🆕Automation

Overview

Automation in the Admin portal's Governance section allows you to efficiently manage the review and archival workflow for pages, files, wikis, posts, libraries, and courses within your network. This guide will help you configure these automation settings.

The key features of this automation include the ability to set up rules specifying the review cycle time period for content and to automatically archive content if it is not reviewed within the designated cycle. Additionally, you can configure the system to send notifications to content authors, domain, team, or intranet admins to remind them prior to the review cycle expiry, ensuring timely content verification. You can also set up rules to auto-delete archived content after a certain number of months or years.

Enabling Auto-Governance

Toggle the auto-governance switch to enable auto-governance for the domain. By default, this setting is disabled for all existing and new domains.

Default Auto-Governance Rules

Default auto-governance rules include settings for content review and archiving.

For content to be reviewed, admins can select a review period from 1 month to 10 years, with the default set to 1 year.

For content to be archived, admins can choose a period from 1 month to 10 years, with the default also set to 1 year.

Send Notification

Notification settings ensure that users receive reminders before the review or archival deadline, with the default notification period set to 1 week. This period can be adjusted to 1, 2, 3, or 4 weeks.

Notifications are distributed as follows:

For non-team items: Intranet admins receive daily summaries
For team-specific items: Each team admin receives daily notifications specific to their team
For project, group, or department items: One daily notification activity is generated and marked as "Unread," visible only to relevant admins and creators.

Intranet admin teams receive daily notifications for all non-team governance content, visible only to intranet admin team members.

After Review Expiry Date

The expiry date setting determines how long content remains Unverified before being archived if not verified. Options include Never, 1 month, 3 months, 6 months, or 1 year, with the default set to 1 month.

After Archival Rule

The after archival rule setting determines how long content stays Archived before being auto-deleted. Options include Never, 1 month, 3 months, 6 months, or 1 year, with the default set to Never.

Older Versions Rule

This rule applies to all previous versions of files, pages, and wikis—regardless of the current version’s status. It defines how long older content remains in the Archived state before being permanently deleted (moved to the Trash Can).

Auto-Governance Exceptions

There are specific exceptions where auto-governance cannot be applied. Below is a list of items and content types where auto-governance is not currently supported:

Files

Private Files and Files Shared with Specific Users (My Drive)
Reports in System-Generated Reports Folder
Any files uploaded to the System Includes folder are excluded from auto-governance. These files may be system-related and cannot be managed through automated governance.

Unlisted Teams

Auto-governance is not supported for items associated with unlisted teams. If an item is added to an unlisted team, it cannot be governed automatically.

SharePoint Files

Files synced from SharePoint cannot be governed by auto-governance. These files remain outside the scope of automatic governance policies.

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Last updated 1 month ago