Work with documents

Make a checked out document available again in GoFileRoom

Scenario

You're prevented from making edits to a document that should be available because its status is stuck as checked out.

Causes

GoFileRoom
 changes a document's status to checked out when it's opened in Edit mode. When it's saved back to
GoFileRoom
, the checked out status is cleared and other users are able to edit the file.
The following circumstances can prevent
GoFileRoom
 from clearing the checked out status of a document:
  • When a user who opened a file for editing had an application or system crash, or a loss of network connection or power.
  • When a user has tried to edit an email message saved to
    GoFileRoom
     it will remain checked out to that user.

Solutions

Save the file back to GoFileRoom
If a copy of the edited file exists, follow these steps to save it back to
GoFileRoom
.
  1. Find the edited file by using one of the following methods.
    1. In
      Microsoft
      Word
       or
      Excel
      : select the
      GoFileRoom
       tab, then
      Display Local Files
      .
    2. To find
      Microsoft
      Word
       or
      Excel
       files in
      Windows Explorer
      , go to
      C:\Users\[username]\AppData\Roaming\GoFileRoom\GFROffice\docs
      .
    3. To find PDFs in
      Windows Explorer
      , go to
      C:\Users\\AppData\Roaming\GoFileRoom\GFRAcrobat\Docs
      .
  2. Double-click the checked out file to open it.
  3. Select
    Save to GoFileRoom
    .
  4. Select
    Save the document to GoFileRoom and close document
    .
Undo checkout with GoFileRoom ControlPanel
You can follow these steps to undo checkout if you have installed the
GoFileRoom
 ControlPanel.
  1. Go to
    All Programs
    ,
    GoFileRoom
    ,
    GoFileRoom ControlPanel
    .
  2. Select the
    Local Files
     tab.
  3. Tick the checkbox for the checked out file.
  4. Select
    Options
     then
    Undo Checkout
    .
  5. Select
    OK
    .
Undo checkout in Engagement Manager
If you are an
Engagement Manager
 user and have been granted the Undo Checkout permission, you can undo the checkout from
Engagement Manager
.
  1. In
    Engagement Manager
    , select the engagement.
  2. Select the
    Workpapers
     tab.
  3. Right-click the checked out file and select
    Administration
    , then
    Undo Checkout
    .
Override check out with the Document Tracking report
If the edited file doesn't exist, follow these steps to override checkout.
  1. Select
    Reports
     then
    Document Tracking
    .
  2. Select a drawer from the
    Drawers
     drop-down list.
  3. Select
    Checked Out
     from the
    Status
     dropdown list.
  4. Select
    Search
    .
  5. Tick the checkbox for the checked out file.
  6. Right-click the checked out file and select
    Override Checkout
    .