How to remove a document

Once a document reaches the end of its life cycle, is considered to be discontinued and won't be subjected to any revisions, it can be removed. A removed document is essentially a document that isn't immediately accessible for user viewing. However, it'll remain in your AGIR for tracking purposes. 

Careful not to confuse a removed document with an obsolete version of an active document. All obsolete versions (previous or outdated versions of the document) are automatically managed by AGIR's version system. This tutorial focuses on the concept of removing a document.

 ATTENTION  If you choose to fully delete the document instead of removing it, the document will be permanently erased from AGIR, therefore it is not possible to recover it. A removed document will remain in your AGIR for tracking and file history purposes, and it can be recovered.

How to remove a document?

1. To remove a document, access the document's workflow view, search for the document and click on Change State.

2. Select the status that corresponds to Removed (consider that this document status may have other names or designations in your company's AGIR, which is configured according to your company's requirements). Then, click on Move.

A confirmation pop-up window should appear. Click Yes.

3. All done! The document is now removed. It will no longer appear in document viewing lists, nor in the native AGIR search.

How to view a removed document?

Consulting a removed document can be done by adjusting specific filters.

1. To view a removed document, access the document's workflow view and click on Filters and Reports. You may also access Filters and Reports in other views (ex: All Documents).

2. Within the Filters and Reports menu, selecct the status that would correspond to Removed (as mentioned previously, be mindful that your company may have a different or designation for this status, according to the configuration in your AGIR).  

3. A list containing all removed documents in this workflow will be displayed. Select the document in order to consult its contents.

 TIP  For safety reasons, AGIR will add a note written as "Removed" in your removed documents, stamped in red.

 PERMISSIONS   To remove a document, you'll need one of the following permissions: Document Owner (in case this property is active), Workflow Administrator or AGIR Administrator. To view a removed document, all you'll need is is reader permission.