Checking out a document indicates you are currently working on that document. When it's checked out, other users can open the document and view its contents, but they can't make or save changes to the document.
If your document is under version control, all changes made when the document is checked out will be saved as a single version. This allows you to easily combine related changes into one version, which helps keep the version history more compact and allows you to group related changes for easy review or reversion.
The check out feature is available for all documents under version control. If a document is not under version control, check out is only available if it is an electronic document. Folders and shortcuts cannot be checked out.
In addition, all checked-out documents can either have their changes saved via check in, or can have their changes discarded via undo check out. Checking out a document works differently for imaged documents and electronic documents, as explained below:
- Electronic documents: Electronic documents can be checked out regardless of whether they are under version control. When an electronic document is checked out, a copy is saved to your local device, and changes made to the document are saved in the local copy. Therefore, other users will not be able to see interim changes until they are checked in.
- Imaged documents: Imaged documents can only be checked out if they are under version control. When an imaged document is checked out, no local copy is saved. This means that other users will be able to see your interim modifications before they are checked in.
Checking Out a Document
- Select an entry in the Folder Browser.
- Checking out an imaged document will lock the document so no one else can make changes to it.
Note: Laserfiche imaged documents must be under version control to be checked out.
- If checking out a Microsoft Office document (Word, Excel, etc.), the option to download and use the Laserfiche Office Integration will appear. Documents checked out using the Office Integration do not need to be downloaded before you can open them, and they do not need to be re-uploaded to save your changes. Instead, with Office Integration, they will open automatically. You can then make changes to both the document itself and its metadata. You can save changes while working with your document as well as when you're done working, and you can decide how you want to save those changes (for instance, as a new version or an entirely new document).
- If checking out a non-Office document (i.e., PDF), the document will be downloaded to your local device.
- Add any comments about the check out (i.e., why you are checking it out) and press OK.
- A pencil
will appear next to the document in the repository, indicating it has been checked out.
Check Out Details
Users can view details about checked out documents (i.e., who checked it out, when it was checked out, etc.).
- You will be able to see
Undo Checkout
Undoing the check out of a document prevents your changes from being stored in Laserfiche. After undoing the check out of a document, other users will be able to modify it or check it out.
Check In a Document
Once you are finished making changes to a checked-out document, you can check it in. If you check in a document that is under version control, it will automatically be checked in as a new version. If you check in a document not under version control, you can choose to place your document under version control and save as a new version, overwrite your changes, or save it as a new document.
When you check in a document that is under version control, all the changes that you made while the document was checked out will be saved in a single new version in the version history. The original state of the document will be retained as the prior version in the history.
- If checking in a Laserfiche imaged document, press Upload to upload a document from another application as a new version. Add any check-in comments, then press OK. Or, press OK without uploading a document to check in your changes and unlock the document.
- If checking in an electronic document, you can check in the same document you checked out as a new version, a new document, or as a new document overwriting the existing documents. Or, you can press Upload to upload a document from another application. Add any check-in comments, then press OK.
Note: If you upload a document as a new version of an imaged document, the latest version will be displayed when switching to the Electronic File view in the app.
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