Expire/Update Document Share

The Expire/Update Document Share action manages Document Shares that already exist — it can kill a live link immediately, change or remove its expiration date, or re-arm a used Single Use Shared E-form. It works on both kinds of shares: download links created by the Create Document Share action and Shared E-forms created by the Create E-form Share action.

Before this action, a share's expiration was fixed at creation and the only way to stop a link was to delete the share by hand. Now a workflow can revoke links when a Record completes, extend a deadline when a vendor asks for more time, or reopen a submitted form when something needs to be corrected.

Choosing which shares to update

There are two ways to target shares, checked in this order:

• Share Name or URL — The precise way. Give the share's name or its full URL — usually a variable pointing at the same Record field the create action saved the link to, for example [ShareURL]. Exactly that one share is updated. The action accepts either the bare share name or the complete URL and finds the share either way.
• By document — When Share Name or URL is blank, the action finds documents the same way Create Document Share does — the Active Document, documents of a chosen E-form, or documents matched by Category/SubCategory/Name — and updates ALL active shares on every matched document. This is the broader brush: if a document has several shares, all of them are updated.

If no shares are found the action logs that and continues; it does not fail the workflow.

Operations

• Expire Now — Sets the expiration to the current moment. The link stops working on its very next open, including for visitors who already have it. This is the revoke switch.
• Set Expire Date — Sets the expiration to the date given in New Expire Date (supports variables). Leave the date blank to REMOVE the expiration so the link no longer expires.
• Reset E-form Share — Clears the submitted status (completed date and submit count) on Shared E-forms so a Single Use link that has already been used can be opened and submitted again. The expiration date is left untouched — if the link has also expired, run Set Expire Date as a second action. This operation only applies to Shared E-forms and skips download shares.

Common patterns

• Revoke on completion — When the workflow reaches its final step, run this action with Expire Now against the field holding the link, so the outside user's access ends the moment the work is done.
• Extend a deadline — Run Set Expire Date with a date variable, for example a date field the user updates on the Record.
• Correct and resend — For a Single Use form that was submitted with an error, run Reset E-form Share and email the same link again; the outside user opens the form with their previous answers and submits a corrected version.

A single Shared E-form can also be expired by hand without a workflow: open the document in the Record, click the share button, and use the Expire this Link Now icon in the Shared E-forms panel.