Control the lifecycle of your content. Organize, retain, archive, and delete securely.
CentricMinds supports content lifecycle policies at a global level, as well as at an individual folder level.
First, we'll demonstrate how to set a policy at a global level.
As an Administrator, enter edit mode and then navigate to Site, and then Utilities.
Within the Utilities panel, click on Lifecycle Policy.
As an Administrator, you can set Default Lifecycle Policies that will apply to all associated resources.
A global Lifecycle Policy can be set for Files, Media, Text, Pages and Forms that authors create in CentricMinds.
For each Lifecycle Policy, you can define when a resource will Appear for users to access, and this can be defined in Days, Weeks, Months or Years. You can also determine if the appearance policy is mandatory for all files.
The same applies when defining Review, Expire and Archive fields for the policy.
You can also define for what period should versions of files be retained for.
We'll save this new global lifecycle policy, and now we'll demonstrate how this policy is automatically applied to new files as they are published by users.
We'll now log out as the Administrator, and log in as a general author.
Navigating to CentricMinds Drive, we'll now publish a new file into the Policies folder.
Upon publishing this new PDF file, CentricMinds will launch and display to the user the global lifecycle policy.
Once the file is published, any user with permission can expand the file and view the associated lifecycle policy attributes.
Next, we'll demonstrate how to set a policy at an individual folder level.
CentricMinds Drive is the default Document Management configuration, however CentricMinds supports multiple Drives for different audiences, depending on your requirements.
As an Administrator, we're going to modify the folder hierarchy as displayed here by clicking on the pencil icon.
We're going to apply a lifecycle policy to an existing folder.
We'll apply a policy to the Policies folder by clicking on the pencil icon to edit its properties.
As displayed when defining lifecycle policies at a global level, you can also set them for individual folders.
We'll set the Review date as 3 months from the publishing date. For Expiry, we'll set it to be 1 year from the publishing date. Now any files published into this folder will have the lifecycle policy applied to it.
We'll now log out and log in as an author.
As the author, we'll navigate to Drive and click on the Policies folder.
We'll now publish a new PDF file into the Policies folder. This action will launch the Document Review panel that displays to the author the Review and Expiry dates.
When we expand the file, we can view the associated lifecycle policy attributes.
The author can also choose to perform a review now of the file, as they are the author of the file, and can determine what should be the review outcomes for the file.
