Topics Map > Documents Tab

KB User's Guide - Documents Tab - Changing a Document's Status to "Deleted"

NoteInformation symbol

You must have full administrative permissions in your space to perform these steps. This means access to the Documents, Settings, and Users tabs.

Sometimes you may want to delete a document that is no longer necessary or that was created in error. Before moving forward, please consider the document retention policies of your KB Group and that of your institution.

What Happens When I Delete a Document?

When you "Delete" a document, the original status (e.g. In Progress, Inactive, etc.) of that document is changed to "Deleted" and the document is moved to the Trash. The "Trash" can be accessed directly via the Documents tab side navigation.

A document in the Trash can still be recovered and re-activated if needed, as long as it has not been purged. For more information on purging documents, please see KB User's Guide - Documents Tab - Purging Content in Trash Queue Documents.

Deleting a Document

There are two ways that you can delete a document from your group space, but you will first want to Archive your document before deleting it.

  1. You can click on the Documents tab and select the document that you wish to remove. Once opened, you can click the Delete button from the row of options at the top. You will be prompted to confirm this choice.

    The document review actions area is displayed with the Delete button outlined in a red box

  2. You can also do this from the document edit screen by clicking on the Save Draft / Publish drop down menu and choosing Move to trash. When this is done, the status of the document you are viewing will be updated to Trash.

    The save draft menu is visible and the Move to trash option is outlined in a red box

Once archived and deleted, the document will be found in the KB Admin Tools in the Trash queue. If the document needs to be restored at a later time, only someone with Publish rights will be able to do so. See KB User's Guide - Documents Tab - Restoring a deleted document for more information about restoring deleted KB documents.



    Keywords:
    kb user's guide user instructions delete deleting documents remove inactive trash removing inactivate deactivate 
    Doc ID:
    5724
    Owned by:
    Leah S. in KB User's Guide
    Created:
    2007-04-10
    Updated:
    2025-09-22
    Sites:
    KB Demo, KB Demo - Child Demo KB, KB User's Guide