We’re almost at that time of year when we start thinking of spring cleaning. Here in Pittsburgh, where the policyIQ team is headquartered, we’ve had record snowfall over the past month. So anything that gets us thinking about spring (even spring cleaning tasks!) is welcomed!
For our policyIQ users, we have some recommendations for “cleaning up” your site periodically; once a year is a good start. It pays to review your current Users, your deleted Pages, and your deleted Forms.
Who are your Users?
When was the last time you took a close look at the list of users in your policyIQ site? Have you had turnover in the last year? Perhaps some people who previously performed policyIQ tasks have moved on to other responsibilities? To start, take a look at the Administrative Overview section on your Dashboard. You’ll see the number of Total Users in your site, as well as a breakdown by type: Read Only, Standard or Advanced. Do those numbers seem right?
To take a closer look, jump down to the Reports module and create a simple User Report. You’ll want to add “Last Log On” as a column selection. This report will give you a list of all the users in your system, and will let you see when they last logged in. If you find a user who hasn’t been in your site since 2007, chances are that’s a good candidate for cleaning up!
It’s also a good idea to periodically review whether your users have the appropriate type of access to content in your policyIQ site. Consider running a report of Users by role. Review the results and determine if those folks have the appropriate access to content and functionality. For instance, if a user is no longer responsible for performing site configuration tasks, consider changing their role from Site Administrator to Manager.
What happens if you need to reassign Page-level responsibilities from one user to another? Remember that you can quickly run a Page report, filtering on a selected user. You can then shift+click to select all of the Pages listed in the report results, and use the Edit menu options to change the Editor, Administrator, etc. on those Pages as required, all in one action!
As your users delete Pages and Forms, those items move to the Deleted stage (and are physically moved to a corresponding Deleted menu item). Think of this as an archive. Those items are no longer getting in the way of your work, but they are still present in your database. If you really want to get rid of a Deleted Page or Form, you’ll want to use the Permanently Delete option. Back on your Dashboard, the Active/Deleted breakdown in the Administrative Overview section lets you quickly see the number of Deleted items in your site.
To view a comprehensive list of your deleted Pages, of course you can always look at the Deleted menu in Create And Edit. If you want to focus in on specific kinds of deleted Pages – let’s say Test Pages from 2007 – well, you can get very creative with Page Reports. Just be sure to use the Stage = Deleted filter selection!
Similar to Pages, you can review your deleted Forms from within Create And Edit, using the Forms -> Deleted menu. For more details, try using a Form Detail report with the Stage = Deleted filter selection to take a closer look.
Sometimes you might want to get a second opinion on whether it’s safe to Permanently Delete an item. As you build your report, don’t forget the “Item URL” column selection! After you generate a report, you can export the results to Excel. The exported list will include the URL, which others can use to quickly open the Page/Form and help you determine if it is still needed.
Just in case…
If you’d like to archive these items prior to permanently deleting – just in case you might ever want to revisit them – you’ll want to schedule a snapshot. You can request five of these each year, free of charge! Once your snapshot has been completed, you can permanently delete these old items, knowing that you can revisit them in a restored site if the need ever arises.
Remember, if you’d ever like any assistance with your policyIQ spring cleaning, contact your account manager, or give our Support team a call at 1.866.753.1231, or email us at support@policyIQ.com.