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Using Resource Expiration Workflows in Your Resource Library (CMS)

This article covers how to set, manage, and monitor expiration dates for resources in the Accord Resource Library (CMS).

What's in this Article?

  1. Expiration Workflows: Overview
  2. Setting Up Expiration Workflows 
    1. Assigning a Content Owner
    2. Choosing and Expiration Date
  3. Managing Expiration Workflows 
    1. Changing an Expiration Date 
    2. Expiration Notifications
    3. Owner Fallback Behaviour 
  4. Expired Content 
    1. Visibility for Admins
    2. Visibility for Reps
    3. Visibility in Existing Accords and Playbooks 

Expiration Workflows: Overview

Content expiration workflows allow admins and content managers to set a defined lifespan for resources in the Accord Resource Library. When a resource (link, uploaded file, page, or folder) reaches its expiration date, it is automatically flagged as expired, helping your team avoid sharing outdated materials with prospects and customers. Expiration dates are managed at the Resource Library level and apply wherever that resource appears, including Playbooks and individual Accords.

Whether it's a messaging doc your PMM wants to refresh twice a year, a pricing sheet that needs annual review, or a roadmap that should be revisited every quarter, expiration workflows ensure your team is never relying on stale content.

Setting Up Expiration Workflows 

Assigning a Content Owner

When adding (or editing) a piece of content, you can assign a user as the owner of that resource. The owner does not need to be the person uploading the content. For example, a sales enablement admin in Accord might upload a positioning document but assign the relevant Product Marketing Manager as the owner. The resource owner must be someone already added as a user in Accord. 

Tip: An admin can change the owner of a piece of content at any time, which is useful when someone leaves the company or when team responsibilities shift. 

Choosing an Expiration Date

When creating or editing a resource, you can select an expiration date for that piece of content. You can apply an expiration date to a link added via URL, an uploaded file, or pages and folders within the library. 

Similar to the content owner, the expiration date can be changed at any time by the owner or admin.

Expiration 1

Note: Expiration dates must be set in the future.

Managing Expiration Workflows

Changing an Expiration Date

Similar to the content owner, the expiration date can be changed at any time by the owner or admin. For example, if the original expiration date is January 1, 2026, but the asset is still relevant for the coming year, you can extend it to January 1, 2027.

Expiration 2

Expiration Notifications

In order to promote fresh and accurate resources in the Resource Library (CMS), Accord sends an email (and in-app) notification to the content owner 30 days, 7 days before, one day prior, and on the day of a resource's expiration date. This gives the owner time to review the content and either update it or extend the expiration date.

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Owner Fallback Behaviour

If the assigned content owner is no longer active in the system at the time of expiration, the following fallback logic is applied:

  1. Manager fallback. The notification is sent to the inactive owner's manager as listed in Accord.
  2. Admin fallback. If no manager is listed in Accord, the notification is sent to the workspace admin.

This ensures that expiring content is always surfaced to someone who can take action, even after team changes.

Expired Content 

When a piece of content passes its expiration date, it is marked as Expired. The resource is not deleted or hidden from all views. Instead, its behavior changes based on the viewer's role.

Visibility for Admins

Expired content remains fully visible to admins and content owners in the Resource Library. Admins can search for, view, and manage expired resources, including updating the expiration date to reactivate them.

Visibility for Reps

Expired content does not appear in new search results for Accord users. This prevents teams from accidentally sharing outdated materials with external users. 

Visibility in Existing Accords and Playbooks

Expired resources remain visible in the CMS, Accords, and Playbooks where they were previously attached. However, they display a visual indicator showing that the content has expired. This allows teams to see that a resource was part of a deal's materials while making it clear that the content is no longer current.