Expirations are used to collect new information from returning participants or to prompt returning participants to reconfirm their existing information. Expirations only impact returning participants.
The Expirations process is used to determine what sections of the forms and questions you want to pre-populate, and what needs to be newly completed (or re-answered) for returning participants. By default, information from your returning participants will carry over from year to year.
If you are a returning organization, you will work with your Client Success Team to set up Expiration Dates in year two of using our application. If you are past the two-year mark, your Client Success Team will reset your expirations each year.
In this article:
Setting up Standard Expirations
Expirations can be set on a particular field or they can be set at the top step level to prompt returning participants to re-confirm their information.
For an organization setting up Expirations for the first time (in year two), there are two options for setting up Standard Expirations:
- Review & Confirm
- The Review & Confirm option applies to a step within the Health Profile forms. With this option, the user is prompted to update their information and confirm that the answers on this step are still correct. The Review & Confirm option does not clear out previously answered data. We recommend setting each step to Review & Confirm.
The image below gives an example of what the Review & Confirm prompt would look like in a participant’s health profile form.
- The Review & Confirm option applies to a step within the Health Profile forms. With this option, the user is prompted to update their information and confirm that the answers on this step are still correct. The Review & Confirm option does not clear out previously answered data. We recommend setting each step to Review & Confirm.
Question Expiration
- With this option, the answer to a specific question, or set of follow-up questions, will be cleared out completely, and the user must completely re-answer the question. We suggest expiring questions (i.e. have the user re-answer) that include the following:
- Authorizations/Waivers
- Information that changes from year to year (ie. Grade, Teacher, T-shirt size)
- Time sensitive information (ie. ‘recent’ or ‘within the past 12-months’)
- Questions that must be re-answered will be highlighted in a red box.
The image below gives an example of questions organizations might want their participants to answer year to year as the information may change frequently.
Specialized Expirations
Specialized expirations can be applied to upload fields. Upload fields are questions whose answers involve uploading a document, such as a physical exam form or certification.
There are two options for Specialized Expirations:
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- Relative Expirations are used to confirm the date of an event tied to an upload field. These expirations are commonly used for a physical exam or date of certification. The date is requested along with the upload field so that the organization can make sure that the event was taken within a required timeframe.
- Example: If the relative expiration on the Healthcare Provider form is set to 01/01/2021, a participant’s exam date must be more recent than 01/01/2021 so the organization knows it is still relevant.
- Interval Expirations are used to reset information on a set interval (e.g. every 18 months). Once a User uploads their file, the timeline for the interval begins.
- Example: If a participant uploads their document on 01/01/2021, and the interval expiration is set to 12 months, the document will expire on 01/01/2022 and the participant will be prompted to upload an updated document.
- Relative Expirations are used to confirm the date of an event tied to an upload field. These expirations are commonly used for a physical exam or date of certification. The date is requested along with the upload field so that the organization can make sure that the event was taken within a required timeframe.