Documents that have been checked out behave differently than those that have not been checked out.
Note: In the table below, the term 'check-out user' is used to denote the user who has the document checked out.
Checked Out Document Behavior
| Item | Check-Out User | Everyone Else |
|---|---|---|
| Electronic File |
When opening an electronic file, the check-out user will view and/or modify the version of the electronic file stored on his or her computer. This local copy of the electronic file contains all the changes made since the electronic document was checked out.
The check-out user can also delete the electronic file from the electronic document. However, once the electronic file is deleted, the electronic document will no longer be checked out. |
All other users can only view the version of the electronic file stored in the repository. This version of the electronic file will not contain any changes made since the electronic document was checked out. |
| Image/Text Pages | The check-out user can add, modify, and delete image/text pages. | All other users can only view the image/text pages associated with a checked out electronic document. |
| Field Data | The check-out user can modify field data as desired. | All other users can only view the field data assigned to the electronic document prior to check out. |
| Tags | The check-out user can assign or remove tags from a checked out electronic document. | All other users can only view the tags assigned to the electronic document prior to check out. |
| Links | Any user can create or delete links to other documents. | Any user can create or delete links to other documents. |
| Versions | If the document is under version control, when the check-out user checks the document in, all changes made before check in will be saved as a single new version. | Other users can view versions in the version history, but since they cannot modify the document's contents, they cannot create new versions. |
Connecting to Laserfiche
If you open a local copy of a document that is currently checked out in Microsoft Office, you will be prompted to decide whether you want to connect to your Laserfiche repository. If you decide to do so, you will be able to check the document in and/or save it in your repository. If you choose not to do so, you can make changes and save them locally, but cannot check them back in directly to your repository.