Content Governance Hub

Intro

This article explains how to install the Content Governance Hub, identify cards and dashboards that are candidates for archiving, run the archiving and restoration workflows, and customize the archiving criteria.

Understand the Archiving Process

The Content Governance Hub (CGH) is a packaged app and a set of workflows that identify and archive unused content. The app surfaces which objects are candidates for archiving based on criteria such as age, usage, and relevance, and the workflows automate the archiving itself. The process is divided into two phases: Preparation and Execution.

The Content Governance Hub process, showing the Preparation phase feeding the Execution phase

Preparation — DomoStats, Domo Governance DataSets, and an Exceptions DataSet feed into a cleanup DataFlow, which is visualized in the CGH app. The app lets you identify what content needs attention before you start any cleanup tasks.
Execution — The archiving workflows archive dashboards and cards based on the criteria set in the cleanup DataFlow.

The cleanup DataFlow uses predefined conditions to determine which content to archive, and you can customize it to meet your organization’s requirements.

Install the Content Governance Hub

To deploy the Content Governance Hub, contact your Domo account team.

Identify Content to Archive

After the archiving DataFlow runs the first time, it populates the CGH app. The Content Summary tab identifies content that is eligible for archiving based on the criteria described in Understand the Cleanup DataFlow.

Content Summary tab of the CGH app, showing content type, archiving candidates, and content counts

Note: The app highlights DataSets, DataFlows, and connector DataSets as archiving candidates, but archiving these object types is not currently supported. The workflows archive only cards and dashboards.

Launch and Operate the Workflows

You launch the archiving and restoration workflows from the Launch Workflows tab. After deployment, you must trigger the workflows from within the CGH app.

Archiving Workflow Launch screen, showing estimated credit consumption and the list of content to archive

This screen shows the number of credits consumed during archiving, as well as the objects to archive.

Tip: Review the content to archive before you run the workflows so that no critical content is archived accidentally. After you change the archiving criteria, run the DataFlow again so that the freshest data is used.

To change which content is archived, see Customize the Archiving Criteria and Account for Exceptions.

Understand the Cleanup DataFlow

The cleanup DataFlow identifies which content in Domo the workflows archive. It combines multiple DomoStats sources to determine whether a piece of content is unused and should be archived. The Content Governance Hub is comprised of four DataFlows along with the app:

Master | CGH
Customization | CGH
Restoration | CGH
Dataset Tagging | CGH

Lineage of the four CGH DataFlows feeding the CGH app

Review the Archiving Criteria

The criteria for archiving each type of content varies, though the last-used date is generally the prime factor for determining whether content is active. The following table lists the default criteria. For content to be archived, every criterion must be met unless indicated otherwise.

Content	Default archiving criteria
Card	The last-used date is derived from the activity log. No action of any type for the card has occurred in the last 90 days, and no action of any type for the dashboards the card exists on has occurred in the last 90 days.
Dashboard	The last-used date is derived from the activity log. No action of any type for the dashboard has occurred in the last 90 days.
DataSet + DataFlow / DataSet View	The last-used date is derived from the activity log. No action except `UPDATED` for the DataSet has occurred in the last 90 days, and the DataSet has no unarchived child cards, DataSet Views, or DataFlows. For an input DataFlow, the same criteria apply to all of its output (linked) DataSets.
Connector DataSet	No action except `UPDATED` for the DataSet has occurred in the last 90 days, and the DataSet has no child cards, DataSet Views, or DataFlows.

Note: These are the default criteria, but you can customize the DataFlow to change them. The DataFlow already includes many additional attributes you can use. See Customize the Archiving Criteria.

Review the Additional Available Attributes

The DataFlow loads additional metadata for each content type that it does not use to determine whether the content should be archived. You can modify the DataFlow to include these attributes in the archiving criteria. These attributes are prefixed with [E] to indicate that they are extra.

Content	Additional attributes
Card	Page ID, Page Name, Scheduled Report, Sandbox Repository, Certified, Alerts
Dashboard	Scheduled Report, Sandbox Repository, Publish
DataSet + DataFlow	Sandbox Repository, Certified, Alerts, Import Type, Rows, Archived children, Linked archived children, Children
Connector DataSet	Import Type, Archived children, Linked archived children, Children

Review the Archiving DataSet Dictionary

The following fields are available in the archiving DataSet. The granularity of the DataSet is at the object level with zero duplicates, so some fields are aggregated or refer to the last time the object was used. This is particularly relevant for cards that exist on multiple dashboards or DataSets with multiple children.

Field name	Description
Type	Content type, such as Card, Dashboard, DataSet + DataFlow, or Connector.
Object ID	Domo ID for the content.
Object Name	Domo name for the content.
Action	Last type of action from the activity log.
Last used date	Last date the content was used.
Dataflow ID	ID of the source DataFlow for DataSets.
Linked Dataset Last used date	Last-used date of any linked DataSets.
Linked Dataset Count	Count of linked DataSets.
Unarchived	Count of unarchived children.
Linked Unarchived	Count of linked unarchived children.
Archiving period	Period of time, defined by the user, after which content is considered unused.

The following extra attribute fields are also available:

Field name	Description
Page ID	For card objects only. ID of the dashboard the card was on when last used.
Page Name	For card objects only. Name of the dashboard the card was on when last used.
Scheduled Report	Indicates whether the content is used in a Scheduled Report.
Sandbox Repository	Indicates whether the content is used in a Sandbox repository.
Certified	Indicates whether the content is certified.
Alerts	Indicates the count of alerts on the content.
Publish	Indicates whether the content is used by Domo Publish.
Import Type	Type of data source.
Rows	Row count.
Archived	Count of archived children.
Linked Archived	Count of linked archived children.
Children	Comma-separated list of DataSet children.

Understand Linking

The concept of linking comes up several times in the archiving DataSet. The following diagram illustrates what linking means.

Linking diagram, showing an input DataFlow producing three DataSets with their child cards and DataSets

In this example, an input DataFlow produces three output DataSets, all currently unarchived:

DataSet 1 has two child cards.
DataSet 2 has one child card.
DataSet 3 has a child card and a child DataSet.

Because all three DataSets share the same input DataFlow, each DataSet’s linked unarchived children count includes the children of all DataSets produced by that DataFlow:

DataSet	DataFlow	Unarchived children	Linked unarchived children
DataSet 1	Input DataFlow	2	5
DataSet 2	Input DataFlow	1	5
DataSet 3	Input DataFlow	2	5

Customize the Archiving Criteria

You configure the archiving criteria in the Customization DataFlow. The logic is defined within the formula tile for each content type, and you can adjust the criteria as needed.

Customization DataFlow, showing archiving criteria and exclusions formula tiles for each content type

Important: Copy any adjustments to the archiving criteria into the matching exclusions formula tile so that users understand why content is, or is not, an archiving candidate.

To specify custom criteria that apply to all content, use the final formula tile, the archiving pre-step.

Archiving pre-step formula tiles, including Change Null Owners to No Owner, Rank and Window, and Add Formula

Enter Parameters in the Input Webforms

You can use four webforms to enter parameters into the archiving process:

Archiving Parameters | Archiving — Adjust the period of time after which content is considered unused. The default is 90 days.
Override | Archiving — Indicate content you want archived even when it does not meet the criteria in the DataFlow.
Exclusions | Archiving — Specify objects that should never be archived.
Restoration Input | Archiving — Specify objects that the restoration workflows should restore.

Note: If you are confident in your DataFlow skills, you can adjust any of the CGH DataFlows to meet your archiving needs. As future enhancements are made to the CGH, they are pushed out using Sandbox, so any changes you make may be overridden. Domo notifies you beforehand, and you can decline.

Account for Exceptions

The DataFlow can determine most cases in which an object is used, but there are several exceptions to be aware of:

Content	Recommended alternative
DataSets accessed directly by API, which may not always be detected	Include in the Exclusions list.
Periodic content, such as financial reports used once per year	Include in the Exclusions list.
Published content	DomoStats data for published content can occasionally be unreliable. Include in the Exclusions list.
DataFusion	Not included, because there is currently no data source for its metadata.
Domo packaged apps	Certify any DataSets or cards used in a Domo packaged app.
Incremental loads, such as upserts and partitions	If the source data does not exist anywhere else, include in the Exclusions list.

Understand How Content Is Archived

Unlike the DataFlow, the workflows are simple and direct. There are two archiving workflows, one for each supported content type.

Archive a Card

Card archiving follows this process:

The archiving group is added to the card as an owner. This group is a preconfigured parameter of the process.
The card is removed from all dashboards.
The card is added to the archiving dashboard. This dashboard is a preconfigured parameter.
All owners except the archiving group are removed.
The card title is changed to include [Archiving].
All other users are removed.

Archive a Dashboard

Dashboard archiving follows this process:

The archiving group is added to the dashboard as an owner. This group is a preconfigured parameter.
The dashboard is moved to be a sub-dashboard of the archiving dashboard. This dashboard is a preconfigured parameter.
The dashboard title is changed to include [Archiving].
All owners except the archiving group are removed.
All other users are removed.

Restore Archived Content

You can restore archived content using the restoration workflows.

Restore a Card

Card restoration restores the card’s name, owners, and groups.

Restore a Dashboard

Dashboard restoration moves the dashboard back to its original parent dashboard and restores its name, owners, and groups.

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