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Ideagen Quality Management administrators retire a document.

Admin access is required.

Retiring a Document

For historical and auditing purposes, Ideagen Quality Management does not recommend deletion of Controlled documents that are no longer in use. (Deletion is possible using Data Retention options.) Instead, you can retire a document, removing it from the documents Tree and placing it out of sight in the retired folder on the server. Retired documents may still be searched, referenced in reports, used as templates when creating new documents, and opened by users with proper permissions.

Rejection comments are stored in the General and History tabs of the Document Properties, as well as the Ideagen Quality Management Audit Trail—a special table where system actions are recorded.

To perform this action or view retired documents, users must have the Retire Documents & Templates permission and the document must be in a published step.

Note: If a document is used as the Homepage, it cannot be Retired until it is first removed from the Administration>system Settings>Web Settings as the selected Homepage. The following message would appear when attempting to Retire the document without removing it as the Homepage:

"This document is used as a custom Homepage. The document must be removed from the Homepage setting via system Settings before it can be retired."

Retiring

Note: Documents must be published (not in edit) to be retired.

1. Open the document for viewing.
2. From the Context Menu, select Retire.

3. Add the necessary comments, enter your Ideagen Quality Management password if prompted, and select Retire.

The document is now removed from the Documents Tree and only accessible to users with the proper permission.