Check In and Check Out Documents

When you create a new document or you open an existing document for editing, the document is set to a Checked Out status. Other users cannot edit a document at a Checked Out status until you check the document back into Enterprise. Also, other users can only view the last checked in version of the document and cannot see any changes you made to the document until you check it back in. 

Momentus recommends that you always check a document back in after you edit it. This allows other users to edit the document, and it saves the document to the database. Even though you may make changes to a document in the application (such as Word or Excel), the changes are not saved in the database until the document is checked back into Enterprise. 

Not all documents require checking and out. Certain types of documents that are not editable, such as emails, display Not Versioned in the Status field. This means that the document is not subject to check in or out of the database. 

Check In Documents

To check in a document that is checked out:

  1. Select the document.
  2. Right-click and select Tools -> Check In. The document updates to a checked in status.

Check Out Documents

When you attempt to edit a checked in document, you receive a message asking if you want to edit the document. Click Yes on the message to check the document out and edit it.

If you want to manually check out a document:

  1. Select the document.
  2. Right-click and select Tools -> Check Out. The document updates to a checked out status.

View Checked Out Documents

If a document is checked out, Checked Out appears in the Status column on the Documents tab. To see who checked out the document, display the Checked Out By column.

To view a list of documents checked out by the current logged in user:

  • Click the notification icon on the Global Navigation Bar next to the user name. A pop-up screen opens with a list of documents checked out by the current user.
  • Click the My Checked Out Documents link from the Main Menu.

To view a list of documents checked out by all users:

  1. Click the Find Documents link from the Main Menu. The Find Documents screen opens.
  2. Click the Clear button to clear any existing filters from the screen.
  3. Select Checked Out from the Status field in the search filters.
  4. Click the Search. A list of currently checked out documents displays.
  5. Show the Checked Out By column to see who checked out the document.

To find where a checked out document is located:

  1. Select the document.
  2. Right-click and select View -> Properties. The Document Properties screen opens.
  3. Select the Versions tab.
  4. View the Location column for the Current Version. This displays the location of the checked out document.   

Undo Check Out

If a document is checked out but you cannot check it back in (for example, the document is no longer available to you), you can choose to Undo Check Out. This checks the document back into Enterprise and reverts it to the previous document version. If any changes were made to the document while it was checked out, those changes are not saved. To undo a check out:

  1. Select the document.
  2. Right-click and select Tools -> Undo Check Out.

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Comments

6 comments

Date Votes
  • Mavis Yew

    Hi All,

     

    Will like to check is there a setting in V20 to set the Check-In colour to be in red?

    In V19, the document is check-in, it will be in red colour, this does not happen in V20.

     

    Thanks.

     

    Regards,

    Mavis Yew

     

    0 upvotes

  • Carrie Spalding

    Mavis,

    Currently, you can't change the colors. You can show and group/sort on status to put them at the top if that helps.  I've passed on your suggestion to Product Management.

    Thanks,

    --Carrie

    0 upvotes

  • Abhishek. Mathur

    Hi Carrie

    We had a issue with document checkout, clicked on "undo checkout" but that did not resolve the issue

    now the error message is "some files had problems and were not undone"

    Please let us know how this can be resolved?

     

    1 upvotes

  • Swathi Kondapalli

    Hi Abhishek,

    Could you resolve the above issue " Some files had problems and were not Undone" ? If so, can you please share how the issue was resolved.

    Thanks,

    Swathi

     

    1 upvotes

  • Ben Dalby

    Has there been any movement on the checked out documents notifications. We cannot check documents back in and we also cannot undo the check out. Looks like it's been an issue for 8 months looking at the comments above. 

    0 upvotes

  • Ryan G.

    Hi Ben,

    I'm not really sure from your comment if you're receiving an error or if something else is happening. Your best course of action might be to open a case with our client care team so that they can help you resolve your issue. If you would rather, you can provide specifics about your situation here and I would be happy to look into it for you.

    Thanks!

    Ryan

    0 upvotes

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