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. While the document is checked out, other users cannot edit it and they will not see your changes until you check it back in. Also, your changes are not saved in the Enterprise 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 in to Enterprise. 

One you finish editing the document, you will check it back in. This allows others to see your changes, check it out to make edits, and saves the updated document to the Enterprise database.

In this article:

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.

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.

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 page opens with a list of documents checked out by the current user.
  • Navigate to the My Checked Out Documents page.

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

  1. Navigate to the Find Documents page and click Clear to remove any existing filters from the page.
  2. Select Checked Out from the Status field in the search filters. If you can not see the Status field on your page, you may need to add this through Edit Layout.
  3. Click Search. A list of currently checked out documents displays.
  4. 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 window 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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