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Recall and Retract

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Introduction

Recall:

The Recall feature is used when a document was published in error and you want the document removed from the libraries of all the recipients of the document.

Recalling a document removes all versions of the document from all the libraries of the recipients.  Separate steps are used to Recall a document from a specific user or to Recall a specific version of a document.

If a document is still in the user's Inbox when the Recall feature is used, it will also be removed.

Retract:

The Retract Document feature is used when a document is no longer relevant.  For example, a document might have been published a number of years ago, but it is no longer required and you want to remove it from the libraries of all recipients of the document. 

Retracting a document removes all versions of the document from the libraries of all recipients.  Separate steps are used to Retract a document from a specific user or to Retract a specific version of a document. 

If a document is still in a user’s inbox when the Retract feature is used, it will also be removed. 

Recalling a document
 
To Recall a document from everybody, right click on the document to be recalled and select Recall document from the dropdown list.  Capture R1.PNG
You will be prompted to enter a reason for the recall.  This reason will be displayed on the View Retractions page.  Capture R3.PNG

Recalling a revision

  

To recall a single version of the selected document from all libraries, right click on the specific version of the document to be recalled and select Recall Revision from the dropdown list.   

Note: the previous revision will be added back into the libraries.

 clipboard_e155bd2b1523d540e2fd8d1f4c1e95343.png
You will be prompted to enter a reason for recalling this version of the document.  The reason will be displayed on the View Retractions page.  Capture R7.PNG

Recalling from individuals

  
To recall a document from an individual user, go to the Publications list pane by right clicking on the document and selecting View publications containing this document.     Capture R8.PNG
From the Publications list pane, click the Full user breakdown tab.  Capture R9.PNG
To recall the publication from one user, select the user, right-click and select Recall publication for this user clipboard_eb7c4ae1dbb9cbbd7268aba12c45a70d0.png
To recall the publication for multiple users, click on the first user, hold down the keyboards’ Ctrl key and then click on each additional user.  clipboard_e3e9896b91e351ad9a3fa00c870d98746.png
Click on the Recall button in the bottom right-hand corner of the screen clipboard_e720ff7a2c23430b6f79abb0c7536fc68.png
Enter the reason for the recall and click Yes to recall the publication from the selected user(s).  Capture R11.PNG

 

Retracting a document
To Retract a document, right click on the document to be retracted and select Retract document from the dropdown list. Capture R2.PNG
Your will be prompted to enter a reason for the retraction.  This reason will be displayed on the View Retractions Page.  Capture R4.PNG

Retracting a revision

  

To retract a single version of the selected document from all user libraries, right click on the specific version of the document to be retracted and select Retract revision from the dropdown list.  

Note: the previous revision will be added back into the libraries.

 clipboard_e628bb66c93bc34a2e7a8cfbd2ab824d5.png
You will be prompted to enter a reason for retracting this version of the document.  The reason will be displayed on the View Retractions page.  Capture R4.PNG

Retracting from an individual

  
To retract a document from an individual user go to the Publications list pane by right clicking on the document and selecting View publications containing this document.    Capture R8.PNG
From the Publications list pane, select the Full user breakdown tab.  Capture R9.PNG
To retract the publication from one user, select the user, right-click and select Recall publication for this user clipboard_e78ba605671c27a81fabe6c69970fac04.png
To recall the publication for multiple users, click on the first user, hold down the keyboards’ Ctrl key and then click on each additional user.  clipboard_e3e9896b91e351ad9a3fa00c870d98746.png
Click on the Retract button in the bottom right-hand corner of the screen clipboard_ef86c7aaa85ae3d5f65b90c5e09203f16.png
Enter the reason for the recall and click Yes to recall the publication from the selected user(s).  Capture R11.PNG

Viewing Retractions

  
Click on View Retractions to see a list of all policies that have been recalled or retracted. Capture R15.PNG
Set the date parameter and/or User name and click on Search. Capture R16.PNG
The list of Retracted and Recalled policies is displayed.  Capture R17.PNG

 

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  1. Article type
    How-to
  2. Tags
    1. PolicyHub
    2. Recall and Retract
    3. Recall Policy
    4. Retract Policy