Documents of Document Type Support Document for Process are ‘external’ documents that have been linked to a Process using the Link Documents function from within the Process. When doing this, a document is actually created in SOLABS and the Document Type is set by default to Support Documents for Process. This is the same for any ‘external’ documents linked to a Training Activity or to a Task but in these cases the Document Type will be respectively set to: Support Document for TA or Support Document for Task.
When using the Link Documents function from within a Process, a Training Activity or a Task, the documents are created in specific Hidden folders in the Document Treeview (Process Related Items, TA Related Items, Task Related Items folders). These folders are visible and accessible only by users having Administer privileges on those folders. This includes any users in the role SOLABS System Administrator for the documents linked to a Process or a Task and any users in roles SOLABS System Administrator + SOLABS Training Administrator for a document linked to a Training Activity (unless the privileges were modified on the hidden folders).
If documents that are linked to a Process, a Task or a Training Activity are no longer required, the first way to ‘get rid’ of these is:
❶ Remove the documents from being linked using the Remove Links function.
This function is available:
- For a Process while the Process is in a status of ‘In Process’. When the Process is Completed, this function is not available anymore.
→ Required privileges on the Process to have this function: Act On
- For a Training Activity while the Training Activity is in a status of 'Active'. Once the Training Activity is Closed, this function in not available anymore.
→ Required privileges to have this function: available only to SOLABS Training Administrator
- For a Task at any time.
→ Required privileges to have this function:
For tasks in a Task group that is Under Construction or On Hold: Modify
For tasks in a Task group that is Active: View for Assignee
For tasks in a Task group that is Closed: Administer
However, removing the link will NOT retire the document. If the document was linked in an Approved & Effective status it will just be removed as a Related Item from the Process, the Training Activity or the Task. It will still exist in the specific Hidden folder location where it was stored when originally linked. If the document was linked in an Authoring status, then the document will be deleted from the specific Hidden folder location.
❷ Retire the documents through a Retire Cycle.
- These documents can be put through a Retire Cycle in the same way as a document created within SOLABS. As mentioned above, users must have Administer privileges in order to see and access these documents so would need the same to retire them.
- In this case, the retired document will remain linked to the Process, Training Activity or Task but will be visible in the Related Items section only by users having the privileges to see retired documents (Administer).
Can the Retire Cycle be done through a Document Control Process?
It is NOT possible to retire documents of Document Types Support Documents for Process, Support Documents for Training Activity or Support Documents for task through the DOC Control Process because these Document Types are excluded from the list of Document Types available.
NOTE: It is also NOT possible have documents of these Document Types superseded by another document because they will not be retrieved in the results when searching for the document to be linked as superseded.