Checking Out Documents

When you want to edit one or more files in a document, you need to check out the document, and then select which of the individual files in the document you want to check out and download. Assuming you have the appropriate permission, you can check out any document whose approval status is Not Approved.

When a document is checked out, no other user can check it out until you check it back in.

To Check Out Files from a Document

The steps for checking out will be slightly different depending on which browser you are using, or if the use of ActiveX is enabled or disabled for this AssetWise website.

Open the document in the Content pane containing the file(s) you want to check out.
In the Task pane, in the Edit section, click Check Out.
The Check Out window opens.
If you are using Internet Explorer 10 or 11 and use of ActiveX is enabled, then follow these steps to complete the check out:
1. In the Check Out Location field, specify which folder you want to download the file(s) to.
  Tip: You can set a default check out location under My Preferences > File Options > Default Checkout Directory.
2. (Optional) Launch files after download is on by default. You only need to turn this option off if you do not want to open the file(s) right away.
  Tip: You can set the default behavior of this option (on or off) under My Preferences > eB Web > Launch files after check out.
3. From the Files list, select which file(s) you want to check out.
4. Click Check Out.
If you are using Internet Explorer 10 or 11 and use of ActiveX is disabled, or you are using a different browser, then follow these steps to complete the check out:
1. From the Files list, select the file(s) you want to check out.
2. Click Check Out.
  
  Note: In this case there is no option to specify a check out location; instead the files will be downloaded to the browser's default download location. Also, the setting Launch files after download is not used in this case.
3. Another page opens with a list of the files you selected to check out. Do the following:
  
  If you only checked out one file, then click Save when prompted.
  
  or
  If you checked out more than one file, then click the name of each file in the list and click Save when prompted.
  
  The file is downloaded to the browser's default download location.
4. At the final prompt, either click Open to open the downloaded file, or click Open Folder to open the folder the file was downloaded to.

The check out is now complete and you can begin editing the local file(s).

If the document containing the checked out file(s) is in your basket, the document icon changes from a book to a book with a lock on it, indicated it is checked out.

When you are finished editing, you can check in the file(s). See To Check In Checked Out Files .

To Check In Checked Out Files

When you finish editing a checked out file, you can check it back in. If you checked out more than one file from a document, you can check them all in at the same time, or you can check in just the ones you want. The document itself will be checked in when the last checked out file is checked in.

Open the checked out document in the Content pane.
In the Task pane, in the Edit section, click Check In.
The Check In window opens.
Select the files you want to check in from the Files list, then click Check In.
AssetWise Web first looks for the selected files in the original checkout location. If it finds them, it checks them in. If it does not, a message opens informing you that it cannot find the files, and asks if you would like to find them. If you click Yes, then the Browse for Folder dialog opens for you to select the folder containing the checked out files. Once you select the correct folder and click OK, the files you selected to be checked in in step 3 are checked in.