Who is this article for?

Users who are receiving email notification for Obsolete documents.

Administrator permissions are required.

Obsolete documents may continue to generate email reminders unless they are properly rejected, which can be prevented by following the correct deactivation process.

1. Understanding why obsolete documents send reminders

The system sends reminders for obsolete documents (without active revisions) because obsolete revisions may be reinstated later. This behaviour is intentional and supports organisations that rely on these reminders to track potentially recoverable documents.

2. Preventing reminders when deactivating documents

To stop receiving reminders for an obsolete document, follow these steps:

1. Navigate to the document you want to deactivate.
2. Mark the document as Rejected.
3. Complete the deactivation process.

Note: Including the rejection step in your deactivation process ensures you will not receive reminder messages for that document.

3. Managing existing obsolete documents with reminders

To resolve reminders for documents that are already obsolete, follow these steps:

1. Search for obsolete documents that have change requests.
2. Review each document to confirm it should remain obsolete.
3. Mark each confirmed document as Rejected.