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Manually Archiving a Document

You can manually archive any approved document in the pending or published status.

Find and open the document you want to archive (see Finding and Opening a Document for help).
Click Options, and then click the Archive.

(Conditional) If a new version of this document has been started and currently resides in the draft, collaboration, review, or approval status, you will see the following alert after clicking Archive.

Do one of the following:

If you decide not to manually archive this document but instead let it be automatically archived as soon as the new version is published, click Cancel.
To continue with archiving this document now, click Next.

In the large box, type a reason for archiving the document.

(Optional) Do any of the following:

By default, no one is notified that the document has been archived. The document owner's name is added as a suggested recipient, but will not receive notification via your organization's email system unless you select the check box before the name.
To add notification recipients, click Send Notifications To. To add writers, reviewers, or approvers currently assigned to this document, click the corresponding tab, and then select user names. To include any other user as a notification recipient, click the Other Users tab, and then select users by department or job title, or search for and select specific user names. When you're finished adding recipients, click OK.
The first 70 characters of your message text are automatically inserted in the Title box. Change the title text if necessary.
If you don't want this change summary added to the discussion board, click to clear the Post to Discussion Board check box. (The change summary will still be accessible from the Document History page of the document's Overview tab. See About the Document History Page of the Document Overview .)
If the change summary is posted to the discussion board, anyone with access to the document by virtue of their document role or system permission assignments can view the discussion. To restrict access to only those selected as recipients and document control administrators, select the Make Private check box. (The change summary will still be accessible from the Document History page of the document's Overview tab.)

Click Save.

Restoring a Manually Archived Document

An archived document can be restored as long as a new version of the document has not been approved.

Find and open the document you want to restore (see Finding a Document in a Specific Status for help).
Click Restore.

In the Restore window, type the reason for restoring the document.

(Optional) To also add your typed text as a new discussion, select the Post to Discussion Board check box.

Note: The change summary text is always accessible from the Document Overview, whether or not it is posted to the discussion board. See About the Document History Page of the Document Overview .

Click Yes to move the document back to the published status.

Note: When a document is restored to published status, incomplete reading tasks are reactivated. If the document was set to be due on a date interval (a specific number of days after the reading task was assigned) or the Read Interval option was set, the interval starting date is reset to when the document was restored.