Checking Out a Document

When a user needs to make modifications to a file, the document checked in to the vault must first be checked out of the vault.

Note: Before you perform a lifecycle operation verify that the lifecycle default view in the Preferences window is configured for the mode you require. See Configuring Lifecycle Options for details.

To check a document out of the vault:

  1. Select the document to display its profile card.
  2. From the Lifecycle menu, select Check Out.
  3. The Check Out Light Mode page appears.

    See Light Mode Check Out Page and Fields for details of all the operations and fields on this page.

  4. If you need to apply the operation to single or multiple selections with children, click to open the Check Out window in Advanced Mode.
  5. See Advanced Mode Check Out Page and Fields for details of all the operations and fields on this page.

Light Mode Check Out Page and Fields

Link to Lifecycle_Check%20Out_Light%20Mode%201.gif

Fill in the fields in the Light Mode Check Out page:

  1. The Local folder field contains the directory path on your computer where the document's file is located after performing the Check Out operation.
  2. In the Comment field, right-click to enter any comments relating to this Check Out process.
  3. Select the Do not get the file from the vault check box to not Check Out file from the vault.
  4. In the Revisions tab, select the checkbox to create a new branch.
  5. Click the Effectivity tab and perform the following:
    • Phase: Open the combo box to select an option to define the phase for this revision. This field is descriptive only and does not affect the revision status
    • Effective From/Until: Click the Date button to enter applicable dates for effectivity in these fields
  6. In the Options tab:
    • Select or clear the Copy General Link checkbox
    • Select or clear the Replace Local Files checkboxes:
      • For in-work files, select the checkbox to replace local files that were created in previous Check Out or New Release operations
      • For copied files, select the checkbox to replace files from previous copy operations
  7. Click to evaluate the Check Out operation results and remain in the window.
  8. OR

    Click to perform the Check Out operation and exit the Check In window.

    The next time the document's profile card is displayed, its status is shown as Checked Out in the state field.

Advanced Mode Check Out Page and Fields

Link to Lifecycle_Check%20Out_Advanced_Mode%201.gif

Fill in the fields in the Advanced Settings Check Out page:

  1. From the Change Operation combo box, select the action to perform:
    • Set to Check Out - Select this option to check the selected document out of the vault
    • Set to Copy File - Select this option to copy the file of a document to your working directory without checking out the document from the vault. You can view the document in your working directory, but you cannot modify it
    • Set to No Operation - Select this option to perform no operation on the selected document
  2. From the Actions combo box, select the action to perform:
    • Propagate Operation
    • Propagate Settings
    • Switch to latest
    • Replace with selected Revision
    • Show Parents
  3. In the Revisions tab, select the checkbox to create a new branch.
  4. Click the Effectivity tab and perform the following:
    • Phase: Open the combo box to select an option to define the phase for this revision. This field is descriptive only and does not affect the revision status
    • Effective From/Until: Click the Date button to enter applicable dates for effectivity in these fields
  5. In the Options tab:
    • Select or clear the Copy General Link checkbox
    • Select or clear Replace Local Files:
      • For in-work files, select the checkbox to replace local files that were created in previous Check Out or New Release operations
      • For copied files, select the checkbox to replace files from previous copy operations
  6. Click to evaluate the Check Out operation results and remain in the window.
  7. OR

    Click to perform the Check Out operation and exit the Check Out window.

    The next time the document's profile card is displayed, its status is shown as Checked Out in the state field.