Track a document
File Tracker is a feature that tracks a document on your local workstation after you check it out from an object store. This tracking feature allows Workplace to easily identify and locate the document should you want to cancel the checkout, or save or check in the document. Depending on your site preferences, File Tracker can automatically delete a document from your local workstation once you add, save content, or check in that document to an object store, or if you cancel a checkout.
File Tracker only tracks documents checked in and out of folders on the same tree.
For example, specify a folder, C:\TrackedFiles, in the File Tracker section of Site Preferences. Check out a document and download or move the file to any folder or subfolder in C:\TrackedFiles. File Tracker locates the file to check it back in, even if the file was re-named.
However, if the file was checked out or moved to a tree other than C:\TrackedFiles (for example, D:\TrackedFiles, or C:\Accounting\OfficeFiles), File Tracker cannot locate the file. File Tracker assumes the file is in the C:\TrackedFiles folder or a subfolder.
If the file is not found, a warning message appears in the Check in dialog. You must browse your file system to manually determine which file to check in.
Your site administrator determines whether File Tracker is accessible to you. In Workplace, you must install File Tracker to track your documents.
Using File Tracker
When you are checking out a document in Workplace you can specify the location on your workstation in which the document you are checking out will be downloaded or accept the default location. During a save procedure or add procedure, you have the option to delete the local copy of the document you are saving or checking in from your workstation once the add or save procedure is completed. Your site administrator determines whether or not you can override the default setting for the Delete local copy site preference.
During a cancel checkout procedure, the location of the local copy of the document you checked out and downloaded to your workstation is displayed. You can locate the file that corresponds to the document checkout you want to cancel. You can optionally delete the local copy of the document checkout you want to cancel.
When File Tracker is available, multi-content documents are not supported and the multi-content actions are disabled.
Microsoft Windows Vista operating system
If you are running File Tracker on a Vista operating system and you are unable to use the Delete local file option when you add or check in a document, add the Workplace server to the Trusted Sites list in Internet Explorer®.
Check out using File Tracker
When your documents are tracked, you can specify the directory location on your workstation to where you want to check out your documents. You can also specify opening the document immediately after checking it out of an object store.
To check out a document while using File Tracker
- Select the documents you want to check out and click Check Out.
- Choose one of the following options:
- Click Save As to change the location to which you want to download or check out a document. If your site administrator defined this site preference, you can also click Save As to change the location to which you want to check out a document
- Click Save if you accept the location. If the document you are checking out already exists on your local workstation, the Save As dialog box will appear.
NOTE If a document with the same file name as the one you are downloading or checking out exists in your save location, that file will be overwritten.
- Select Open File (for single items only) if you want the document opened immediately after it is downloaded.
Feedback