Overview
Document Owners can retire a Controlled Document directly from the document record in CQ without creating a formal Change Order. This method is ideal for quick expiration when a formal change process is not required.
By following this process, organizations maintain regulatory compliance, ensure accountability, and preserve a complete audit trail for all document retirement.
Prerequisites
Available in: Controlled Documents
Installed Package: CQ Core - Winter 2025
Optional Extension Packages: CQ Forms, CQ Laboratory Issues, CQ Process, and CQ EHS - Winter 2025
User Profile: Standard User
Permissions: CQ Base User PSG and CQ Document Owner PSG
Document Status: Draft, Pre-release, or Current
Instructions
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From the Controlled Document record, Edit the Expiration Date to define the new date for expiration.
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Click the Workflow tab to verify Approvers needed for Obsolescence Approval. See Defining Approvers for more information.
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Select the Submit for Obsolescence Approval option from the Action Menu.
Results
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The header of the record displays the current Approval Status.
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The Workflow tab displays an Overall Approval Status of In Approval.
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An email is sent to the Approver(s) based on Step notifying them that the record has been submitted approval.
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An Approval Task is created and assigned to the Approver(s).
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The Approval Task is now available on the Approver's Home page, CQ Items task list.
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The Submitting Record for Approval activity is logged under the History tab.
Troubleshooting
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Check back for new articles
Additional Resources
CQ Resources
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Retiring Document via Change Order
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Performing Document Reviews for Retirement
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Viewing Obsolete Documents
Summer 2026