🆕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
Governance notifications ensure the right users are informed about upcoming content reviews and archival deadlines, while minimizing unnecessary alerts.
Admins can configure who receives these notifications under Admin Portal → Governance → Automation → Send Notification. This setting applies to all Auto-Governance rules and controls both review and pre-archive reminders. Admins can choose to notify Admins (Team/Domain), Content Creators, or both. At least one option must be selected, otherwise an error will prevent saving. By default, Admins (Team/Domain) remain selected to preserve existing behavior.
Notification targeting follows clear ownership boundaries. Content creators are notified only about items they created, team admins receive notifications for content within their teams, and domain admins are notified for company-wide or network-wide content.
Notifications are sent in advance of deadlines, with a default reminder set to one week, which can be adjusted up to four weeks. Delivery is grouped to reduce noise: domain admins receive daily summaries for non-team content, team admins receive daily updates for their teams, and project or group content generates a single daily unread notification visible only to relevant admins and creators.
From a user perspective, notifications appear in the Notifications feed with the content name, required action, and context. Clicking a notification takes the user directly to the item.
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:
Pages
External Pages
System-Generated Office Location Page
System-Generated Department Listing Page
System-Generated Post Page
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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