Introduction
The Maintenance view can support you in two ways.
It allows you to see a complete list of all of the content that is available to your institution and your team.
As a Site Lead or Content Lead, you are responsible for ensuring that all content in your library is up to date and accurate. This view enables you to review, renew, and archive content so that your library is always current.
Accessing the Dashboard
Access the Maintenance dashboard by clicking "Maintenance" in the left-hand navigation in the My Library section.
Filtering the Display
The dashboard will display all Resources, Forms, and Resource Guides that have been published to your library.
Note: Content that you currently have in production is not available via this view.
This display can be filtered using multiple facets:
Owner Team - The Owner is the team or unit where the request originated. All content in your institution's Elemeno library has a single owner. This filter will show you all of the content owned by the team(s) selected in the filter.
Syndicated To - When content is made available for teams other than the owner team, those are "Syndicated to" teams. This filter shows you a list of titles that are available (tagged as "For") the team(s) within the filter.
Status - The current state of the content entry.
Review Quick Lists - Use these filters to create lists of the content most in need of review.
Recently viewed - creates a list of titles with the most recently viewed content at the top. Use this when you want to make sure that the content that your users are looking at today is current.
Top viewed - creates a list of titles with the most viewed content at the top. Use this when you want to make sure that content that has historically received a lot of traffic is current.
Rarely viewed - creates a list of titles with the least viewed content at the top. Use this list when looking for content that may be a good candidate for archiving.
Key to Status Labels
Current - This is content that has been published and is not yet due for review.
Due for Review - This content has a review date that is set to come up in the next 30 calendar days. All content that is Due for Review has the Next Review date highlighted in yellow.
Overdue for Review - This content has a review date that has passed. All content that is Overdue for Review is highlighted in pink.
You can also search for specific content entries by title using the search bar.
View a List of Titles Available to Your Team
To see all of the content that is available to your team, set the Owner filter and the Syndicated To filters to your team's name. You can then click on the column headers to sort the data based on what you want to learn.
Demonstration
Maintenance Actions
There are 3 actions that you can take for the content in your library.
Renew
When you renew a content entry, it will be marked as “renewed,” and the last updated date will reflect the date of the renewal. The next review date will automatically reset to the default interval for that entry.
Archive
When you archive a content entry, it will no longer be visible in the app or discoverable through search. However, it is still retained in your library and can be edited or reinstated in the future.
Request Revisions
When you request revisions, your revision request enters our production pipeline. Revisions requested from the Maintenance dashboard are prioritized and processed the same way as requests made directly from the content page.
Steps for Reviewing Individual Forms and Resources
Renew
Click “Renew” in the header.
Review the information in the Renew panel, including the next review date. If needed, you can update the Approver, Owner and Syndicate to fields with updated metadata.
Click “Renew” to confirm the Renew action.
A confirmation message will appear in the panel, and then the review pane will close.
Archive
Click “Archive” in the header.
Review the information in the Archive panel.
Click “Archive” to confirm the Archive action.
A confirmation message will appear in the panel, and then the review pane will close.
Note: Some resources and forms can not be auto-archived due to intra-linking to other currently published content in your library. We’ll handle these requests manually to ensure that there will not be any broken links in your library.
These content entities will display this message:
Request Revisions
Refer to the Request Revisions help article for more information on the revision process.
Demonstration
Reviewing Resource Guides
Resource Guides are collections of links to individual content entities. When you open the preview of a Resource Guide, you will see 4 actions, similar to the actions for individual Forms and Resources, but with slightly different outcomes because these are collections.
Renew
When you renew a Resource Guide, the collection will be marked as “renewed,” and the last updated date will reflect the date of the renewal. The next review date will automatically reset to the default interval for that collection.
This action does not renew all of the individual Resources and Forms in the Resource Guide. You must review and renew each of those individually.
Archive
When you archive a collection, it will no longer be visible in the app or discoverable through search. However, it is still retained in your library and can be edited or reinstated in the future.
Individual Forms and Resources contained in the collection are not archived when you select this action. If you wish to archive specific Forms or Resources, you must take that action on the individual content entity.
Archive All
When you select "Archive All" for a collection, every title that you see displayed in the preview will be archived. They will no longer be visible in the app or discoverable via search.
Request Revisions
When you request revisions, your revision request enters our production pipeline. Revisions requested from the Maintenance dashboard are prioritized and processed the same way as requests made directly from the content page.
If you wish to request a revision to an individual Form or Resource in the Resource Guide, you must do so from the review pane for that individual content entity.
Maintenance Review Cycles
Each content entry in your library includes "next review at" metadata, typically with a default review cycle of two years.
You can set a custom review interval for individual content entries or for your entire library. If you'd like to discuss the review interval for your content, please contact your account management team.