Checking an item in and out

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With document control, groups of users can edit items via a check-in and check-out process. This feature restricts a user from editing the item while it is being edited or checked-out by another user.

If an authorized user checks the item out, the item is locked and other users cannot edit this item. From the folder area in Edit mode, a message similar to "Checked out by: USERNAME" is displayed next to the item. However, a user can always view the item in read-only mode by clicking the link beside the message.

To perform this task, you must be logged on as the folder owner or have the appropriate folder or item-level privileges; for example, Own Folder, Manage Items, or Create With Approval privileges.

To check an item out for editing and to check an item back in:

Note: If you are already in the folder containing the item that you want to work with, skip to step 4.

  1. In the Navigator, click the Content Areas tab to navigate to Path: Content Areas.

  2. In the Name column, click the content area link that contains the item you want to work with.

  3. The content area home page (root folder) is displayed with all the sub-folder links that were chosen.

    • If necessary, click a sub-folder link to view the contents of a given folder.

    • If you do not see the folder that you want to work with, this means that you have not been granted the appropriate folder access privileges. See your content area administrator to gain access.

  4. Click Edit folder located on the main banner to switch to Edit mode.

This displays the item management tools next to all the items in the folder.

  1. Click checkout.gif beside the item to check the item out.

    When an item is checked out, the item is locked to prevent other users from editing it. The message "Checked out by: USERNAME" is displayed next to the item.

  2. Click the item's display name link.

  3. From your browser's File menu, choose Save As to save the item to a directory on your machine.

  4. Edit the item accordingly and save the item again.

  5. Return to the folder area where this item is located.

  6. Beside the item, click checkin.gif to check an item back into the folder. The Item Manager is displayed.

    hlp_exclam.gif Only the user who checked out the item may check the item back into the folder. Until this is done, other users will not be able to edit the item and the message will remain displayed.

  7. From the Item Manager, upload the updated item as required.

  8. Click OK.

The item is again available to other users to edit.

Note

Related Topics

Adding an item
Editing an item

What is item version control?
Granting access privileges to your item
Granting access privileges to your folders

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