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Question

Merging Documents and Deleting empty Document

asked on October 10, 2019

Hi,

 

Can someone offer any solution to the following issue?

 

I Have a customer that does not want users deleting documents\entries, they do however want the user to be able to Merge documents.

 

We have set the users with the Access rights of MODIFY, and also Delete\Delete Document pages but have taken away the feature right 'Delete'

 

The Merging works well, the issue is :- 

 

If they merge two documents completely ( other than the odd page ) they are left with an entry with no pages that they don't need anymore, as the user has no delete entry rights it cannot be removed, How can this be handled?

Hope someone can help

Regards

Mark

 

 

Megre documents.jpg
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Answer

SELECTED ANSWER
replied on October 10, 2019 Show version history

I've had several clients with this issue; they don't want users to have delete permissions, but need to address how users will get rid of documents no longer needed. There are 2 ways to handle that:

1) You can actually give the users 'Delete' rights, but not 'Purge' rights. This will allow users to delete those documents, and they'll go to the Recycle Bin, but the users cannot purge them from the Recycle Bin. In this scenario, you would also turn off the auto-purge on the Recycle Bin, so all "deleted" entries will remain in the Recycle Bin until an Administrator manually purges them (or restores them to their original location if they were wrongfully deleted).

2) For clients that still aren't comfortable with #1, I've created an additional folder in the repository called "z_RecycleBin" or "z_Deleted" (or similar; the leading "z" keeps it at the bottom of the folder tree). Then, users can cut/paste documents they would normally want to delete into that z_RecycleBin folder. This way, they are not actually deleted and sent to the real Recycle Bin, but they are out of the way and no longer muddying up their day-to-day use folders with unnecessary documents. (Repository Admins with 'Delete' privileges can check in on that folder regularly to verify and actually delete those entries, if necessary)

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replied on October 10, 2019

To add to Dustin's answer, in scenario 2 you could also set up a workflow to check documents on that folder. If they have 0 pages, the workflow can delete them. If they have 1 or more page, the workflow can do something else with them (route them to a different folder, send an email to the user who put the document in the z_Delete folder, etc)

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Replies

replied on October 10, 2019

Hi Dustin and Brian,

 

Thanks for your comments. I was thinking the workflow option of Removing 0 Page files was the way to go, but i also like the idea of the delete but, not purge option.

 

Thanks for the responses

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