This tutorial discusses the steps required to activate the WebSite Director (WSD) automated submissions processes for the following:

• Orphaned content (content elements of any MIME-type that are not linked to BY another document).
• Expired content (content that has an Expiration Date set to automatically submit a Modify or Delete request at a future date).

ORPHANED CONTENT

WSD's "Cleanup Database" module will automatically submit delete requests for orphaned content when the System Policy  "Auto Submit Delete for Orphaned Documents" has been set to Yes.   The module will search for orphaned content, and submit a Delete request for each orphaned document found. The "Submitted By" for these requests is identified via the "Auto Delete/Modify Submitter" option on the System Configuration screen.

In order for the function to perform properly, you should schedule the Cleanup Database module to run repetitively, usually on an overnight basis.  For more information on the Cleanup Database module, see the Scheduled Processes tutorial.

• Before you set this option, first run the the Orphaned Documents System Report to see how many Orphans currently exist on your site. If there are too many to submit at the same time, you may want to consider submitting individual requests to clean them up.
• If the Orphaned Document System Report lists documents that should not be deleted, you may set the Skip Orphan Document Check  option, as follows:

• To set this option for a Document, go to the document's Properties screen. 
• To set this option for all documents in a specific  Directory, go to the directory's Properties screen.

EXPIRED CONTENT

The Expired Content function is performed by the WSD "Cleanup Database" module. Each time this module runs, it searches each document for an Expiration Date equal to or before "Today's Date" (the date the module runs). If it finds a matching Expiration Date, it submits a delete or modify request based on the Properties setting for the content. 

In order for the function to perform properly, you should schedule the Cleanup Database module to run repetitively, usually on an overnight basis.  Also see the Scheduled Processes tutorial.  

• If the "Send E-Mail Notifications" System Policy is set to Yes, a notification is sent to the Submitter identified via the "Auto Delete/Modify Submitter" option on the System Configuration screen. 
• The Stage into which the request is placed is determined by Approval Class for the Submitter.
• The Auto Submissions Stage for the Approval Class may be set on the Edit Approval Class screen. WSD looks at this Approval Class to determine the workflow stage into which the automated request is placed using the value provided in "Auto Delete/Modify Submitter " from the System Configuration Screen. Once the Submitter has been set, WSD makes the following determination:

  • If the submitting user has been assigned an Approval Class, the new request will be placed in the Auto Submission Workflow Stage for the assigned Approval Class. 
  • If the user has not been assigned an Approval Class, and the subdirectory for the new request has an assigned Approval Class, the request will be placed into the Auto Submission Workflow Stage for that Approval Class. 
  • Otherwise the request will be placed in the Auto Submission Workflow Stage assigned in the "Default Approval Class for Document Submissions" (for documents), or "Default Approval Class for Template Submissions" (for templates) on the System Configuration screen
• If you wish to receive notifications for an automated submission, make sure you have set your Notifications for the submission stage on your Edit User Info screen.

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