Expirations can be configured to automatically track domain and certificate expirations for websites added to a client’s Websites section. They can also be added manually to KB articles (via the More dropdown) and to custom assets (using a date field in the asset layout).
The four main types of expirations include:
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Website expirations
- Expirations are automatically tracked when a website URL is added to the Websites section of a client space. Domain and SSL certificate expiration dates are monitored.
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Custom expirations
- Custom expirations are created using a date field in an asset layout.
To include the date in the Expirations list, ensure the “Add to Expirations” option is selected when creating the field.
- Custom expirations are created using a date field in an asset layout.
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Warranty Expirations
- Warranty expirations are currently imported from select PSA integrations and Hudu Radar.
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Article expirations
- Expirations added to a client’s KB article are automatically included in the Expirations list.
Creating Custom Expirations
To create custom expirations for assets within Hudu, you'll need to be an admin or super admin within your organization.
Visit Asset layouts for additional information on adding fields.
- Navigate to the Hudu admin area >> Asset Layouts tab.
- Select New Asset Layout or click into an existing asset layout that you'd like to add an expiration to (ex. Desktops), and click New Field.
- Choose Date from the list of options.
- Give the field a name (ex. "Warranty Expiration") and ensure that you enable the Add to Expirations checkbox, down at the bottom under Preferences.
- Click Create or Create and Add Another to continue adding additional fields.
- Navigate back to a client space, and into the asset layout that you've just edited.
- Create a new one or click on an existing asset that you'd like to add an expiration to (ex. "John's Desktop").
- Find the "Warranty Expiration" field that you've just created, and select an expiration date from the calendar widget.
- An expiration should now have been created within the same client's Expiration section, on the left-hand side menu as well as in the Global > Expirations list.
Company Expirations List
Websites added to a company’s Website section will automatically include any monitored expirations in the company’s expiration list.
Additionally, any dates from fields designated to track expirations will also appear in the company’s expiration list.
Warranty expirations synced from supported PSAs and Hudu Radar will also be included.
Expirations can be filtered by:
- Expiring within certain number of days
- Type
- Company
- Additionally, choose to show expirations that have already expired
Choose what you see in the list view:
- Expiration Types
- Expiration Dates
Website Expirations
Domain and SSL certificate expirations from websites added to the websites section of a client's space will automatically populate in that client's Expiration library as well as the Global > Expirations view.
For additional information, visit our Website/SSL Monitoring article!
KB Expirations
Adding expiration dates to KB articles requires a user role of editor or above, as well as permissions to access the article.
- Navigate to a client's KB section or the Central KB section, and into an individual knowledge base article.
- Once inside an article, at the top right of the content page, click More Options.
- From the dropdown, select Set Expiration Date.
- Enter Expiration date or choose date from the calendar.
- Select Set Expiration Date.
- This will automatically place the article into the client's expiration category (if it is a client specific article), as well as the Global > Expirations view.
- KB article Expirations will also be visible in the right hand tool panel.
Tools
The sections below will serve to introduce additional tools and features associated with expirations. Expand each section for an overview of the tool.
Global Expirations List
A Global List of Expirations can be found in your Hudu global area and provides an overview of all expirations, regardless of which client space they reside.
- Spectator roles and above have access to the global expirations list as long as the group has access. Users will only be able to see expirations in companies they have access to.
- Any expirations found within any clients’ expirations section can be found in the global expiration list.
- Expirations can be filtered by:
- Expiring within certain number of days
- Type
- Company
- Additionally, choose to show expirations that have already expired
- Expirations can be filtered by:
- Choose what you see in the list view:
- Expiration Types
- Expiration Dates
Custom Alerts
Upcoming expirations can be configured to trigger alerts; these could be sent to Slack, Teams, Discord, or E-mail.
Visit Alerts for additional information.
Expiring Soon
The Expiring Soon widget can be found on your main Hudu Dashboard (as long as you haven't hidden it) and provides a brief look at any upcoming expirations.
- Expirations will only appear in the expiring soon category if the expiration falls within a set number of trigger days.
- Trigger days can be configured by clicking the top-right Profile Icon > Edit Profile, then selecting the number of trigger days you'd like.
Archiving and Deleting Expirations
From the expirations list, you can archive or permanently delete multiple expirations at once using the Bulk Actions menu.
- Select one or more expirations from the list.
- Open the Bulk Actions dropdown.
- Choose either Archive or Permanent Delete to apply that action to the selected expirations.
Website expirations can also be archived by opening the individual website and selecting Archive next to the expiration in the right-hand sidebar.
When an expiration is archived, it will be moved to the Museum > Expirations tab.
If you archive a record with an expiration, Hudu will automatically archive the expiration as well. Archived expirations will display in the Museum but will no longer display in the global expirations table.
Any expirations deleted prior to version 2.40.0 were only archived, so they will appear in the Museum Expirations tab.
Note: Permanent Delete will remove the selected expirations and they cannot be recovered.
Exporting Expirations
Expirations can be exported to .CSV for reporting or external use from both the company expirations list and the global expirations list.
- Use the Export option available in the top right corner.
- Exports will include the expirations currently shown in the list, including any applied filters.