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Notify/Alert Creators or Owners for Content Retentions
Mike Pedersen
Crackerjack
Ideally, session owners and department admins will get automated e-mails that list all their sessions that are scheduled to be archived and/or deleted via the content retention policies. The e-mail should include instructions on how to change the retention policy on their individual sessions (and folders) to prevent the automatic action if the owner wants to protect the session(s). The time interval the e-mail is sent out prior to the archive/deletion date should be adjustable by administrators.
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Please add the option to send video creators email notifications when videos will be deleted as part of retention rules.
Thanks
I second that. This feature would be very useful.
Right now, there is an ability to add people to the content retention notification mailing list - however, the people would receive an email for content that is not necessarily related to them and is for across the site. We would like an ability to notify different people per folder for the content expiring just in that folder.
It would be very helpful if there was a way that users could request that their content be retained longer than the site policy allows. Department Admins/Admins would then have some sort of UI where they could approve or deny the requests. I think this feature could go along very nicely with a notification to users of future content retention actions, if/when that is ever added.
Hi,
Would it be possible to allow for individual level reporting so that if a video is to be archived/deleted by a retention policy the owner/folder owner would receive their own notification?
Cheers
Richard
This is also a feature request of gernan universities. Content creators muste be notified before/when their videos are archived and before they are deleted. The Notification-text should be configurable by admins.
Cheers
Klaus
Would also like to see the retention policy to have the option to add or only notify the content owner as items are within "x" days or being archived or deleted. In a large organization it makes the most sense for those owners to be responsible for handling their own content. Notifying the admins only is not super useful in large enterprises.
I am requesting a feature that automatically notifies creators (via email or similar tool) that a recording of theirs has been archived or deleted.
Agreed. Having the system auto notify admins isn't super helpful with large organizations. Having the system auto notify the session owner and/or creator(s) makes the most sense as a warning of deletion or placement to archive.
This allows the content controllers to self manage. As an admin with 100k+ sessions on the account, its too much to handle by an admin team.
Completely agree with this. The biggest part is to add the option to automatically send video creators email notifications when videos will be archived or deleted as part of retention rules.
We need this. We are incorporating a new content retention policy. Faculty are very anxious about knowing when their content gets archived. Especially when deletion is on the horizon.
We've just put a new content retention policy in place. The ability for creators to see when their content will be archived/deleted is essential; we already have some faculty upset that they weren't notified.
Has anyone received any updates or alternative solutions regarding this request?
There are things being worked on:
We've implemented an archive policy recently and are now looking at possible options for deletion. We will only be deleting content that has been archived. It would be fantastic and much smoother for all involved if staff were able to easily flag if they wish a recording to be excluded from a deletion policy.
I would envisage a button displayed for each archived recording similar to the publish button for on-demand recordings. Labelled something like "Retain". Setting this option would ensure archived recordings were not processed by delete policies even if they matched all other criteria.
Having an email to creators stating that a recording is due for deletion would allow them time to check and apply retain flags where needed.
This would require that an audit process was re-run prior to the deletion task to make sure that any changes to retain status were included in the retention run. This second audit process could likely be a smaller task which just re-checks all archived recordings scheduled for deletion and whether there has been a change to the retain flag.
Current retention policies do not have the option to alert the owner/creator of the video when their video is about to be archived or deleted. It would be great if the retention policies could allow the owner/creator of the video to receive an email notification or "warning" in advance of the videos being archived/deleted, so that they can take counter measures, if needed/applicable.
For example, perhaps it can be added as an action under the policy rules, where in the example below the first rule is to Archive if Last Viewed Date is Older Than 1 Year - maybe there can be a rule in addition to Email Creator 2 Week Before Archive. This would allow the creator to go in and review the content to determine if the video should be archived, or if it needs to be renewed. Same for if a video were to be permanently deleted.
I believe this is on the roadmap, maybe someone from Panopto can provide a more accurate timeline.
Michael is correct: this is something we're actively looking to implement.
We don't have a specific date for when this feature will be available yet. That said, this is a highly requested feature, and our team has prioritized it accordingly.
Taylor, I do want to take the time to thank you for such a detailed and well-thought-out post. The inclusion of a graphic and the added context of how this could be implemented is amazing. I'll make sure this gets passed along to the appropriate teams.