nitrc:Future User Guide - Docs Administration

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Deleting an Existing Document

Only members with document administration privileges can delete documents. The document administrator uses the Docs Admin functionality to edit the state of the document so that it is no longer visible to other users or to permanently delete the document. For more information refer to the Deleted Documents section below.

Docs Admin

A member with document administration privileges can administer the documents. From the Tool/Resource Admin page, click "Docs Admin" in the Tool Admin section; from the tool/resource pages, click the "Docs" menu link, then click "Admin" at the top of the page. The Docs Admin page shows all documents by state and category. The Admin section allows you to:

Add/Edit Document Folders: Each document must be categorized. Document folders are set up for that purpose. Click "Add/Edit Document Folders" to show the existing document folders and to add more document folders.

To edit a document folder, click on the document folder name. You may change the document folder name or make it a sub-folder by selecting the parent folder that it belongs to. Click the "Edit" button to submit your changes.

To add a document folder, enter the new folder name. If the folder is a sub-folder, select the parent folder that this one belongs to. Click the "Add" button to create the new document folder.

Edit Documents: You may edit the document information, including uploading a new version of the document. Click on the appropriate document folder, if necessary, and then click on the document name that you would like to edit. The Edit Document form will be displayed (see Submitting a New Document for a description of the fields). You may change any of the document information, including the document state. The document states include:

Active Documents: Active documents are displayed to all users, including observers, on the View Documentation page.

Deleted Documents: Old, outdated documents may be given a status of "deleted." Deleted documents are not shown to any users, including document administrators, on the View Documentation page, but they still exist in the system. (If you want to actually remove a document from the system, you must click "Click here to permanently delete this document and all its corresponding information." at the bottom of the page.) To reinstate a "deleted" document, simply select the document from the Docs Admin page and change its state to something else.

Pending Documents: Pending documents are waiting for your approval. Pending documents are not displayed to any users, including document administrators, on the View Documentation page.

Hidden Documents: Hidden documents are only displayed to your tool/resource members on the View Documentation page. (Hidden document should only be displayed for document administrators on the View Documentation page; they should be hidden from all other users, including tool/resource members. Currently, there is a bug that allows tool/resource members to browse hidden documents, making hidden documents function the same as private documents.)

Private Documents: Private documents are only displayed to your tool/resource members on the View Documentation page.

Approve/Publish Pending Submissions: You may approve pending documents by changing the state of the document. In the "pending" section of the Docs Admin page, click on the document group, if necessary, and then click on the document name that you would like to approve. The Edit Document form will be displayed. You may change any of the document information, but you must change the State from "pending" to "active" to post the document. Click the "Submit Edit" button to submit your changes.

Note: Document administrators can receive e-mail notification of submitted documents that are awaiting their approval for publication. The tool/resource administrator provides their e-mail addresses at the bottom of the Admin Edit Public Info page.