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.
After configuring your desired automation settings, click Save to apply the changes and a confirmation message will appear. By utilizing these automation settings, you can ensure your network content is reviewed and archived efficiently, maintaining an organized and up-to-date environment.
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