KB User's Guide - Documents Tab - Inactive Document
This document will discuss the Inactive document.
Inactive Documents Screen
To see documents with the status of Inactive, go to the Documents Tab > Inactive link (see the navigation bar on the left). The integer within the parentheses represents the number of documents in that status. In the image below, the red arrow is showing there are 3 Inactive documents in that a specific KB space.
This link will lead you to the Inactive Documents screen. You may use the filters (such as Find, Search term, Keywords/fts, Topic etc.) to narrow down the exact set of Inactive Documents you wish to see. For details about these Search filters, please click here.
Status of Inactive: Setting it Manually
Documents in the Inactive Documents screen have the status of Inactive because that status was deliberately selected (e.g. the radio button next to the status of Inactive was enabled and the Submit button was clicked). This is the only way a document can be inactivated;
- deliberate single document inactivation
- status of Inactive was consciously and deliberately selected during a Batch Update or a Batch Transfer.
By setting a document the status to Inactive, all Internal and or External SiteAccess will be removed. The image below shows the Inactive radio button (on the far right) that is enabled.
You can see exactly who deactivated a document by clicking on the triangle next to Show comments and events at the bottom of each document. Upon clicking on the triangle, it will change to Hide comments and events.
The Expired Inactive Document
An Inactive document can also be Expired. After the document is set to the status of Inactive, the Expiration date stays intact. Should the Expiration Date pass in an Inactive document, it will be marked as "[Expired]". The image below shows 3 Expired documents, one of which has the Expired flag highlighted in yellow and the status of Inactive also highlighted in yellow.
If you look at the Document Information Table (found at the bottom of the document), you will see the Expiration date of the document is in red and bolded. The SiteStatus of "(Inactive)" is greyed out.
Reactivating an Inactive Document
With the appropriate KB permissions, you may reactivate a document that has a status of Inactive. All you have to do is make the appropriate updates to the the Body and/or other parts of the of the document, select the status of Active and click on the Submit button. Please remember to set your desired SiteAccess as they had all been unchecked upon Inactivation.