GroupWise Document Management: Checking Documents In and Out
This is the fourth in a series of articles on the topic of GroupWise Document Management. This article does not deal specifically with the GroupWise Macintosh Client, which will be covered at a later date.
By Andrew McGregor, Messaging Support Specialist
One of the neat features of the GWDMS is the ability to check documents out. In some situations, you may have several people working on a single document at the same time. But you may want to edit the document yourself, and lock the other users out. Although opening the document locks users out, it only does so while you have it open. When you check a document out, it becomes inaccessible to the other users until you check the document in. In this way, you dont have to leave the document open in order to lock the document.
Checking Documents Out
Lets look at how this is done. Start off by
selecting a document to check out.
There are a couple of ways to get to the next part. The first way is to right click on the document and choose Check out . The next way is to click on Actions in the main menu bar, and choose Check out . Well look at the right click method in this section.
After clicking on Check out , youll see the screen below.
In the Check-Out screen, youre given two options for check out. Check out and copy document means that the document will be checked out and a copy of it will be placed in a location of your choosing. Check out only means that the document will be inaccessible to everyone including you. So, if you want to work on the document while its checked out, I suggest you choose the first option. Below the "selected documents" window, there are two fields. The first one is for the file name. You can use the default name, or change it to whatever you would like. The second field is for the path to the folder where the document will be saved. As with the name, you can use the default or choose where you want the document to go. If you are satisfied with your choices, click on the Check Out button.
When the document has been checked out
you will see the text in the Selected
documents window change, and reflect, Checked
. At this point, you know the document has
been checked out. Now, you should have a document in the
folder that you chose that you could open and edit, but
no one in the GroupWise system can edit it.
Checking Documents In
Checking a document in is just as easy as
checking one out. The first thing you will need to do is
select the document reference of the document you want to
check in. Then right click on it and choose
. This will bring up the
Check-In window. The Check In
window has a number of options that we will look at.
First, we will look at the Check in method:
There are four options for the Check in method: field. I will explain each.
1. Check in and move document If you chose Check out and copy document when you checked the document out, this option will update the document in the library with the changes, delete the copy, and unlock the document in the library. If you chose Check out only, this option wont work, because it needs a valid file path to update from.
2. Check in and copy document This is the same process as the first one except the copy is not deleted.
3. Check in only This option unlocks the document and does nothing else. No changes get made to the document in the library.
4. Update without checking in This option is used when you have a copy of a document made and you want to update the document in the library without making the document available for other users to edit.
So make your choice of how you want it checked in and then we will look at the next window.
The Check in as: field has three options to choose from. Here is an explanation.
1. Checked out version - If you made changes to a document and just wish to update the document you checked out, you need to choose this option. This will leave the document as the original version.
2. New version - If you made changes to a document and would like to use the changes to form a second version of the document, then choose this option. This will use the updated version of the document that you are checking in to create a new version.
3. New document - If you dont want to update the original version and you dont want to create another version, then you will want to create a whole new document. If this is the case, you need to choose New document.
After you have decided which option to choose, go ahead and click Check In. Poof, your document is checked in.
Sometimes when checking in a document, you may want to open that document quickly thereafter. When doing this, you may get a message saying that the document is not available or that someone has it opened or checked out even though you know its checked in and not being used. What you need to do is reset the documents status. You do this by right clicking on the document reference and choosing Reset Document Status. The screen below will appear. Sometimes the document is not properly returned to the library or it hasnt been unlocked yet, which would cause you to not be able to open the document, so putting a check mark in the two boxes and choosing OK should normally take care of the issue.
Stay tuned for more neat GroupWise Document Management features next time. If you want to do some reading in the meantime, check out the topic of "Document Management" in the Novell GroupWise Cool Solutions vault.