What's been your approach to pages owned by Deactivated users?

Question

I am building a number of automations for a better cleaning system on data hygiene and governance.

Do you run any kind of automations on pages owned by deactivated users? OR do you rely on other automations like when a page was last modified to solve that? since pages owned by deactivated users can fall in the trap of not being updated.

I was looking into building an automation that switched a page owner to the space owner or active,  but I learned that it does not support entering a smart value, only selecting a user from a drop down. Any work arounds?

Stavros_Rougas_EasyApps · Answer

@Kama Kosznik given you like Content Manager

Content Manager has been amazing for bulk updates.

You definitely want to take a look at our app Space Content Manager. It has way more bulk content editing tools than Content Manager.

A major difference is that you can bulk edit across spaces, while Content Manager is only per space.

Kama Kosznik · Answer

Is there a condition within the rule set that can  rely on last viewed data and point change the owner? I was thinking of apply this automation globally vs at the space level since we have many. I'm wonder if Rovo agents could tackle this.

100% agree on the governance part, and seeing more flexbile automation that could support that on a more global level.

Content Manager has been amazing for bulk updates. I'm doing that right now with each space to prep it for more automated review cycles

Tomislav Tobijas · Answer

Hi @Kama Kosznik ,

I did see a use case where people would rely on automation that updates the page owner on all pages where the user is deactivated. It's a pretty standard one, I would say:

Now, it kinda depends on the internal process and policies you have. By using this approach, that would probably mean that one (new) user would have a lot of cleaning to do. If you'd like to let's say, fully automate the process,' the easier way would be to rely on last viewed data and either archive that immediately, or ping the current owner to take a look and decide. 👈

I wish companies (in general) would emphasise governance of documentation more than they are doing now... Would definitely have more examples and some tips & tricks then. 🫤

Btw, apart from automation, Content Manager is a pretty powerful thing as well for bulk cleanups and such.

Hope this helps.

Cheers,
Tobi