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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