Check in/out is a basic workflow feature/tool commonly found in most database and EDM systems. The functionality ensures control of the access and changes made to a document in the database. The user reserves the right to edit the document by checking it out. While the document is checked out by a user, other users cannot check out the same document. Once the user who checked out the document is finish editing the document he/she can check the document back into the archive, making his changes viewable to the other users of the archive. While the document is checked out by a user, other users will see the original document. Only the user who checked the document out will see the current document.
All check in/out operations are managed by the check in/out button.
A check out operation will follow the steps listed below
v Search and find the document you want to check out
v Hit the Check in/out button.
v Enter a check out label. This label is displayed to other users if they hit the check in/out button while the document is checked out by you. Use the label to explain why you checked out the document and when you expect to check it back in.
v The document is now checked out.
A check in operation will follow the steps listed below
v Before actually checking the document in, remember to save the document.
v Hit the check in/out button
v A dialog will ask you if you want to write your changes back into the archive.
Cancel will cancel the check in operation, the document is still checked out by you.
No will discard all your changes
Yes will check the document into the archive, the document is now not checked out by anybody.
The check in/out status of each document is viewable by a small icon in the status bar. It's the same image as the check in/out button, but a bit smaller. If the document is checked out by someone else, the red light is highlighted. If the document is checked out by you the green light is highlighted. If the document is not currently checked out the yellow light is highlighted.
In the Record List view all records will have a color corresponding to their current status:
v Red: Checked out by another user
v Green: Checked out by you
v Black: Neither checked in or out In the
In the Search menu there is a special command that will display all documents that are checked out by you (SearchèFind My Checked Out Documents).
If you view a document that is checked out by someone else, you can see the check out label by hitting the check in/out button.