Activate or Inactivate categories or folders

When you create a record category or record folder, it will be marked as Active. However, you can specifically mark an entity as Inactive after creating it. Users cannot add new entities to an inactive category or folder and they will not see inactive categories or folders when declaring a record. Marking an entity as inactive is useful when it is necessary to review and approve the record category or folder prior to making it available for general use.

When you mark an entity as Inactive, all its child containers are also automatically marked as Inactive. At any time, you can mark an Inactive entity as Active, but note that its child containers do not automatically become Active. You need to explicitly mark these entities as Active.

On an inactive entity, you can perform all other operations such as searching, retrieving, using, or relocating the entity. You can also initiate disposition actions on an inactive entity.

To mark one or more containers as Active

  1. Browse or search for categories or folders that you want to mark as Active.
  2. Select the checkboxes to the left of the names. (You can also right-click a single entity and use the context menu instead.)
  3. From the Multi-Select Actions menu, select Activate: Activate icon
  4. Click OK to confirm the message on successful activation of the entity.

To mark a container as Inactive

  1. Browse or search for categories or folders that you want to mark as Inactive.
  2. Select the checkboxes to the left of the names. (You can also right-click a single entity and use the context menu instead.)
  3. From the Multi-Select Actions menu, select Inactivate: Inactive icon. This icon will then appear on entities marked as inactive.
  4. Enter the reason for inactivation.
  5. Click OK to confirm the message on successful inactivation of the entity.