Excluding folders from Repository Search?

Is there a way to exclude certain folders in the Repository from Search results? We have a lot of EOL and Archived content that I don't want always want to see results for. We are using KC 2016, version 12.0.2417.

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0 Akheil Jain over 6 years ago

Hi Rhonda,
Folders can't be excluded from search results, we got around it by changing the status on the documents to "Retired/Expired", and changing the defaults for search, to include all statuses except "Retired/Expired".
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0 Rhonda Fitzgerald over 6 years ago in reply to Akheil Jain

Thank you for the reply. We do not have a status like that. We have Draft, Review, Release Candidate, Released. So, I assume we'd need to create a new status. Any idea how involved that is?
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0 Pam Noreault over 6 years ago in reply to Rhonda Fitzgerald

Hi Rhonda. In the Web Client, you can add a new workflow status that goes from Released to Expired (or whatever you want to call it). It's still considered a "R" for released status. You will see your other statuses there. You will then need to move your content to this workflow status. Then put the exemption in place.

Pam Noreault | Knowledge Center Solutions Architect
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0 Rhonda Fitzgerald over 6 years ago in reply to Pam Noreault

Thanks Pam. We actually DO have Expired and Archived statuses defined. I hadn't noticed them before.

So, based these definitions, a user in the Administrator's group can move any Released object to the Expired status, but only maps and library topics can be moved from Released to Archived.   Does moving to Archived do something different than moving to Expired? What do these status mean typically?

1) Can I setup Draft objects to move to either of these statuses?

2) Would it make sense to setup a workflow to move Archived or Expired objects back to Draft? Just in case something becomes active again?

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[edited by: Trados AI at 6:36 AM (GMT 0) on 5 Mar 2024]
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0 Pam Noreault over 6 years ago in reply to Rhonda Fitzgerald

Hi Rhonda, Workflow status names can be what you want them to be so Expired and Archived are pretty much the same. For you, it looks like you can use either of these from the screen shot. To verify, make sure all the objects you want to expire or archive have that workflow status available (it's assigned to Admins only right now). All it does it set the workflow status on the object. I wouldn't advise the Achrived or Expired to Draft because that will take that object that is in a released type workflow status and move it back to Draft. If you want something like that, make it Archived or Expired to Released and then you force the author to create a new version or a branch and preserve that previous released object. (Both are Archived and Released are considered released workflow statuses - you can check this in your system by looking at the workflow status properties.)

Pam Noreault | Knowledge Center Solutions Architect
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0 Pam Noreault over 6 years ago in reply to Rhonda Fitzgerald

Hi Rhonda, Workflow status names can be what you want them to be so Expired and Archived are pretty much the same. For you, it looks like you can use either of these from the screen shot. To verify, make sure all the objects you want to expire or archive have that workflow status available (it's assigned to Admins only right now). All it does it set the workflow status on the object. I wouldn't advise the Achrived or Expired to Draft because that will take that object that is in a released type workflow status and move it back to Draft. If you want something like that, make it Archived or Expired to Released and then you force the author to create a new version or a branch and preserve that previous released object. (Both are Archived and Released are considered released workflow statuses - you can check this in your system by looking at the workflow status properties.)

Pam Noreault | Knowledge Center Solutions Architect
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Excluding folders from Repository Search?