Managing the Archiving Approval Workflow for KM Content

Use

In the case of an archiving process with decentralized governance, as a content administrator you manage the archiving approval workflow for the KM resource archiving objects. The archiving approval process is initiated as soon as you trigger the marking for archiving. Depending on the archiving operation, the system sends notifications to the archiving object 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 objects. You can also forbid the archiving of objects in status Rejected , or mark those objects for archiving.

The figure below shows the status of the KM resources in the archiving approval workflow, the operations that lead to status changes, and the user responsible for performing the relevant operation:

Figure 1: KMC Archiving Approval Workflow

Status	Description
Allowed for archiving	This is the initial status of the KM archiving object.
Waiting for approval	This status is assigned when the content administrator triggers the marking for archiving process. For more information, see Defining KM Content for Archiving . The archiving object owner receives a notification.
Rejected	This status is assigned if the archiving object owner rejects the archiving of the object.
Marked for archiving	This status is assigned as soon as the archiving object owner allows the archiving. The archiving object 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 KM resource archiving objects whose status is Waiting for Approval manually, or use the KM archiving object browser.

To cancel the archiving approval process manually, proceed as follows:
1. In the portal, choose Content Administration KM Content , and navigate to the relevant KM resource.
2. In the context menu of the resource, choose Details Settings Archiving .
3. Choose Cancel Approval Process , and then close the Details dialog box.
The system cancels the approval process for the relevant object and resets the status of the object to Allowed for archiving . A notification is sent to the archiving object owner.

To cancel the archiving approval process using the KM archiving object browser, proceed as follows:

In the KMC archiving object browser, specify a filter with the following parameters:

Parameter	Required	Specification
Owner	No	Specify the relevant archiving object owner. Note By default, a valid entry for the Owner parameter field is the name of the relevant user as specified in User Management. You can either enter the name of the user or search for a user using the people picker function. In some cases, however, you might need to filter by a user's unique ID, for example, if the relevant user has been deleted. To change the default configuration and enable filtering by unique ID, select the Owner as ID checkbox.
Archiving Status	Yes	Select Waiting for Approval .
Type	Yes	Select Resource Archiving Object .

Choose Filter .
In the list of the archiving objects that match the filter criteria, select those whose archiving approval process you want to cancel.
Choose Cancel Approval Process .

The system cancels the approval process for the relevant object and resets the status of the object to Allowed for archiving . A notification is sent to the archiving object owner.

For more information, see Administering KMC Archiving Objects with the Archiving Object Browser .

Forcing Archiving Approval

You can force the archiving approval for KM resource archiving objects whose status is Waiting for Approval manually, or use the KM archiving object browser.

To force the archiving approval process manually, proceed as follows:
1. In the portal, choose Content Administration KM Content , and navigate to the relevant KM resource.
2. In the context menu of the resource, choose Details Settings Archiving .
3. Choose Force Approval Process , and then close the Details dialog box.
The system forces the archiving approval for the relevant object, sets the status of the object to Marked for archiving , and send a notification to the archiving object owner and the subscribed users.

To force the archiving approval using the KM archiving object browser, proceed as follows:

In the KMC archiving object browser, specify a filter with the following parameters:

Parameter	Required	Specification
Owner	No	Enter the user ID of the archiving object owner.
Archiving Status	Yes	Select Waiting for Approval .
Type	Yes	Select Resource Archiving Object .

Choose Filter .
In the list of the archiving objects that match the filter criteria, select those whose archiving approval process you want to force.
Choose Force Approval Process .

The system forces the approval process for the relevant object and sets the status of the object to Marked for Archiving . A notification is sent to the archiving object owner and the subscribed users.

Resetting the Status of KM Resources 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 KM Resources for Archiving report, and execute the command Mark for archiving for those resources in status Rejected which you want to set in status Waiting for approval. For more information, see Mark KM Resources for Archiving Report .

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

Forbidding the Archiving of KM Resources Whose Marking Has Been Rejected

You can forbid the archiving of resources whose marking has been rejected manually or use the KM archiving object browser.

To forbid the archiving of a KM resource manually, proceed as follows:
1. In the portal, choose Content Administration KM Content , and navigate to the relevant KM resource.
2. In the context menu of the resource, choose Do Not Archive .
The system sets the status of the archiving object to Forbidden for archiving without sending a notification.

To forbid the archiving of KM resources using the KM archiving browser, proceed as follows:

In the KMC archiving object browser, specify a filter with the following parameters:

Parameter	Required	Specification
Owner	No	Enter the user ID of the archiving object owner.
Archiving Status	Yes	Select Rejected .
Type	Yes	Select Resource Archiving Object .

Choose Filter .
In the list of the archiving objects that match the filter criteria, select those whose archiving you want to forbid.
Choose Do Not Archive .

The system sets the status of the archiving object to Forbidden for archiving without sending a notification.

More Information

Administering KMC Archiving Objects with the Archiving Object Browser