Voice offers area administrators a range of functionality to help deal with websites that become inactive.
It allows the administrator to automatically send warning emails and eventually disable the site, it also offers the ability to view the current activity of all websites they are responsible for.
Within Voice, activity is defined as any action carried out within a website that results in a change. Therefore a page being viewed or a member logging in is not considered activity, however anything being created or edited is, so for example a new picture or forum post being added, as would the editing and saving of some of the CMS content.
Viewing Current Website Activity
To access the current activity click the Community Management tab and select the Activity page. The resulting page lists every website assigned to this area along with its:
- creation date
- last activity date
- last inactivity warning email date
- current inactivity state
- and the ability to manually move a website into or out of the inactive state.
Administrators can order the list by any of the columns including activity to view the most inactive websites.
Configuring the Inactivity Functionality
The automatic inactivity handling features of Voice are accessed by clicking the Community Management tab and selecting the Email Templates page.
To setup the functionality click the Configure Automatic Inactivity Email button. The displayed form configures when the system automatically carries out each of the actions in response to inactivity.
The first field specifies whether any action is taken when a website is inactive. Once it is enabled the other form fields have the following meanings:
Inactive Time Before First Warning Email - The length of time since the last activity within a site before the contents of the inactivity email template is sent.
Period Between Reminder Warning Emails - The length of time after the most recent warning email (including the first) that the contents of the inactivity email template is sent again.
Time Since First Warning That Final Warning is Sent - The length of time after the first warning email that the contents of the inactivity final warning email template is sent.
Time Since Final Warning That the Community is Disabled - The length of time after the final warning email is sent that the site is automatically disabled and the disabled email template is sent.
In all cases emails are sent to all administrators of the site considered inactive.
During the period of a website's inactivity the inactivity Email Templates will be used in the following ways:
Community Inactivity - The first and reminder email sent to a website administrator when it is considered inactive.
Community Inactivity Final Warning - The last email sent to a website administrator before a website is disabled because it is considered inactive.
Community Disabled - The email sent to a website administrator when their site is disabled due to inactivity.