Document Check In and Check Out

Document files are checked into the vault when they are created. To make changes to the document's file you must check out the files. These tasks shows you how to Check In, Check Out, Cancel Check Out and Download the documents to, or from the vault. You can access the commands from the contextual menu of the document in the VPM Navigator tree or the search results panel. The following scenario accesses the commands from the VPM Navigator tree.

This task shows you how to:

Check Out

This task shows you how to check out a document.

  1. Right-click a document in the VPM Navigator tree and select Check Out .

    The Choose File Location And Name dialog box appears.



  2. Select the directory where you want to check out the document file. Click Save. A message appears on the top right corner of the screen indicating that the command completed successfully. The document is checked out into the selected directory. You can now view and make changes to the document. The document attribute Check Out is set to True. The Checked out user attribute displays the name of the user who has checked out the file.

    Note:

    • Maturity status can not be modified if the document is Checked Out.
    • Document that is Checked Out will automatically be locked by the current user.



Cancel Check Out

This task shows you how to cancel the check out operation.

  1. Right-click a checked out document in the VPM Navigator tree and select Cancel Check Out .

    The document is marked as checked in and no modifications are made to the vault.

  2. A message appears on the top right corner of the screen indicating that the command completed successfully. The Check Out attribute is set to False.

Download

This task shows you how to download the document into a desired location.

  1. From the VPM Navigator tree, right-click a document and select Download. The Choose File Location And Name dialog box appears.



  2. Select the directory where you want to copy the file and click Save.

    A message appears on the top right corner of the screen indicating that the command completed successfully. The file is copied into the selected directory.

Check In

This task shows you how to check in a document.

  1. From the VPM Navigator tree, right-click a selected checked out document and select Check In .

    The Confirmation dialog box appears showing the path to the checked out document.



  2. If this is the file you want to check in, select Yes and the document is automatically checked back in. If No is selected, the file chooser window appears allowing you to select the appropriate file to check in. Click Yes and the document is checked in and a message appears on the top right corner of the screen indicating that the command completed successfully.

    In both cases, the file is checked into the vault, replacing the previous version of the file. In order to retain both (old and new) files you should use a new version of the document.

  3. If you refresh your search, you will see the document is now displayed with Check Out as False.



    Note:

    • Directory where you have checked out the document is displayed in the file chooser window when Check In is selected.
    • Document that is Checked In or Check Out Cancelled will be unlocked automatically.

Note:

  • Documents to which the Check In, Check Out, Cancel Check Out and Download commands apply include Word, Excel and PowerPoint file types (*.doc, *.xls, *.ppt respectively).
  • You can perform Check Out, Cancel Check Out and Download commands on multiple documents at one time. You can use Check In command for a single file only. In this example a single Microsoft Word Document will be used.
  • Maturity status can still be modified even if the document is checked out.