, if your security information is updated frequently and/or your team is uploading new questionnaires often, setting a Default Expiration Date 6 months out may be appropriate. Conversely, if you only upload one questionnaire per month and/or your security information rarely changes, we recommend setting your Default Expiration Date at a minimum of a 1-year out.
An additional item to consider is the scope of the data included in your questionnaires.
For example, you may find that certain questionnaires dig deep into a few areas of your business, while others are more broad. If you complete a questionnaire that has a low autofill or accuracy rate, it is a good indicator that your Knowledge Base does not contain enough information pertaining to that subject. A longer expiry date will prevent those answers from expiring before your team needs them again. The same applies to questionnaires with uncommon questions.
Finding the right Default Knowledge Expiration Date for your org will improve the quality and accuracy of answers on your future questionnaires. If you have any questions on the best expiration date for a file, or setting an expiration date, contact your CSM.