Withdraw a document or version¶
For: admins, document controllers
Goal: mark a document (or one version of it) as no longer for use, without losing its history.
Withdraw a whole document¶
- Open the document from the register.
- Select Withdraw and confirm.
The document and its active versions are marked withdrawn. The register shows the status prominently.
Withdraw a single version¶
Open the version and withdraw just that revision — useful when one revision was issued in error but the document itself lives on.
Rules worth knowing¶
- Drafts can't be withdrawn. Withdrawal is for things that were issued; a never-issued draft has nothing to recall. If a document still has draft versions, resolve them first (issue or delete).
- Deleting is different from withdrawing. Users may permanently delete a never-issued document or a draft version — appropriate for uploads made in error. Anything ever issued can only be withdrawn, never deleted.
- Issued transmittals are untouched. Withdrawal changes the register's present tense; the historical record of what was issued stays exactly as it was. The document is still accessible via transmittal portals.
Result¶
The item is flagged withdrawn everywhere it appears, and the audit trail records who withdrew it and when.