Managing the Archiving Approval Workflow for Rooms

Use

In the case of an archiving process with decentralized governance, as a content administrator you manage the archiving approval workflow for the collaboration room archiving objects. Depending on the archiving operation, the system sends notifications to the room owners and subscribed users. Each notification is sent both by e-mail and in the form of a notification in the Universal Worklist. As a content administrator, you can force or cancel the archiving approval for the rooms that are subject to the archiving process. You can also forbid the archiving of rooms in status Rejected , or mark those rooms for archiving.

The figure below illustrates the different archiving statuses of the room in the archiving approval workflow, the operations that lead to the corresponding status changes and the user responsible for performing the relevant operation.

Figure 1: Collaboration Room Archiving Approval Workflow

Status	Description
Allowed for archiving	This is the initial status of the room.
Waiting for approval	This status is assigned when the content administrator triggers the marking for archiving process. For more information, see Defining Collaboration Rooms for Archiving . The room owner receives notifications.
Rejected	This status is assigned if the room owner rejects the archiving of the object.
Marked for archiving	This status is assigned as soon as the room owner allows the archiving. The room owner and the subscribed users receive notifications.

Prerequisites

Before you are able to manage the archiving approval workflow, the following prerequisites must be fulfilled:

You have the Content Admin portal role assigned to your user.
The inbox service is active.
The archiving notification service is active.
The notificator service is active.
The mark_for_archiving and archiving events are specified for the Allowed AdminNotifications parameter in the subscription service configuration. For more information, see Subscription Service .
The system administrator has specified the repositories for which you want to enable the archiving approval process in the configuration of the archiving global service.

For more information, see Enabling the Archiving Approval Process

Procedure

Cancelling the Archiving Approval Process

You can cancel the archiving approval process for rooms whose archiving status is Waiting for approval using the Room Archiving iView. To do so, proceed as follows:

In the portal, navigate to Content Administration Collaboration Content Room Archiving .
Specify the values for the Frequency , Period , Limit , and Owner filter parameters according to your requirements.

Note
If you have specified Not Defined for the Frequency filter parameter, the system does not take into consideration the values specified for the Period and Limit parameters when performing the search.
Specify Waiting for approval for the Archiving Status filter parameter, and then choose Filter .

The system displays a list of the rooms that match the search criteria.
Select the rooms for which you want to cancel the archiving approval process, and then choose Cancel Approval Process .

The system cancels the approval process for the selected rooms, resets their archiving status to Allowed for archiving , and sends notifications to the room owners.

Forcing Archiving Approval

You can force the archiving approval for rooms whose status is Waiting for approval using the Room Archiving iView. To do so, proceed as follows:

In the portal, navigate to Content Administration Collaboration Content Room Archiving .
Specify the values for the Frequency , Period , Limit , and Owner filter parameters according to your requirements.

Note
If you have specified Not Defined for the Frequency filter parameter, the system does not take into consideration the values specified for the Period and Limit parameters when performing the search.
Specify Waiting for approval for the Archiving Status filter parameter, and then choose Filter .

The system displays a list of the rooms that match the search criteria.
Select the rooms for which you want to force the archiving approval, and then choose Force Approval .

The system forces the approval for the selected rooms, sets their archiving status to Marked for archiving , and sends notifications to the room owners and subscribed users.

Resetting the Status of Rooms Whose Marking Has Been Rejected to Waiting for Approval

If your archiving scenario requires it, you can optionally reset the status of KM resources in archiving status Rejected to Waiting for approval . To do so, run the Mark Rooms for Archiving report, and execute the command Mark for Archiving for those rooms in status Rejected which you want to set in status Waiting for approval . For more information, see Mark Rooms for Archiving Report .

The system sets the status of the respective rooms to Waiting for approval and sends a notification to the object owner.

Forbidding the Archiving of Rooms Whose Marking Has Been Rejected

You can forbid the archiving of rooms whose marking has been rejected using the Room Archiving iView. To do so, proceed as follows:

In the portal, navigate to Content Administration Collaboration Content Room Archiving .
Specify the values for the Frequency , Period , Limit , and Owner filter parameters according to your requirements.

Note
If you have specified Not Defined for the Frequency filter parameter, the system does not take into consideration the values specified for the Period and Limit parameters when performing the search.
Specify Rejected for the Archiving Status filter parameter, and then choose Filter .

The system displays a list of the rooms that match the search criteria.
Select the rooms whose archiving you want to forbid, and then choose Do Not Archive .

The system forbids the archiving of the selected rooms and sets their archiving status to Forbidden for archiving . The respective rooms are skipped during the next run of the Trigger Archiving report.