Schedule the Removal of Documents from a Project

You can schedule the export and permanent removal of documents from a project for a future date. You choose to either export and remove documents from all pools linked to the project, or a subset of pools. You can schedule multiple document removal tasks for a single project.

The export location is defined in the Document Removal Settings, under Administration Zone > Document Management > Configure DMS. Document export jobs run outside of your organization's busy hours, which you set under System Configuration > PIM Configuration. When an export runs, it creates a folder hierarchy to match the hierarchy of the selected document pools.

Attention: This task permanently removes all file versions, linked data, and associated entity links after the files are exported. If you want to export documents from a project without removing them, see Export and Remove Documents Linked to an Entity Record.

To schedule the removal of documents from a project:

1. Navigate to the project.
   You can search for projects using the Search Projects link in the Activity Zone. Projects that you are linked to also appear on the History tab on your contact record, and in the Projects dashpart in the Personal Zone.
2. On the header bar of the project, click .
3. On the Document Removal screen, use the Removal Name field to enter a user-friendly name for the removal schedule.
4. In the Scheduled Date field, click , and then select a date for the removal.
5. By default, all documents from all pools linked to the project will get removed. To remove and export documents from a subset of document pools, do the following:
   1. Click Choose Pools.
   2. On the Choose Pools dialog box, select the check box of each document pool that you want to remove documents from.
   3. Click Apply.
6. Click Schedule Removal.
7. Click Yes, Proceed.
   Both you and the system administrator receive an email notification in advance of the commencement of the removal process, and another when the removal process has completed.
   By default, email reminders are sent 4 weeks before documents are scheduled for removal. You can change the notification period via the DMS Configuration page in the Admin Zone. For information, see Document Export and Removal.

If you access PIM through the cloud, you must log a case with Deltek Customer Care to request access to the files after an export job has completed.