Overview

When a document reaches its configured expiration date, FilPass automatically updates its status to Expired.

No manual action is required from the Issuing Authority. The system automatically reflects the updated status across the platform and during document verification.

What Happens When a Document Expires?

Once the expiration date is reached:

• The document status automatically changes to Expired.
• The document appears under the Expired tab in the Batch Issuance or Documents module.
• Anyone verifying the credential will immediately see that it has expired.
• The document is no longer considered a valid credential.

Can the Issuing Authority Still View the Document?

Yes.

Issuing Authorities can continue to:

• View the document.
• Search for the issuance.
• Review recipient information.
• Access the audit trail.
• Download the document (if permitted by system permissions).

The document remains available for historical and auditing purposes.

Can an Expired Document Be Reactivated?

No.

Once a document has expired, its status cannot be manually changed back to Approved or Active.

If the recipient requires a valid credential again, the organization should issue a new document according to its internal policies.

How Do Recipients Know Their Document Has Expired?

Recipients will see the document status as Expired in their account.

Anyone using the verification page will also see that the credential has already expired.

Result

When a document expires:

• The system automatically updates its status.
• The document remains available for viewing and auditing.
• Verification reflects that the credential is no longer valid.
• No manual intervention is required from the Issuing Authority.

Important Notes

• ❗ Expiration dates are configured during document issuance.
• ❗ The expiration process is automatic.
• ❗ Expired documents remain available for audit and historical records.
• ❗ Expired credentials cannot be reactivated.
• ❗ A new credential must be issued if a recipient requires a valid replacement.

Best Practice 💡

If your organization issues credentials with expiration dates:

• ✔ Inform recipients about the document's validity period.
• ✔ Reissue credentials when renewal is required.
• ✔ Regularly monitor documents approaching expiration if renewals are part of your organization's process.
• ✔ Encourage recipients to request a replacement before the document is needed for official purposes.

Common Questions

Q: Do I need to manually expire a document?

A: No. FilPass automatically changes the document status to Expired once the configured expiration date is reached.

Q: Can I change an expired document back to Approved?

A: No. Once expired, the document cannot be reactivated. A new credential must be issued if a valid replacement is required.

Q: Is the document deleted after expiration?

A: No. Expired documents remain available in the system for viewing, reporting, and audit purposes