Files module

Lock files with check out / check in

If enabled by the Site Administrator, any user with Add File permissions (or greater) to a folder can 'check out' sub-folders from that folder.
note
If file-level security has been enabled and a file has more restricted permissions, you may be unable to check out that file.
While checked out, the file is locked and no one else can edit or add a new version of that file; the
Add version/draft
 action menu is replaced with the
Check out
 menu.
The file is locked until you Check in the file. Normally, only you can check it back in (or cancel the check out), although a Site or Content Administrator can cancel a check out if necessary.
note
Once a file has been checked back in it is considered a new version.
To start, select
More Actions
 for the file and select
Check out
.
Select
Check out
 to download the file to your computer. The
Check out
 button changes to
Check in
. Select
Close
 to return to the list of files.
note
A notification opens if a file has an unpublished draft version and can select further options, such as
Check out draft
,
Resume editing draft
 and
Delete draft.

Locked File

If the file has been checked out by another user, if you have edit rights you can click the
Checked out
 option from the actions menu.
This page details who has checked out the page and that you cannot check out the file or edit the file's metadata. You can still download, preview and add comments to the file.

Check in a file

Make required changes to the file and when the file is ready, select
More actions
 and
Check in
.
When the
Check In
 page opens, select
Check In
and you'll be asked to create a new version.
Fill out the required details, which are identical to the regular Add new version page. Select
Add
 to create and unlock this new version of the file.
a
Alternatively, if you do not need to add a new version, they can select
Cancel checkout
 on the
Check in
 page to release the lock.

Administrators and checked out files

Files are checked out until the you
check in
 the file, or an administrator selects
Cancel checkout
.
note
  • If a file is Checked out an Administrator can still delete or move that file.
  • If an Administrator attempts to Check out an already checked out file, they can cancel the previous Check out.

This article applies to:

  • Product: HighQ
  • Subject: Documents,File Exchange