IBM FileNet P8, Version 5.1.+            

Modify a document

When you want to modify one or more documents at the same time, you must first check out the documents. It opens the document 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 that the document is checked out by a specific user and only that user can check the document back in.

After you have completed your changes, you can check the document back into an object store. When you check in one or more documents, the version information of the document is updated. The documents are then available for other users to check out. Other users can always view and download a copy of a document, regardless of whether it is checked out. You can check in documents directly from Workplace XT or from integrated Microsoft Office applications using Application Integration.

You can modify multiple documents at the same time. When those documents reside in a folder with one or more entry templates associated with it, Workplace XT allows you to work with your selected documents before you check them in or out of an object store. For example, you can remove specific documents before checking in your documents.

When your documents are tracked, Workplace XT can locate the documents on your local machine after you check it out from an object store. You can then easily locate the document if you want to cancel the checkout, save, or check in the document. You can also automatically delete the local copy of a document from your local machine after you complete a checkin procedure or cancel a checkout procedure. The delete capability is determined by your site administrator.

Check out a document

You can check out or check out and download one or more documents at the same time in Workplace XT. If you check out a document, you can optionally download the document you are checking out after you check out a document. The Check Out and Download action allows you to check out and download documents at the same time. You can overwrite existing documents on your local machine before you download your documents from the object store. If you check out and download one document, you can open the file.

Some of the documents you want to check out and download might be filed in multiple folders. Workplace XT cannot process the documents if your administrator specified the hierarchical folder setting for the Download folder structure site preference. This setting re-creates the folder hierarchy in which the documents were stored in an object store on your local machine. For example, if your documents were stored in an object store called My Object Store\my folders\, the same folder structure is created on your local machine as C:\My Object Store\my folders. Use Select Folder to specify one of the folders in which the documents are filed. Workplace XT can then download and track those documents on your local machine.

Check in a document

You can check in one or more documents at the same time using the property values and access rights from the previous version. You can check in documents in any of the following ways:

Cancel a checkout

You can cancel the checkout of one or more documents to make the them available for others to check out. For example, you might have checked out a 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.



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Last updated: July 2011


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