Checking a Document In and Out

enaio® webclient 9.10 »

To edit the content of a document in enaio®, you must first check out the document and then check it in again in enaio® after editing it. Check in and check out are used to prevent access conflicts in enaio® when editing documents if they were downloaded to the local file system.

Document files are checked out via the context menu using the function Edit content icon Edit content (also see Editing Document Content). Checked-out documents are shown with different status icons.

You can upload downloaded and edited document files again using the context menu and the Check in icon Check in function, amongst others. The process for checking in documents is described in Editing Document Content.

If documents that have been checked out for editing have been deleted from the local file system in the meantime, a message is displayed during the check-in attempt and the Check in content dialog opens. You now have the option of uploading another file to check in the document in enaio®. You can also press cancel in the Check in content dialog.

If you do not want to upload the modified document file or cannot do that because it has been deleted, you can check in the document in its initial state again using the Discard changes icon Discard changes function available in the context menu.

Documents can only be checked in by the user who checked them out.

The following applies if you are using enaio® webclient as desktop application:

If you have checked out documents for editing in other applications, you cannot check these documents in again in enaio® until they are closed.

The desktop application of enaio® webclient cannot be closed until you have checked in all the checked-out documents again. The user is notified if documents are still checked out when he or she exits or logs out of the desktop application of enaio® webclient. The following options are offered to the user in a dialog:

  • Cancel (closing the client/logout attempt is aborted)

  • Check in (all documents that are checked out are checked in; any changes are applied)

  • Discard changes (all checked-out documents are checked in; any changes are discarded).

The following applies if you are using enaio® mobile:

In enaio® mobile, you can also check in documents with the “Share” or “Send to” function of the apps installed on your mobile device. To use this function, at least one document must be checked out. If no document is checked out, you can only transfer the shared or sent document to the external tray of enaio® mobile.

When checking in a document, make sure that the document type of the checked-out document is also compatible with the file format of the document to be checked in.

Open the document to be checked in with an app on your mobile device. Go to the “Share” or “Send to” function of the app and select enaio® mobile as the target app. The following options are available to you in the dialog below:

  • File in open location (creates a new document object in the enaio® filing system if a filing location is opened in enaio® mobile)

  • Check in the edited document (a list of all checked-out documents are available for check-in; any changes will be applied at check-in)

  • Store in external tray (transfers the selected document to the external type of enaio® mobile for subsequent filing in the enaio® filing system)

Checking In Documents via the External Tray

Documents you transferred to your personal external tray in enaio® webclient as desktop application or in enaio® mobile can also be checked in via the external tray via the Check in icon Check in as document function you can find in the context menu (see Filing Documents from the External Tray).