Locking documents for editing (checkout)

You can lock a document for editing a local copy while preventing other users from making changes.

To lock a document for editing

1. Select the document that you want to lock.

2. Go either to a Document preview or to a Document details view.

3. Expand the menu Document and select Check Out from the menu.

   The checkout action is disabled if you do not have the edit permission or if the selected document is already locked.

4. After a successful checkout the document is shown in edit mode. The edited document is listed in the Locked Documents panel (see Structure of the document view).

5. The padlock icon is displayed for a locked document:

   

   If the status has not changed, try a refresh by expanding the menu Document and selecting Refresh Document from the menu.

   Hover the mouse over the padlock icon to identify the user that is currently working on the document and to see the lock time.

   A lock marker for this document is displayed in the hit list, if your system administration has activated this feature (also see Document markers).

To save an edited copy or to check in a locked document

After editing a locked document either in the document preview or in the document view the following steps can be executed to complete the changes:

1. Click the button Save.

   The save dialog will be displayed:

   

   Figure 951: Saving the locked document

   There are two options:

   • Save Working Copy: Changes of the document will be saved persistently in your personal working copy. This version cannot be seen by other users, and the document stays in the locked mode.

   • Save and Checkin Document: The changes will be saved and the document will be published, so other users can finally see the new version.

2. Select one of the two options and click Ok.

To view a locked document

You can view the list of documents that are locked by you:

1. Go to the Documents view, open the documents sliding panel and expand the panel Locked Documents.

2. All the locked documents will be available in the list as links:

   

   Figure 952: List of locked documents

3. To open a locked document, click the corresponding link.

   The document will be opened in the document view and listed in the Opened Documents panel (see Structure of the document view).

To lock a document for editing in OfficeClient (special case)

If the OfficeClient module is licensed and configured, an ImageMaster document with MS Office attachments can be locked and opened directly in the native MS Office application to edit it.

1. Select the document that you want to lock. Only single selection is supported.

2. Go either to a Document preview or to a Document details view.

3. Expand the menu Document and select Checkout to MS Office:

   • If several attachments are available, select the attachment to be locked from the expanded menu.

   • The checkout action is disabled if you do not have the edit permission or if the selected document is already locked.

   • After a successful checkout, the document is directly opened in MS Office,

     or (depending on browser settings) it is offered for download and you must open it manually.

   • In this state the document view displays a notification:

     

     Figure 953: Notification message after successful checkout to MS Office

4. The following options are available:

• Cancel Checkout releases the document lock. If you confirm with Ok here, you can no longer publish the changes from MS Office.

  

• Refresh Document refreshes the view to show the latest changes. Use this after publishing from MS Office when you return.

See [UM OfficeClient] for more information on handling MS Office documents.