Working with KMC Archiving Notifications

Use

Archiving object owners and subscribed users receive notifications about certain archiving events. The Knowledge Management and Collaboration (KMC) data archiving solution provides the owners of the KMC archiving objects and the subscribed users with the ability to view archiving-related information. In addition to viewing archiving information, the object owners can also manage the archiving status of their documents, rooms and custom archiving resources, thus controlling the archiving approval process. For this purpose, the following iViews are used:

  • Archiving Notifications iView

    This iView is used for displaying archiving information about documents and rooms in archiving status Marked for archiving. You can only view the information. The iView is available for both the archiving object owner and the subscribed users.

  • Archiving Approval Notifications iView

    This iView is used for displaying archiving information about documents and rooms in archiving status Waiting for approval. You can view the information and control the archiving status of the objects by performing the corresponding archiving activity. The iView is available for the archiving object owner only.

You can access the archiving notification iViews from both the archiving notification e-mail and the archiving notifications in the Universal Worklist (UWL).

Procedure

To access the archiving notification iViews proceed as follows:

  • In the UWL, choose Notifications, and in the context menu of the relevant notification, choose View Items.

  • In the archiving notification e-mail, open the review the items link.

Controlling the Archiving Approval Process with the Archiving Approval Notifications iView

The Archiving Approval Notification iView displays information about all rooms, KM resources and custom archiving resources owned by you that are in status Waiting for approval. The iView displays the name, the type, and the retention period of the archiving object. Using this iView, you can control the archiving approval process as follows:

  • To approve the archiving of an object, choose Approve, and save your entries.

    The system sets the archiving status of the object to Marked for archiving. The system archives the object after the next run of the Trigger Archiving report.

  • To reject the archiving of the object, choose Reject, and save your entries.

    The system sets the archiving status of the object to Rejected. The object cannot be archived by the Trigger Archiving report but the content administrator can still change its status to Marked for archiving.

  • To forbid the archiving of the object, choose Reject and Forbid. The system sets the status of the object to Forbidden for archiving. The object cannot be archived or marked for archiving.

Viewing Archiving Information with the Archiving Notifications iView

The Archiving Notifications iView displays information about all rooms, KM resources, and custom archiving objects owned by you that are in status Marked for archiving. The iView displays the name, the type, and the retention period of the relevant archiving object. You can only view the information.