Checking Documents Out

In order to prevent others from making changes to a document while you are working on it, you can check the document out, making it clear to other team members that you are working on the document.

When you are done with your edits, check the document back in and other team members can review your changes and add comments or make additional edits. For information about checking documents in, see Checking Documents In.

Checked out documents are shows with an icon in the documents list:

Locking Documents

To restrict team members from viewing or downloading the document while you have it checked out, you have the option to lock the document when you check it out. You might want to do this if you are making changes to the document and do not want team members to read the out-of-date version.

Locked documents display a padlock icon in the documents list:

Note: To see the Checked Out icon and the Locked icon, your view must include the Checked Out and Locked fields. When the view includes these fields, the status of the document is visible.

Move your mouse over the icon to view information about who checked out the document and when they checked it out.

Note: Users with Create, Edit and Delete permissions for documents can cancel (undo) a document checkout from the workspace-level Documents application.

TO CHECK a DOCUMENT out:

1. Open the Documents application.
   Note: You can also check out a document from the Workspace-level Documents application.
2. Click the Actions icon next to the name of the document you want to check out, then click Check Out Document. The Document Check Out screen opens in a new window.
   
3. To add details about your checkout, type the information in the Comments box.
4. To specify when you will check the document back in:

1. Type an Expected Return Date, or click the Calendar icon and select a date.
2. Select a time from the hours and minutes lists.

5. To prevent other users from viewing or downloading the document while you have it checked out, select Lock Document.
6. To check the document out without downloading it (if you already have a current version of it, for example), click Check Out. To check out the document and download it to your local computer, click Check Out & Download.
   
   Note: To make changes to a document, you need to work on the document on your local computer. For information about downloading documents see, Downloading a Document.

Related Topics:

• Checking Documents In—How to check in a document.
• Documents Overview—A general overview of the Documents application.
• Downloading a Document—How to download a document to your local computer for viewing or editing.
• Managing Documents—Basic information about managing documents.
• Undoing a Document Checkout—How to undo the checkout of a document by another user.

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