Archiving Presentations

What is archiving?

Archiving is a Brainshark feature used to effectively self-manage content.  As an author, you can choose to archive your presentations manually, or as an Administrator, you can set rules that will archive content that has not been utilized within a certain period of time.

How is archiving useful?

It takes the manual content management work out of your hands and can help clean up your site. If you archive 'active' content, or it is automatically archived based on your rules, it will be 'auto-restored' when the author views the content while logged into their Brainshark account.

What are the differences between archived and inactive content?

Inactive content simply means that a presentation cannot be viewed and has not been made "live" yet in Brainshark. However, the status as inactive usually applies to content that is being finalized or modified but will be intended for use in the near future. Inactive content is not viewable except by the original author or a Company Administrator. 

Archived content behaves like inactive content in that an end-user cannot view it through a direct link. For content organization, it's best used alongside company-wide rules that automatically archive content that has not been edited or viewed within a select timeframe. Archived content can still be restored to an active state at any time and will be automatically restored if the author views their content.

How do I search for archived presentations?

Archived presentations can be found through Manage Content under the Administration section. Once in Manage Content, you will need to select the option to include archived presentations in your search.

Can I run a report on archived content? 

Yes. Many reports give you the option (on the Report Options tab) to include archived content. To run a report on archived content, follow the steps detailed below:

  1. Click Reporting, then select Content from the menu on the left.
  2. Select the Presentation Creation report.
  3. Within the “Report Basics” tab, make sure the Date Range field has the appropriate time period. If searching for all archived content, select “All time” from the drop-down menu.
  4. Beneath “Output”, locate the Format field and select the “Comma-delimited (*.csv)” option from the drop-down menu. This report format allows you to alter the content after the report is run.
  5. Select the “Report Options” tab .
  6. Below “Other Options” make sure the “Include inactive presentations” and “Include Archived Presentations” boxes are checked. 
  7. Click Run Report.

How do I restore an archived presentation?

An archived presentation can be restored by viewing the content's public share link (found in the Edit section in the Current Address field) as the author. If you are the author of the content, you will want to ensure you copy-paste the link into a browser you are currently logged into. 

If you are an administrator with access to the Manage Content search tool, you can restore any archived presentations on your site by performing the following steps:

  1. Click your profile and select Administration.
  2. From the left-hand menu, select Content. 
  3. From the drop-down menu select Manage Content
  4. Change the status on the filters right hand filter menu to Archived.
  5. Find the presentation you would like to restore and select the three vertical dots on the right under the "Actions" column.
  6. Select Restore.

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