Review and manage shared guidance¶

This guide follows the current Tenant Admin and HiveAI 06 Final Screens. The frontend remains in progress. Follow a step only when the matching control is available in your environment. Creating and editing guidance are explicitly unavailable in the inspected design.

Before you begin¶

Check the workspace and why the guidance is needed. Managing shared guidance requires the appropriate workspace policy-management permission. Access to its supporting records remains separate. A manager, executive or platform role alone does not establish every permission.

Agree who is responsible for accuracy and review. The system does not require the approver to be a different person from the author. If your organization requires independent review, assign it before submitting.

Read the overview for the distinction between shared guidance, personal memory and business actions.

Find shared guidance¶

1. Open the correct workspace in Tenant Admin.
2. In Settings, open Shared work memory when available.
3. Read the guidance title, audience and state in the list.
4. Select Open for the entry you want to inspect.
5. Use Refresh to request the current saved view when needed.

The list is a limited view. “Entries shown” is not the total number of entries in the organization. An empty list can mean that no entries are currently visible to you. Do not conclude that the organization has never created guidance.

Open an entry from HiveAI¶

The current conversation design shows a response to a request such as “Show the shared close-handling guidance awaiting review.” It presents the guidance text, review state, type, audience, classification, dates, linked-source information and retention information.

Select Manage in Tenant Admin to continue management in that workspace. Read the current entry again after the handoff. A conversation card can be older than the saved entry, and a response displaying guidance is not an approval.

The designed handoff is visible on desktop and narrow layouts. The frontend connection still needs implementation; a missing control is not a reason to guess a destination.

Inspect the exact guidance¶

Before any decision, read the full title and guidance text. Then inspect both detail panels.

Check that factual or process guidance is supported by the correct source and that the audience is appropriate. If a department, group, source name or retention value says Unavailable, treat it as unknown. The inspected detail screens do not provide a source-opening control; use an independently authorized source workflow or seek help.

The content date is not a complete activity history. If a newer draft exists, the screen can say that earlier approved guidance may still be used while that earlier text is unavailable in this view. Do not assume the displayed draft is the version informing answers.

Submit a draft for review¶

1. Open the entry and confirm that it is Draft.
2. Read its exact content, audience, dates and source information.
3. Select Submit for review when offered.
4. Verify that the saved state becomes Awaiting review.

Submission does not approve the entry or make the draft eligible for answers. If the entry was returned for correction and still needs editing, the current unavailable editing experience must be resolved before resubmitting it.

Approve guidance¶

1. Open an entry marked Awaiting review.
2. Check the full content and intended audience, including unavailable or time-limited details.
3. Select Approve guidance.
4. In the confirmation, check the entry title and audience again.
5. Select Approve guidance to confirm, or Cancel to leave the decision unchanged.
6. Wait for the saved result. Use Refresh if the screen asks you to verify the outcome.

The expected saved state is Approved. Approval makes the guidance eligible for relevant answers; current access, use dates and source checks still apply. It does not make the text universally visible or guarantee that it will appear in the next answer.

If the result is unconfirmed, follow the recovery steps before making another decision.

Return guidance to draft¶

Open the entry awaiting review and select Return to draft when offered. Verify the saved Draft state and the Returned to draft explanation. The returned revision remains unavailable for new answers.

Returning to draft is a lifecycle decision, not an edit. The current screens do not provide a verified correction form or review-comment workflow. Agree the required correction with the responsible colleague through your organization's normal process, and wait for supported editing before resubmission.

Pause or resume guidance¶

To temporarily stop approved guidance from informing new answers, open its current detail and select Pause guidance. Verify Paused in the saved result.

Before resuming, recheck the content, audience, dates and source validity. Select Resume guidance when it is offered and verify the saved state. Resuming does not extend an expiry or renew a classified authority. It does not rewrite an answer that was produced earlier.

If there is also a newer draft or another revision awaiting review, ask the responsible administrator to reconcile the versions before combining lifecycle decisions. The current implementation has unresolved mixed-revision cases.

Retire guidance¶

1. Open the approved or paused entry.
2. Select Retire guidance.
3. Check the title and audience in the confirmation.
4. Confirm Retire guidance, or select Cancel.
5. Verify Retired in the saved result.

Retired guidance stops being eligible for new answers and that revision cannot be resumed. Retirement preserves content and history. It is not the same as removing an entry or permanently erasing records.

Remove an eligible entry¶

1. Open the draft or retired entry and use Remove only when offered.
2. Check the Remove shared guidance? confirmation.
3. Confirm Remove guidance, or select Cancel.
4. Verify the Guidance removed result.

An approved or paused revision must first be retired. Where a newer draft coexists with approved guidance, the draft screen does not offer removal.

The confirmation states that removal does not permanently erase retained content. A direct detail view can still show Removed guidance under current access; it offers no restoration or reuse action. A removed entry should disappear from the ordinary shared list, but its disappearance alone does not prove erasure.

Handle unavailable creation or editing¶

The current list says that creating new guidance is unavailable. Check setup opens an explanation that the current choices needed to create or edit guidance could not be loaded.

Return to the shared list and ask an authorized administrator or support colleague about availability. Do not infer a creation form from an Edit guidance label or use a different audience to get around an unavailable choice. Existing draft and approved entries can still require inspection even while authoring is unavailable.

Recover an uncertain or changed decision¶

Refresh reads saved state; it does not send approval again. A change can save successfully and then fail to load for the current reader because of dates, source access or other checks. Keep the original entry and decision context while support establishes the outcome.

Understand why guidance is absent from an answer¶

First check whether the guidance is approved and currently effective. A paused, retired, removed or not-yet-effective revision should not be expected in a new answer. Changes to audience membership, source access or classified authority can also exclude it.

Expected guidance can also be omitted when the system cannot establish your current workforce context, even if approved entries still exist. Ask support to check the correct workspace and current organization placement before treating a missing result as deleted or retired guidance.

The question must be relevant to the stored wording, and only a bounded amount of guidance is selected. A missing mention does not prove the entry was deleted. Refine the question using the actual business topic and inspect authorized source records before relying on a conclusion.

Approved guidance is supporting context. It does not guarantee a visible citation for every included entry, an exhaustive search of all guidance or a correct answer.

Help your administrator or support team¶

Provide the workspace, entry title or safe reference, approximate time, action attempted and exact status message. Explain whether you saw a newer draft, an uncertain decision, missing source details or a changed audience. Avoid copying sensitive guidance into a less restricted support channel.

Managers and executives should identify the business owner and the decision the guidance is meant to support. Tenant administrators should verify current access and the original saved state. Support and platform staff should distinguish an unfinished frontend from an authorization or persistence issue, and should not repeat a mutation simply to see whether it works.

For retention or erasure requests, specify the records and required outcome. Removal, retirement, conversation deletion and permanent erasure are different operations. See costs and retained information and credits and budgets for related boundaries.