Check Out and Check In

Document version control ensures that changes made to documents are not accidentally overwritten by other users.

To make changes to a document you must first check it out of the document management system. A unique copy of every version of a file uploaded to the document management system is retained to ensure that documents can be rolled back to a previous version if need be. It is important for users to remember to check documents in once they are finished editing them. No one else can view your changes or check the document out to make additional changes as long as the file is checked out.

Checking Out a Document       

Select the document and click on the Check-out  icon or the email and Check-out located in the document management system toolbar. You may also select the file and right click and select "Check Out This Document".

Checked Out Documents
Once a document is checked out the document is locked and it will not be allowed to be edited by anyone else who checks it out. The file will be clearly marked out as Checked Out along with the date/time and user who checked out the document from the document management system.

Accessing Documents Checked out by Others

Other users can still open a read-only copy of documents that are checked out from the document management system. Only the user that has the document checked out of the library can edit the documents.

Your Checked Out Documents  

Users can view a list of documents they have checked out of the document management system by clicking on the My FileHold Checked out documents view in the file structure. Users can also see which documents are checked out by looking at the document status column when reviewing search results or folder views.
Documents that are checked out from the records management system are highlighted red. To see who the document has been checked out to and when it occurred, see to the metadata and properties panel. 

Checking Documents into the Document Management System  

Only the user that checked the document out of the records management system can check the document back in. Use the contextual menu associated with the file you want to check in and  right click on the document the user can select the Check-In Document option to start the check in process. Users may also check in their documents from the My Checked out Documents section of the file structure OR if the file is opened in a MS Office application the document can be checked back in using the check in icon located in that applications toolbar.

Checking in using Rt. Click command.

 Checking In Files from the My Checked Out Documents section of FileHold:

• Select document
• Click on "Check In" from the toolbar (or) Rt Click and select > "Check In This Document"

Checking in documents from MS Office and Outlook.

Open file to Check In in either in Outlook or in another MS Office application.

Select Send to FileHold > Check In Document or the Check In icon from the FileHold toolbar. (In Office 2007 these commands are located in the Add-Ins tab.

Checking in Unchanged Documents                                                                                                                          

When a user selects the Check-In Document option, a dialogue box appears prompting the user to select the new version the document. At the top of the box is the option 'I have not changed these document(s). Please undo the check out of these files'. Selecting this will undo the check out for the user leaving the last version of the document as the most recent version. If this option is not selected the when the user clicks the Check-In button, the “new” file will upload to the documents management system as the latest version of the file.
There are also options for the user after the document has been checked in to the records management system.

• Users can edit the metadata associated with the document after it has been checked in
• Users can automatically email notify all folder members that the document has been checked in to the records management system.
  

Checking in Multiple Documents       

Users can check-in multiple documents onto the document management system using the FileHold Desktop Application. This option is not available when accessing the document management system using a web browser.