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Antenor BMS help

Delete or archive a document

You can delete a document only while it is at its first step and nobody has received it: use the trash button in edit mode and confirm after a five-second countdown. Deletion is permanent and also removes the document’s actions and attachments. Once a document has been sent, you can delete it only if it is rejected back to you at its first step; otherwise you can archive it with Archive in view mode while you own its current step or once it is published. Archiving hides the document and can be undone. Only Antenor can delete a published document. The Admin right on the module’s row does not allow it; contact Antenor support if one must be deleted. The steps are the same in every standard document module, for example Avvik or Styrende dokumenter (your company’s own module names); the fields, sections, statuses and receivers depend on your company’s setup.

Before you start

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To delete a document, all of these must be true:

  • the document is at its first step and nobody has received it; a document that was rejected back to you at its first step can also be deleted
  • it is not published
  • you own it
  • it has not been sent to anyone outside the company

The same conditions apply to deleting a new revision of a published document; see Good to know.

To archive, you need the Archive right on the module’s row, set by your user administrator, and you must either own the document’s current step or the document must be published. While someone else owns the current step, only they can archive it.

Steps: delete a document at its first step

Section titled “Steps: delete a document at its first step”
  1. Open the document in edit mode. A document you saved and did not send opens from Your in progress documents on your dashboard; click the pen if it opens in view mode.
  2. Click the trash button (Delete document) in the button bar.
  3. The Delete document dialog asks: “Are you sure you want to delete this document and all the related actions and attachments?” It also shows the date and time the document was created.
  4. Wait for the countdown. The Delete button counts down from five seconds before you can click it.
  5. Click Delete, or Cancel to keep the document.

After deleting, you return to the page you opened the document from, or to the dashboard.

Steps: archive a document

Section titled “Steps: archive a document”
  1. Open the document in view mode.
  2. Click Archive in the button bar.
  3. Write a description of why the document is archived. The description is required.
  4. Confirm with Archive.

What you should see

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An archived document is hidden from lists for users without the Archive right. Users with Archive can still open it, for example from its link, and see the button with the tooltip Archived; clicking it unarchives the document. The info panel (i) shows Archive details, and the star is no longer shown; the subscribe bell stays.

Good to know

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  • Deleting a revision. If the document has been published before and you are at the first step of a new revision, the same trash button deletes only that revision; its tooltip then says “Delete revision”. The published document stays.
  • Linked in a company menu. If the document is linked in one of your company’s menus, archiving is refused and a dialog tells you so. Your user administrator removes the link.
  • Published documents. A published document can only be deleted by Antenor; no right in your company’s user management allows it, the Admin right on the module’s row included. Antenor uses Delete document under the cog (Admin) in view mode. It asks for a reason and the document’s ID, and deletes the document together with its field values, actions, attachments and comments. To have a published document deleted, contact Antenor; otherwise archive it.
  • Actions linked to a document. An action linked to a document cannot be deleted in the Action Manager. While it is not closed, its creator or a user with the Admin level on the Super area row can delete it with the trash (Delete action) in the document’s Actions view, when that view shows them the column with the trash; see The Log, Attachments, Actions and External views. Deleting the document at its first step deletes its actions; see Create an action and send it to someone.

Next step

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Section titled “Related”