Editing Documents

The Check In - Check Out feature allows you to maintain document integrity by preventing simultaneous edits and overwrites to any document. To make changes to documents, you must first check them out of the document repository to your local computer, make changes then check them back in.

Check out a document

•	Select the document to be edited.

•	From the File menu, select Check Out.

From the list view panel, right click on the document and click on Check Out.

•	This will check out the document. You can open the document in the associated application for editing or you can choose the appropriate program from the list.

Note:

•	You can set to open all the PDF files by default in Docsvault PDF Editor by making changes in Tool >> Options/Check In/Out.

Check Out a document

Security:

•	To edit a document, you must have at least 'New Version' rights to the document or be the owner of the document.

A checked out document has a 'lock' image superimposed over the original icon.

Note:

•	Multiple files or folders selected for check out will be opened in its associated application for editing.

•	When a single folder is selected for check out, it will take you to the location where it has been checked out on your local computer.

•

You can open only up to 5 documents in their associated application during check out process. This is to prevent multiple applications opening up at the same time and freezing the computer. All selected documents will be checked out to the check out folder but only the first 5 will be opened in their native applications.

•	While checking out a folder, you have a option to include all files in sub folders to be checked out simultaneously. For more information see Check In / Check Out in 'Options'.

Working with checked out document

When you are done with editing the document, save the file from the editing application's save option. This will save the changes made in the file in the check out folder on the workstation, and not in the document repository on the server. Your document remains checked out until you check them in manually even if you close the document's editing application.

Note:

•	The default path for check out folder can be set on the client computer from Options. For more information, see 'Check In / Check Out'in 'Options'.

Check In a document

•	Select the checked out document.

•	From the File menu, select Check In. Or

From the list view panel, right click on the document to display the popup menu. From the popup menu, click on

Check In.

•	In Check In window, check the box next to 'Create New Version' if you want to create a new version of the document.

Check In a document

•	Enter the comment in 'Version notes'. (optional)

•	If you wish to delete the files from checked out folder, click on the check box next to it.(optional)

•	If you wish to release a new version of this document but continue to work on it, click on the check box labeled 'Keep files checked out'.(optional)

•	Click OK button to save the changes made in the document to Docsvault.

Note:

•	Checking in a document will release the document 'lock' and will save the changes made in the document.

Discarding the changes

If you do not want to save the changes made in the checked out file, you always have the option to discard them. For this,

•	Select the checked out file

•	From the File menu, select Undo Check Out

From the list view panel, right click on the file to display the popup menu. From the popup menu, click on Undo

Check Out

Note:

•	The checked out file can not be overwritten by using any copy/paste or drag and drop options until checked in.