Check Out/In Documents

Check Out/In Documents

Check Out/In Feature

Check Out/In Feature allows a user to be able to mark the document(s) as ‘Checked out’. Checked Out documents will appear in the same user's Work Areas > Checked Out Folder. While document is checked out by a specific user, no other user can check out/in the same document.

Check In document(s) when a new revision of the document is ready to be imported to Content Central.

Steps to Check Out and Check In

These steps apply to Content Central v7.

To Check-out a document

Login as user with EDIT Permission.
Navigate to a document to check out.
  • CHECK on the document Card or CHECK on the document in the List View.
  • Or, click to preview the document.
Click ‘Actions’ tab to open the Actions Panel.
From the Actions Panel, select ‘Check Out’.
From the ‘Check Out’ pop up menu, click ‘CHECK OUT’.



While the document is checked-out:
  • The document is marked as ‘checked out’ for ALL user to see. 
  • Depending on Document-Properties Settings, field values may or may not be updated while the document is checked out.  The Properties Panel may prompt " This document is checked out and cannot be modified ".
  • The document will appear in the ‘Work Area’ > ‘Checked Out’ Folder of the user who checked-out the document.
  • The Document History will show the ‘Check out’ Action.
Optionally, download the checked-out document to the local computer. Make necessary changes to the document using the document's native or default application.

To Check-in a document

Login to Content Central as a user who checked out the document.
Go to ‘Work Areas > Check Out’.
Select a document for Check-in:
  • CHECK on the document Card or CHECK on the document in the List View.
  • Or, click to preview the document.
From the Actions Panel, click ‘Check In’.
From the ‘Check In’ menu, click on ‘Choose File’ and then navigate to the revision of the document file to check-in or import to Content Central, as a new revision of the checked-out document.
Click ‘Check In’.




After successful check in:
  • The document will be removed from ‘Work Area’ > ‘Check Out’.
  • The Document will be revised and will show the latest or uploaded version.
  • The Document History will show ‘Check In’ Action.

To Undo Check out

Login to Content Central as a user who checked out the document.
Go to ‘Work Areas > Check Out’.
Select a document to Undo Check out.
  • CHECK on the document Card or CHECK on the document in the List View.
  • Or, click to preview the document.
From the Actions Panel, click ‘Undo’.
  • The checked-out document will be unmarked as 'Checked Out' without any revision.

An "Admin" or member of the Administrator can also "Undo" Check Out while previewing a checked out document. 


Check Out System Setting

Go to ‘Administration > System Settings’ Page to set the appropriate Check-Out settings.

Click ‘Apply’ at the bottom of ‘System Settings’ page to apply the changes.


Allow document properties to be modified when documents are check-out  

This setting is found under 'Document-Properties Settings'.
While CHECKED, the document properties or field values may be modified when the document is checked out.
While UNCHECKED, the document properties or field values may NOT be modified when the document is checked out.

Allow document to be checked out while in Approval Process  

This setting is found under 'Approval Process Settings'.
While CHECKED, documents can be checked out while in Approval Queue.
While UNCHECKED, documents cannot be checked out while in Approval Queue.

Hide checked-out documents in the Approval Queue from other users of the same group

This setting is found under 'Approval Process Settings'.
While CHECKED, the checked out document will show in the Approval Queue only for the User who checked out the document.
While UNCHECKED, the checked-out document will show in the Approval Queue for all the members of the Approval Group.




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