Document Management: Document Version Control
FAQ
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 FileHold library. The library
retains a unique copy of every version uploaded to the system ensuring
that documents can be rolled back to a previous version if need be.
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.
How do I check a document out of the library?
Select the document and click the Check Out button in the FileHold toolbar.
You will be asked to confirm where you want to save the file on your local
machine after you have checked it out. Select a location to save the file
and click OK. The below image is of the FileHold toolbar as shown in a
folder view.
How do I know if a document is checked out of the
library by another user?
Once a document is checked out the document is locked and prevents anyone
else checking out the file. The file is clearly marked out as “Checked
Out” along with the date/time and user who checked out the document.
Can users access a document that is checked out
of the library?
Other users can still open a read-only copy of documents that are checked
out. Only the user that has the document checked out of the library can
make edits to the documents.
How do I know which documents I have checked out
of the library?
Users can view a list of documents they have checked out of the library
by clicking on the My FileHold > Checked out documents
view in the library tree. As well in search results or folder views they
can see which documents are checked out by the document status column.
Documents that are checked out are highlighted red. Go to the metadata
and properties panel for a document to see who checked out a document
and when this occurred.
How do I check a document back into the library?
Only the user that checked the document out of the library can check the
document back in. Use the contextual menu associated with the file you
want to check in and select the Check In option. In the below screen shot
taken from the XYZ folder using the FileHold Desktop application you can
see that the status of the Sample Employment Agreement document is Checked
out. By right clicking on the document the user can select the Check-In
Document option to start the check in process.
What does Check-In No Changes mean OR How do I undo
a check out of a document if I didn't make any changes to it?
When a user selects the Check-In Document option the
below dialogue box appears prompting the user to select the new version
of the document. At the top of the dialogue the option 'I have not changed
these document(s). Please undo the check out of these files' 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 and the user selects
a new version of a document then on click of the Check-In
button (and upload of the file to the system) the new document selected
will be the latest version of the document.
Options also exist for the user to edit the metadata associated with the
document after it has been checked in and/or to automatically email notify
all folder members that the document has been checked in.
Can I Check In more than one document at a time?
Using the FileHold Desktop Application smart client users are able to
check-in more than one document at a time. This option is not available
when accessing FileHold library using a web browser.
How can I access a previous version of a document?
FileHold stores unique copies of each version of a document. The following
link describes in detail how to access the version
history of a document.
|
