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Automation

Use automation (from Admin portal > Governance > Automation) to automatically manage the review and archival workflow for pages, files, wikis, posts, libraries and courses in your network. Key features include:
  • Ability to set up automation rule to specify the review cycle time period for content.
  • Ability to set up automation rules to automatically archive content if not reviewed as per the review cycle.
  • Ability to specify notifications to content authors and domain/team/intranet admins to remind them prior to review cycle expiry to verify the content.
  • Ability to set up automation rule to auto-delete archived content after X months/years.
  • Enable auto governance switch to set up automation rules to specify the review cycle time period for content. Default is disabled for all existing and all new domains.
  • Default auto governance rules
    • To be reviewed: When "to be reviewed" is selected, the admin can select a period when it will be sent for verification. Time periods included after-
      • 1 month
      • 3 months
      • 6 months
      • 1 year
      • 3 years
      • 5 years
      Default is 1 year.
    • To be archived: When "to be archived" is selected, admin can select a period when the content will be archived. Time periods included after
      • 1 month
      • 3 months
      • 6 months
      • 1 year
      • 3 years
      • 5 years
      Default is 1 year.
  • Send notification
    • With this setting, users would get activity notification as per the time setting before the item is overdue for review or gets archived.
    • Default this setting is ON.
    • Default notification is set as 1 week.
    • The time period can be changed to
      • 1 week
      • 2 weeks
      • 3 weeks
      • 4 weeks
    • Non-team items needing review or archiving: The intranet admin receives one daily notification summarizing all relevant updates.
    • Team-specific items needing review or archiving: Each team admin receives a daily notification specific to their team, listing the items requiring review or archiving.
  • Notification Activity in Project, Group, and Department
    • One notification activity is generated daily within the project/groups/department based on the set notification period.
    • The notification activity is marked as "Unread" and is visible only to the project/groups/department admins and the creator.
    • Out-of-channel notifications will be sent to all platforms enabled for the project/group/department admins and the creator.
  • Notification Activity in Intranet Admin Teams
    • Daily, one notification activity is generated within the admin teams for all non-team governance content in the domain.
    • The notification activity is marked as "Unread" and is visible only to members of the intranet admin team.
    • Out-of-channel notifications will be sent to all enabled platforms for internet admins.
    Note: Governance notification for content that does not belong to a project/group/department is pushed to the "Intranet admins group" (an out-of-the-box created group) whose membership is auto-managed and is made up of intranet admins (& network admins).
  • After verification expiry date
    • This is the time period during which the content will stay in "Unverified" state; after which it will be archived.
    • If the content under governance is verified at anytime, then it's last verification date will be set to the date it was verified.
    • If the content under governance is not verified, then at the end of the verification expiry date it will get Auto Archived.
    • The verification expiry date period can be set to
      • Never
      • 1 month
      • 3 months
      • 6 months
      • 1 year
      Default is set to 1 month.
  • After archival rule
    • This is the time period during which the content will stay in "Archived" state; after which it will be deleted.
    • The after archival period can be set to
      • Never
      • 1 month
      • 3 months
      • 6 months
      • 1 year
      • After this time period, archived items will get auto deleted and moved to trash can.
      Default is set to Never.
    • Save
      • Click Save to save the latest automation settings values.
      • On successful save, show the following message to the user - "Governance automation settings successfully saved".
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Last modified 6mo ago