TDX Knowledge: Archive an Article

When an article has reached the end of its useful life, it should be archived. 

• Occasionally a published article needs to be:
  • Removed from the website either temporarily or permanently. See Unpublish an Article. 
  • Put behind a login due to sensitive content. See Restrict Access to Content.

Before Archiving an Article

In general, only a knowledge editor from the Owner group should archive an article.

Before archiving an article:

• Check for referring links.
• Communicate with other stakeholders before changing the article's status in TDX, such as training or other support teams.

Archiving an Article 

1. Search the Knowledge Base for the article you want to archive.
2. Open the article and click on the Edit Article button. 
3. Edit the Content.
   1. Add a reason for archiving to the beginning of the Body.
   2. Change the Text Color of the reason to red. 
      • Examples: 
        • Archived: Technology no longer supported
        • Archived: Information obsolete
   3. Scroll down and click Update Article.
4. Click the Settings tab. 
   1. Add the text "ARCHIVED:" to the beginning of the Subject.
   2. Change the Category to Archived.
      • Deleting the Category will cause the article to be flagged as Public. The Public flag makes an article viewable to anyone in the world who has the TDX link.
   3. Change the Status to Archived.
      • The for any article public-facing articles, the Published to KB checkbox will immediately be unchecked. This removes it from being a public-facing article. 
   4. Optional: If there is another article that you can point people to instead, start typing the title in the Replacement Article field or use the Lookup Replacement Article option to search by the Article ID to find the article.
      • If you have the Group knowledge editor role, click Save after changing the Status to Archived for the Replacement Article field to appear. 
      • Note: The Replacement Article field does not accept pasted links.
   5. Remove the Next Review Date.
       
5. Click Save. The article will now appear under the Archived Articles tab.

When someone views an archived article that has been redirected via the Replacement Article field, they will see a message under the title with a re-direct link.

The Details area will also show the article as Archived and no longer Published, if applicable.

Redirecting Retired Articles

• IT@UMN Site Data Usage -  z.umn.edu/ITAnalytics - This site allows you to view traffic information on individual it.umn.edu pages. If a page gets a lot of traffic then it may be helpful to our users to redirect the page's URL to alternate information (another Drupal page or Knowledge Artcile) after it is retired.
• Request a redirect from a retired public Knowledge Article by submitting an OIT Digital Content and Communications Request.
  • If you are uncertain if a redirect is needed, you can submit the request and someone will help you make this determination.