Approval for pages before archiving them

Avatar
Levente Szabo
Follow

A mechanism, involving space admins or supervisors, should be in place where the supervisor can accept or reject archival of page.

(Note: we need to align this with automatic nature of the background work!)

Have more questions? Submit a request

1 Comments

Date Votes
  • 0
    Avatar
    Aron Gombas

    UPDATE: We have released the Better Content Archiving app's cloud version just a few weeks ago. It addresses many points criticized in the Data Center version, including also this one.

    (Our plan is that, if there is interest, we will back-port the most valuable changes from the Cloud version to the Data Center one.)

    In the cloud version, content statuses are designed to be extremely flexible. In a nutshell: you can create content status schemes containing any number of content statuses which rely on flexible CQL filters, then apply any scheme to any Confluence space.

    I can see several ways to address the "wait / ask for approval before archiving " use case using statuses. Here are just two quick ideas.

    Idea 1: "Count down" to archiving

    Using a series of intuitively named statues you can "count down" to the final status which will result in actual archiving. All prior statuses give a chance to notify stakeholders using an escalation strategy:

    1. "To archive in 50" status. Send notification email to last modifier when the archiving date is closer than 50 days.
    2. "To archive in 20" status. Send notification email to last modifier and page owners when the archiving date is closer than 20 days.
    3. ... (other count-down statuses can come here)
    4. "To archive" status. Actually archive!

    Idea 2: Approve archiving by adding a label to the content

    It requires a user to approve the archiving by adding the label "archive-approved" to the content. Of course, you can configure statuses for inheritance so that it is sufficient to approve the root page to archive a page tree. The scheme could look like this:

    1. "To archive" status. Contents are in this status if they meet the criteria of archiving but the "archive-approved" label is not added yet. Do not archive in this status, but send notifications to the stakeholders and ask them to approve.
    2. "Approved to archive" status. Criteria of archiving is met and the label is present. Actually archive!
    3. ... (other statuses can come here)

    You can implement these ideas "as is", but you can also use them as inspiration and invent yours!

    🔥 Try this in action now!

    Edited by Aron Gombas
Please sign in to leave a comment.