KB User's Guide - Documents Tab - Request Activation / Inactivation

This document describes how users without publish rights can notify admins in their space that they have a document that needs to be activated or deactivated.

If you do not have the "publish" permission in your KB space, you will not have the ability to set documents to Active or Inactive directly. Instead, you will need to have a publisher in your group activate or deactivate documents on your behalf.

While you always have the option to simply set a document to In Review to await approval, the Request activation option allows you to immediately notify your group admin(s) that you would like a document to be published. For unneeded documents, the Request inactivation option is also the easiest way to alert admins to a document that should be taken down.

Submitting an activation or deactivation request

  1. On the document edit screen, scroll down to the Status section. Select either Request activation or Request deactivation as appropriate, then click Submit.

    The status section is found between the Campus Access setting and the Activation field, and request activation and request deactivation options will be the third and fourth radio buttons in the status setting section.

  2. On the following page, you will see a short form to send the request.

    • The To field will be automatically populated with the group contact address(es) that are set to receive In Review reminders.

    • The Cc field will be populated with the email address of the document owner.

    • You can modify the Cc field and/or the Bcc field as desired to add or remove recipients.

    • You can add an optional message in the Note field; this is useful if you need to add detail to your request, such as a note about urgency.

      The notification form contains the fields From, To, Cc, Bcc, Subject, and Note. Only the Cc, Bcc, and Note fields can be edited, and the rest will be prepopulated and read only. After the fields are buttons to send to the request or reset the form.

  3. Click the Request activation (or Request deactivation) button to send the request.

    • Important: If you do not click the button to submit the form, your document will simply be set to In Review, and no immediate notification will be sent. In the case of deactivation requests, your admin(s) may assume it is a normal review scenario and accidentally re-activate the document.

  4. Your document will now appear in the In Review queue. As long as the form was submitted, the document will show up at the top of the queue, and it will display the unique status of Activation requested or Inactivation requested.

    The specific status of Activation requested or Inactivation requested will be listed in the Status column of the document table, which is typically the fourth column.

  5. When an admin activates or deactivates your document, you will automatically receive a notification. Alternatively, admins have the option to decline your request, which will also trigger a notification back to you.

See Also


Keywords:
admin publish document in review reminder radio button activate inactivate 
Doc ID:
36855
Owned by:
Leah S. in KB User's Guide
Created:
2014-01-28
Updated:
2024-09-09
Sites:
KB User's Guide