KB User's Guide - Documents Tab - Trash and the Deleted Documents Screen

Once a KB document has been deleted, only someone with "Publish" rights can purge that KB document. This document explains how to purge a document found in the Trash/ Deleted Documents and will tell you what becomes of the content of the purged document.

Once a document has been deleted, as explained here KB User's Guide - Documents Tab - Deleting Documents, you can purge the document from the KB System, entirely.

Access to Contents of Trash

Those with Publish rights may open the Trash queue and Edit or Purge documents in that queue as needed.

Those without Publish rights

  • May open the Trash queue
  • May click on the Edit button
  • additionally, they:

  • May NOT purge documents in the Trash queue (e.g. that button is greyed out)
  • May NOT publish a document in the Trash and need to click on the Request Activation to continue along the workflow (e.g. may NOT publish a document from the Trash.)

Purging a Deleted Document

  1. Open the KB Admin Tools and click on the Documents tab.
  2. Click on the Trash link on the left navigation bar.
  3. You will see a screen called Deleted Documents, there is a column entitled Purge.
  4. Locate your intended document. Admins with Publish rights may click the Purge button on the same row. By clicking on Purge button, you will delete all values in the following fields:
    • Title
    • Keywords
    • Summary
    • Body
    • Internal notes
    • Group notes
    • Topic assignment
    • WriteAccess
    • ReadAccess
    • SiteAccess
    • Campus access
    • Relevance
    • Status
    • SeeAlso
    • FeedbackTo
    • Javascript/CSS
    • Attachments
    • Misc Options fields
    • Document Revisons

    The Show comments and events field will still be populated so can have a record that the document was, indeed, purged.

  5. After you click on the Purge button, you will receive a pop up message. If you are certain you are purging the correct document,  then click the OK button.
  6. Once you click the OK button, the document number you purged will be seen in the Deleted Documents screen with the document title renamed to "Document content purged, document ID ready to be reused!", the document Status will change to Deleted, finally, the Purge field will be grayed out.

  7. From here, those with Publish rights may edit and reuse the purged document as your KB group's workflow allows.

Recycle a Doc

One way to use a document that has already been purged is to recycle it. Users with our without Publish rights can do this by clicking on the Documents tab > Recycle a Doc link.

recycleadoclink

Clicking on this link will lead you to a (randomly selected) Purged document from the list of Deleted documents found in the Trash queue.

You will be presented with a screen called Recycling Document XXXXXX. From here, you may edit this document as your KB's workflow allows. Since recycling a document is essentially creating a New Document, you will see that you have the ability to use your templates when Recycling a document. 

In the image above, we Recycled a document from the KB Team Group Site with a document ID of 19054. The red arrow is pointing to the Template field that can access all the templates the KB Team Group Site has available.

Emptying the Trash

We have seen how Admins can move documents to the trash.

trash_link_number

  1. Admins who want to empty the trash can do so. After clicking on the Trash link, you will see an Empty Trash button at the bottom right of the screen.
  2. emptytrash

  3. Upon clicking the Empty Trash button, a message will pop up warning of the decision to purge documents with the Status of Deleted.
  4. deleted

  5. Please consider your request very carefully as each institution has a document retention policy that it must adhere to. Purging the content of documents in the Trash may be in violation of your document retention policy

See Also:




Keywords:deleted trash purged inactive restored restoring bring back resurrect kb doc documents tab purge empty recycle template   Doc ID:5245
Owner:Teresa A.Group:KB User's Guide
Created:2007-01-04 19:00 CDTUpdated:2016-08-29 16:33 CDT
Sites:KB Demo, KB Demo - Child Demo, KB User's Guide
Feedback:  0   1