Common Components Help

AEF Help

Removing an Item from a Folder

The item owner and anyone with Remove access for a folder/subfolder can remove an item from the folder or subfolder. Files that are locked for edit and any item in a route cannot be removed until they are unlocked or removed from the route. When removing content from a folder or subfolder, you can choose between three options:

• remove all versions from the folder

For example, if the current version is 3, no version of the document will remain in the folder.

• remove all versions from the folder and delete all versions from the database

For example, if the current version is 3, no version will remain in the folder and versions 1, 2, and 3 are deleted from the database.

• delete only the most recent version and connect any discussions and subscriptions to the previous version

For example, if the current version is 3, it is deleted from the database but version 2 is still in the folder and all discussions and subscriptions are associated with version 2. This option is especially useful if you check in an updated version by accident.

You can only delete an item if you have Remove access for it and the item is not connected to another item, as listed in this table.

To delete this item from the database:	It cannot be connected to any other:
document	folder or subfolder item, such as an RFQ or package
package	folder or subfolder
RFQ	folder or subfolder package

!

Since quotations are always connected to an RFQ, they cannot be deleted from the database.

To remove an item from a folder

1. Click the folder name to view its content.

For instructions on accessing the category list for a folder, see Viewing Information for a Folder or Subfolder.

2. From the Content page, check the items you want to remove.
3. Click Remove from the page Actions menu.
4. Choose how to remove the item:

To remove all versions of the item from the folder but keep the item in the database, choose Remove the selections from the folder, but leave them in the database. If the document is in no other folder, it becomes an unmanaged file.

To have the system attempt to also delete all versions of the item from the database, choose Remove the selections from the folder and try to permanently delete.... See the table at the top of this topic for the kinds of items the item cannot be connected to delete it.

5. Click Done.

If you chose to remove the items only, the system removes them from the folder.

If you chose to remove the items and delete them, the system attempts to delete them. If you do not have Remove access to one or more of the items, the entire process fails and no changes are made, including removals from the folder. If you still want to remove the items, you can repeat the above procedure and choose only to remove the items. If you have Remove access but one or more items could not be deleted because they are connected to other items, the system lists the items that could not be deleted.