Manage orphans folder
Managing your documents effectively helps keep your system running smoothly. This section discusses the following:
What are Orphaned Documents?
Orphaned documents are files that have been removed from their original folders but still exist in the system. They're stored in the Orphans folder to prevent accidental loss of data.
Documents and folders that have been removed can be restored by moving them from the Orphans folder into another folder.
Who Can Manage Orphaned Documents?
If you're a Manager user with the Advanced Authors role, you can review and permanently delete orphaned documents and folders.
Why is Managing Orphaned Documents Important?
Managing orphaned documents helps you:
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Keep your document system organized
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Save valuable database space
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Improve overall system performance
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Manage records more effectively
Deleting Orphans
From the Orphans folder, the following can be deleted:
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Specific documents
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Specific folders
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All orphaned content
Caution: Once an orphaned document is deleted, it is permanently deleted from the database and cannot be recovered.
Best Practices
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Whenever you remove documents, it is a good idea to run the Links to orphans report. This helps you identify and fix links in active documents to ensure they don’t point to orphaned documents, which could cause access issues for users.
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If your organization has many authoring teams, we recommend running Links to orphans report regularly.
How to Delete Orphaned Documents
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Go to the Document Management page.
The folder tree is displayed.
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Select Orphans folder.
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Select the orphaned document or folder you want to remove.
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Select Details & Actions > Properties > General properties
The General properties pane displays.
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Click Delete.
The confirmation warning dialog box displays. -
Click Remove.
Manager permanently removes the document or folder from the database.
- Once an orphaned document is deleted, it is permanently deleted from the database and cannot be recovered.
- You can delete orphaned documents even if they're related to other active documents in the system. This includes documents that were copied to create other documents.
- You might temporarily see deleted documents in search results because they are still stored in the system cache. These documents will disappear from the search results when the cache refreshes automatically.
- When you delete an orphaned document, all its version history is also removed.
Also Read: Reinstate Orphans