KB User's Guide - Documents Tab - Inactive Document

This document will discuss the Inactive document.

    Inactive Document Queue

    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.

    Left navigation bar_Inactive queue link

    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.

    Inactive document screen and search and display filters status set to Inactive

    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.

    Editor mode showing status options - Inactive radio button 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.

    identify who deactivated the document in the doc journal

    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.

    Inactive Documents queue showing docs that are expired

    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.

    Doc Info Table shows in KB Admin Tools shows Expired date

    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 Body and/or other parts of the of the document, select the status of Active and click on the Submit button. Set your desired SiteAccess as they had all been unchecked upon Inactivation.

    Keywords:inactive inactivate status expired expire inactivated deactivate take down reactivate disable   Doc ID:36821
    Owner:Teresa A.Group:KB User's Guide
    Created:2014-01-28 16:17 CSTUpdated:2021-10-29 10:24 CST
    Sites:KB User's Guide
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