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Marking KM Content for Archiving AutomaticallyLocate this document in the navigation structure

Use

You use the Mark KM Resources for Archiving report to automatically mark for archiving a group of KM resource archiving objects.

Prerequisites

The Content Admin portal role is assigned to your user.

Procedure

  1. In the portal, navigate to Start of the navigation path Content Administration Next navigation step KM Content Next navigation step Toolbox Next navigation step Reports Next navigation step Archiving Tools End of the navigation path, and then choose Mark KM Resources for Archiving .

  2. Choose Start and specify a name for the report.

  3. Configure the scope and the parameters for the report according to your requirements, and then select Mark for Archiving on the Commands tab page.

    The system displays the Retention Period in Years and the Send Notifications command options.

  4. Optional: Customize the retention period.

    To customize the retention period for the KM resources that are subject to the report, enter the required period in the Retention Period in Years parameter field.

    Note

    In case the value is zero or not specified, the system-defined retention period is used.

  5. Optional: Configure the system to send notifications to the archiving object owners of the KM resources that are subject to the report.

    Note

    In case the archiving approval process is activated, this setting is ignored and notifications are sent automatically.

  6. To run the report, choose Start .

For more information, see Mark KM Resources for Archiving Report .

Result

Depending on the type of the archiving object and the archiving scenario implemented, the system sets the archiving status of the resources as follows:

Archiving Object Type

Archiving Scenario

Initial Status

Result Status

KM resource

Archiving scenario with decentralized governance (approval process is activated)

Allowed for archiving

Waiting for approval

KM resource

Archiving scenario with decentralized governance (approval process is activated)

Rejected

Waiting for approval

KM resource

Archiving scenario with centralized governance (without approval process)

Allowed for archiving

Marked for archiving

Folder

Archiving scenario with decentralized governance (approval process is activated)

Allowed for archiving

Marked for archiving

All child objects with status Allowed for archiving change their status to Marked for archiving . All child objects with status Rejected change their status to Waiting for approval .

Folder

Archiving scenario with centralized governance (without approval process)

Allowed for archiving

Marked for archiving

All child objects with status Allowed for archiving change their status to Marked for archiving .
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