Marking KM Content for Archiving Manually

Prerequisites

The Content Admin portal role is assigned to your user.

Context

If your archiving scenario requires it, you can mark for archiving single KM resources and folders manually.

Procedure

In the portal, choose Content Administration KM Content , and navigate to the KM resource that you want to mark for archiving.
In the context menu of the relevant KM resource, choose Details Settings Archiving
Optional: Configure the system to send notifications to the archiving object owner of the KM resource.

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

If the archiving object is a folder, the system sends notifications to the owners of the KM resource archiving objects contained in the folder.
Optional: Customize the retention period.

To customize the retention period for the KM resource, 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.

If the KM resource is a folder, the specified retention period is used for the resources contained in the folder. If the folder contains resources that have previously been marked for archiving, these resources keep their retention period unchanged.
Choose Mark for Archiving .

Results

Depending on the type of the archiving object and the archiving scenario implemented, the system sets the archiving status as explained in the following table:

Archiving Object Type	Archiving Scenario	Status
KM resource	Archiving scenario with decentralized governance (approval process is activated)	Waiting for approval
KM resource	Archiving scenario with centralized governance (without approval process)	Marked for archiving
Folder	Archiving scenario with decentralized governance (approval process is activated)	Marked for archiving All child objects with a status different from Allowed for archiving and Rejected keep their status unchanged. All child objects of type KM resource that are in status Allowed for archiving or Rejected change their status to Waiting for approval . All child objects of type folder that are in status Allowed for archiving change their status to Marked for archiving .
Folder	Archiving scenario with centralized governance (without approval process)	Marked for archiving All child objects with status different from Allowed for archiving keep their status unchanged. All child objects with status Allowed for archiving change their status to Marked for archiving .

You can optionally unmark the KM resource and reset its status to Allowed for archiving . To do so, choose Start of the navigation path Settings Next navigation step Archiving Unmark End of the navigation path in the Details dialog box of the resource.

Note

When unmarking folders, all child objects in status Marked for archiving change their status to Allowed for archiving . The rest of the objects keep their status unchanged.