You can tag any Drive file, give it an expiry date, and have Luminous remind you as that date approaches. You set all three from the Details panel.

Before you start

  • You need permission to organize files in Drive. Without it, the Details panel shows tags and the expiry date but you can't change them. If you can't edit, ask your administrator for the Upload, Organize and Share in Drive permission.
  • Open Drive from the main menu and select the file.

Open the Details panel

  1. In Drive, click the file you want.
  2. Open the Details panel on the right. Use the info (ⓘ) button if it isn't showing.
  3. The Details section lists the file's type, size, version, dates, Tags and Expires.

The panel follows your selection, so you can click from file to file and update each one.

Add tags

  1. In the Tags row, click the Add a tag box and start typing.
  2. Drive suggests tags that already exist. Click one to apply it.
  3. If the tag doesn't exist yet, choose Create "your tag". You can also press Enter. Tag names can be up to 50 characters.
  4. To remove a tag from the file, click the × on its chip.

Pick from the suggestions where you can, so your team spells a tag like "SS27" the same way every time.

Folders have a Tags row in their Details panel too.

Using tags later: Drive's filters include a Tags chip that lists every tag in use. It works together with the other filters. Search results also show each file's tags.

Managing tags for everyone: Renaming or deleting a tag affects every file that uses it. This needs the Manage Drive permission. Deleting a tag removes it from all files.

Set an expiry date

Use this for documents that go out of date, such as certificates, audits and licenses.

  1. Select the file and find the Expires row in the Details panel.
  2. Pick a date in the date field.
  3. Click Save.

To remove the date, click Clear. A file with no date shows Never.

Expiry reminders

Reminders are automatic. Once a file has an expiry date, Luminous reminds you:

  • 30 days before it expires
  • 7 days before it expires
  • on the day it expires

The on-the-day reminder says the document "has expired" and suggests uploading a current version.

How they work

  • Where they arrive: as an in-app notification and an email. The email has an Open in Drive button that takes you to the file's folder.
  • Once per stage: each reminder is sent only once. The system checks once a day.
  • Late additions: if you add a date that is already inside a stage, you get the reminder for the current stage the next time it checks. For example, a file expiring in 5 days gets the 7-day reminder.
  • Changing the date: the reminders start over for the new date.
  • Who gets them: the person who uploaded the file. They are sent only to active users who can still see the file. If someone loses access to the folder, for example because it becomes restricted, they no longer get reminders for it.

See what's about to expire

Open Expiring soon in the Drive left-hand list. It shows files that have already expired or will expire within the next 30 days.

Tips

  • To keep an expired document on file, upload a new version and then set a new expiry date. Setting a new date also restarts the reminders.
  • Tagging and expiry changes are recorded in the file's activity trail in the Details panel.