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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.
note
You'll lose edits made to the file since it was last saved back to
GoFileRoom
.
  1. Go to
    All Programs
    ,
    GoFileRoom
    ,
    GoFileRoom ControlPanel
    .
  2. Select the
    Local Files
     tab.
  3. Mark the checkbox for the checked out file.
  4. Select
    Options
     then
    Undo Checkout
    .
  5. Select
    OK
    .
Undo checkout in AdvanceFlow
If you are an
AdvanceFlow
 user and have been granted the Undo Checkout permission, you can undo the checkout from
AdvanceFlow
.
note
You'll lose edits made to the file since it was last saved back to
GoFileRoom
.
  1. In
    AdvanceFlow
    , 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.
note
You'll lose edits made to the file since it was last saved back to GoFileRoom.
  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. Mark the checkbox for the checked out file.
  6. Right-click the checked out file and select
    Override Checkout
    .

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