iconAsite Workspace Application allows you to check out the latest document/s for editing while downloading the documents. Only one user can check out documents and edit the files at a time. You need to have Publish permission or Admin permission on a folder to be able to check out document revisions.
The checked out document revisions will be locked for editing for the users other then the one who has checked out the document.
A new revision can not be published either from Asite Navigator or Asite Workspace, unless a lock is released on document revision.
Checked out status and Lock icon is displayed up on checking out document revision.
One can trace the audit trail to view the updated history.
You can check out multiple documents at a time but linked documents, place holders, paper documents, already check out document by other users are excluded from being checked out.
1. Select document/s from document listing.
2. Click on download icon
3. Select Lock for editing option
4. Document will be checked out and downloaded.
5. All the users on the Revision Distribution List of the checked out documents will receive the email notification as per their user preference set.
Check Out Status:
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Displayed to user |
Icon displayed in Application |
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Asite Navigator |
Asite Workspaces |
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Closed pad lock - |
Users who have not checked out particular revision |
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Open pad lock -
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1. Users who checked out particular revision
2. Users with Admin permission on folder
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FAQs:
Q: I have publish permission on a folder and want to publish a revision which is not a place holder from publish document window but not able to publish a revision.
A: You can not publish a document revision if that document is checked out by other users. You can publish a document revision once only the document revision is checked out.
Q: I am on the document revision distribution list but not receiving email notifications for checked out documents.
A: You can receive email notification for checked out documents by users only if you have set the user preference ON for “For Document Revisions Checked out” in Asite Collaboration application in “Others” section of Instant Email Notification.
Q: I want to check out latest issue of a place holder but not able to check out.
A: No, you can not check out the placeholders, paper documents, linked document revisions,checked out documents by other users or if the revision you are trying to check out is not the latest revision.
Useful Links:
