Making changes to a document in an object store involves first checking out the document using the Check Out action. Once you complete your changes, you can check the document back into an object store. When you check in a document, the document version information is updated and the document is available for check out. Other users can always view and download a copy of a document, regardless of whether it is checked out.
If you have File Tracker installed, it tracks a document on your local workstation after you check it out from an object store. You can then easily locate the document should you want to cancel the checkout, save or check in the document. Another helpful feature is you can automatically delete the local copy of a document from your local workstation once you complete a check in procedure or cancel a checkout procedure. The delete capability is determined by your site administrator.
You modify a document in the following ways:
Checking out a document opens it for editing and locks it in the object store until you check in a new version. Depending on the site preferences for the object store, the document is checked out in collaborative or exclusive mode. A collaborative checkout means that with the necessary permission, you can check in a document even if the document is currently checked out to someone. An exclusive checkout means the document is checked out by a specific user and only that user can check the document back in.
To check out a document
NOTE If Check Out does not appear on the menu, one or more of the documents you selected cannot be checked out. Re-select a different set of documents.
NOTE If you click Close without selecting a location in which to save the document you are checking out, the document is checked out, but it is not downloaded and tracked by File Tracker.
To check out a document from an Office application
You check out a document from an object store to modify that document's content. While the document is checked out, you can do one of the following actions:
NOTE If you click Cancel in the Save As dialog box to cancel the checkout, the document is no longer in a checked out state. You must cancel the checkout. The Save As dialog box only appears if your site administrator set the Show Save As preference option to Yes. See your site administrator for more information on this setting.
Use a list of checkouts to view documents currently checked out to you. Only documents associated with the Office application you are currently using and those documents checked out by you appear in the list. For example, if you are using Word, only Word documents appear in the list.
The list is also used to establish file tracking when you perform a procedure that requires an association between your local document and its corresponding document in an object store, such as checking in or saving a document. If tracking has not been maintained, you are prompted to use the list to establish the file tracking. For example, you check out a document and are now checking it back in from an Office application. If you choose, the list provides a list of documents currently checked out to you, and you can associate your local document to one of those checked out documents.
To access a list of checkouts from an Office application
Choose one of the following options, depending on your application.
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When you check in a document, the document version information is updated, and the document is available for others to check out. Other users can always view and download a copy of a document, regardless of whether it's checked out. For more information on document versions, see Manage document versions.
You can use the Checkin wizard and Quick Check In to check in a document from Workplace or from an integrated application. The difference between the two procedures is Quick Check In provides a faster method to check in a document without changing the document class, properties, or security.
The Checkin wizard steps can vary depending upon how the document is checked in and how your site administrator has customized Workplace. If the document was created with an entry template, the template can specify that the document must be checked in using the latest version of the entry template. Since entry templates usually provide a simpler interface, you might see fewer steps than when checking in documents created without an entry template.
To start the Checkin wizard
Click one of the following Check In document wizard steps for more information. You might not see all of these steps.
The Set Properties page displays the default (base) object class and shows the properties assigned to that class. You can select a subclass created by your system administrator.
To change the object class
Click the Change Class link at the top of the page and select a class.
To set properties
Security protects your documents in Workplace. It controls the permission given to both users and groups to view or work with objects. You can change the security when you check in a document.
To assign a security policy
To set or modify security
Complete the checkin of your document by selecting the file that is the source of your document content.
NOTE If you are checking in a document from an Office application, you do not need to select a file. You already have the document opened and selected and the location from which your document was checked out is tracked by the Check Out List.
If File Tracker is available, select the Delete Local File option if you want the local copy of the document you are checking in to be deleted from your workstation once your document is checked in. Your site administrator determines whether or not you can override the default setting for this option. Close the local copy before you complete the deletion.
If your Workplace logon information does not match an IS account, you are prompted to log on with your IS account information. This information is saved as long you are logged into Workplace with your current browser session for subsequent interactions with IS.
The Quick Checkin action provides a fast method to check in a document without changing the document class, properties, or security. The only wizard page displayed is the Select File page for you to locate the new version of the document. Quick Checkin uses the default setting for "Check in as major version" (Properties page) as defined by your site administrator.
To check in a document using the same information as at check out
Delete Local File appears if File Tracker is available. Select this option if you want the local copy of the document you are checking in to be deleted from your workstation once your checkin procedure is completed. Close the local copy before you complete the deletion. Your site administrator determines whether or not you can override the default setting for this option.
NOTE
If your Workplace logon information does not match an IS account, you are prompted to log on with your IS account information. This information is saved as long you are logged into Workplace with your current browser session for subsequent interactions with IS.
To check in a document from an Office application
After you modify a document, from the FileNet P8 menu, click Check In Document.
You can cancel the checkout of a document to make the document available to others for checkout. For example, you might have checked out the document to make changes, and later decided that the changes were not needed. When you cancel the checkout, the document returns to the previous version state and version number it had before it was checked out. For more information on document versions, see Manage Document Versions.
NOTES
To cancel a checkout from the Author page in Workplace
A list of all the documents currently checked out to you from that object store is displayed. You can click Object Stores in the Path to select a different object store.
When File Tracker is available, the Cancel Checkout page appears. It displays the location of the local copy of the document you checked out from an object store, and then downloaded to your workstation. Click Browse to specify the file that corresponds to the document checkout you want to cancel. Use Browse to also locate a document if it was previously tracked, but no longer available.
In addition, click Delete Local File if you want the local copy of the document checkout you are canceling to be deleted from your workstation once the cancel procedure is completed. Close the local copy before you complete the deletion.
NOTE You might come across some instances where a file is deleted while it is still open and after you specified you wanted the local file to be deleted.
Your site administrator determines whether or not you can override the default setting for the Delete Local File option.
To cancel a checkout from Browse or Search
NOTE File Tracker is not available when cancelling the checkout of several documents.
When File Tracker is available, the Cancel Checkout page appears. It displays the location of the local copy of the document you checked out from an object store, and then downloaded to your workstation. Click Browse to specify the file that corresponds to the document checkout you want to cancel. Use Browse to also locate a document if it was previously tracked, but no longer available.
In addition, click Delete Local File if you want the local copy of the document checkout you are canceling to be deleted from your workstation once the cancel procedure is completed. Close the local copy before you complete the deletion.
NOTE You might come across some instances where a file is deleted while it is still open and after you specified you wanted the local file to be deleted.
Your site administrator determines whether or not you can override the default setting for the Delete Local File option.
To cancel a checkout from an Office application