Document Version Control Software

Brief Overview of Version Control

To make changes to a document you must first check it out. The Check-Out \ Check-In procedure allows new versions of documents to be created and ensures that no other user is making changes to the document while you are editing it. No other user can check a document out once you have it checked out. Other users can still open a read-only copy of documents that are checked out. It is important to remember to check documents in once you are finished editing them. No one else can view your changes or check the document out to make additional changes until you check the document in.
This document management software with version control features is explained in more detail below:

Check-Out a Document

1. In the Documents Content frame, click the relevant document link.
   
2. In the lower Content frame click the Check-Out button. The following File Download dialog box will appear on screen.
   
3. To save the document click the Save button, or to immediately open the document click the Open button.
   
4. The status of the document will change to Checked Out in the document list.

Check-In a Document

1. In the Documents Content frame, click the relevant document link.
   
2. In the bottom content frame click the Check-In button to open the Check-In or Update the Document form.
   
3. To just check-in the document, select the check box next to the Check-in with no Changes field, and then click the Update button. This will check-in the original version prior to you checking it out. Use this feature if you made no changes to the document.
   
4. To automatically send an email notification to folder members that the document has been checked in, select the Email Notify Folder Members check box.
   
5. To allow other users to view information regarding this check-in record, select the Show Usage to Users check box.
   
6. To check-in a new version of the document, click the Browse button to locate the file. You can also make other changes to the document properties at this time. Click the Update button to check the document in.

Filehold's DMS software provides you with complete document versioning control over your documents to ensure proper check-in and check-out procedures are follwed; esssentially protecting documents ensuring they are not overwritten.