Check In Document

Explanation

Use this activity to check in document revisions and their attached document files to the repository. The document is automatically unreserved when it is checked in, and other users may then view or edit it.

If the document revision does not have a connected document file, you can attach a document file to the document revision and check in the two together. A view copy can be checked in along with the document file. These two files must reside in the same location, have the same file name, but have different file extensions. For example, the view copy is named mydoc.pdf whereas the original document file is named mydoc.doc. Other files can be checked into a document revision if they share the same file name but have different file extensions. When checking in a document, the types of documents that can be checked in are displayed in the Files of Type field in the Choose file for Check in dialog box.

Prerequisites

Edit access to the document revision is required.
An existing document revision must be checked out, or a new document revision is created without a connected document file.
You must be the user that checked out the document revision.
The file type of the document to be checked in should be registered in the EDM Basic/File Types tab.

System Effects

The document file and the view copy file (if it exists) are checked in to the repository.
If the After Initial File Check-In, Delete Local File check box is selected in the User Settings window, the first time the document file is checked in, it will be removed from the local check-out path location. With subsequent check-ins, the file is always removed from the local check-out path.

Window

Document Object Connections
Document Revision
Project Navigator

Related Window Descriptions

Document Revision
Document Revision/General
Document Object Connections
Project Navigator
Project Navigator/Project Documents

Procedure

Use one of the following procedures to check in your document file.

Checking in a document file for the first time:

Open the Document Revision window.
Query for a document revision without an attached document file.
Click Check In to open the Choose File for Check-in dialog box.
Select a document file and click Ok. The document file is then checked in and connected to its document revision. The File Status field on the Document Revision/General tab will display a value of Checked In.

Checking in a document file after editing it:

Open the Document Revision window.
Query for a document revision with an attached document file that you have checked out. The File State field on the Document Revision/General tab displays a value of Checked Out.
Click Check In. The file is then checked in to the repository. The File Status field on the Document Revision/General tab will display a value of Checked In.

Note: You can also Check In document files by selecting them in the Document Revisions window and using the relevant right mouse button options. Multiple documents can be checked in by selecting multiple rows in this window. Macro settings and Name files using settings will not be considered when checking in multiple documents.