Checking out a document to work on it prevents other users from working on the same document version and inadvertently overlaying your changes. Other users cannot update a document until it is checked back in.
>> To check out a document, edit it, and check it in
| 1. | Log on as a user with access to Life Cycle Options> SDMS> Documents and open that branch in the console. |
| 2. | To check out the highlighted document to work on it, click Check Out. The link becomes disabled after a document is checked out and the Edit link is enabled. If you want to cancel this action, click Undo Check Out. |
| 3. | After you check out a document, it also opens in an application for editing according to its file extension, such as a .doc file opens in Microsoft Word. You can edit the document immediately; however, if you close the document, it remains checked out. |
| 4. | To edit the document later, highlight the checked out document and click Edit. When done editing the document, click Save and close the editing application. The document must be closed to be checked in. Do not save it with a different name (do not use the Save as option). |
| 5. | When you are ready to check in a document, click Check In. The Upload new version window opens, in which you can: |
| • | Accept the default file name, which is the original name, or type a new file name. |
| • | Use the Available Revisions drop-down list to select the next revision number according to the relevant numbering format. |
This new version replaces the last version in the window; however, you can view all versions by marking the Show All Versions check box. Then earlier versions are displayed in the All Versions pane at the bottom of the window.