How do I manually set or clear an expiration date on a specific user's step?

How do I manually set or clear an expiration date on a specific user's step?

How to Manually Set or Clear an Expiration Date on a Specific User's Step

In addition to sequence-wide auto-expiration policies, you can manually set a specific calendar date expiration on any individual user's step directly from the sequence details page. This is done on a per-profile, per-step basis and does not affect any other users in the sequence.

This is useful when you want to assign a hard deadline to a specific group of users, or when a single user's step needs a custom expiration date that differs from the rest.

What the User Sees

Once you set a manual expiration date on a step, the user will see "Set to expire on [date]" on that step in their sequence view. If the date passes without the step being completed, the step is marked as Expired and will appear in the sequence's Expiration Report.

Path A: Setting an Expiration from the Sequence Details Grid

Use this when you need to set or update the expiration date for one specific user.

  1. Go to Sequences and click Manage sequence on the sequence you want.
  2. In the grid or list, click on the user profile whose step you want to update.
  3. In the right-side panel, click Manage current step.
  4. In the step management popup, locate the Expiration date field and select a calendar date.
  5. Save. The date is stored only for that user's step and has no impact on other profiles.

Path B: Updating Expirations from the Expiration Report

Use this when you need to update expiration dates for multiple users at once, or when you are reviewing existing expirations.

  1. On the Sequence Details page, open the Actions menu in the top right.
  2. Click View expiration report.
  3. The report lists all expirations across the sequence, organized by month. You can toggle between List and Kanban view.
  4. Select one or more entries using the checkboxes.
  5. Click Actions, then Change dates, then Update expiration date.
  6. Pick a new calendar date and save.

Clearing an Expiration Date

To remove a manually set expiration date from a user's step, follow the same steps in Path B but select Clear expiration date instead of Update expiration date. This removes the expiration entirely for the selected entries.

How This Differs from Due Dates and Auto-Expiration

There are three separate date mechanisms in sequences, and it helps to understand how they differ:

  • Due date (step setting) applies to all users on a step and is set as a relative number of days, weeks, or months after the step is assigned. It is used for deadline reminders and overdue tracking.
  • Auto-expiration (sequence setting) applies to all users who finish the sequence and can be set as either a relative period or a fixed calendar date. It automatically expires document, background check, and SCORM steps.
  • Manual expiration (this article) applies to one specific user's one specific step, set as a fully manual calendar date from the sequence details grid. It is the only mechanism that lets you assign a unique date to an individual user's step.