Vault has two (2) types of checkout functionality to version documents: Vault File Manager and standard checkout. Each type allows you to take existing documents from Vault, make necessary changes, and upload the new version back to Vault. If you already have the updated source file for a document, Vault allows you to upload that version without needing to check out previous versions.
Vault File Manager for Windows
If you use Windows 7 or later, you can install the Vault File Manager client. This client allows you to check out multiple documents at once using a bulk document action. From the client, you can see your checked out documents and even check them back in without opening a browser window. The Vault File Manager client makes it easy to work with documents offline, without losing track of your files.
Admins must enable Vault File Manager for each Vault and users must install the client. Learn more in Vault File Manager for Windows.
Standard Checkout
With Standard Checkout, the functionality is more basic, since Vault relies on your browser to handle the download and upload. You’ll also need to specify where to download the file on checkout and manually locate the file when you check the document back in.
How to Check Out Documents
In order to change the source file for a document, you need to check it out. Doing so locks the document for other users and lets them know that you are working on it. While a document is checked out, other users cannot check it out or start a workflow.
To check out a document:
- Select Check Out from the Actions menu in the Library or the Doc Info page.
- Vault locks the document and downloads the file to your local computer.
- The document will remain checked out until you select Check In or Undo Checkout from the Actions menu.
How to Undo Document Checkout
To unlock a document that has been checked out without checking in a new source file, select Undo Checkout from the Actions menu in the Library or the Doc Info page.
The user who checked out the document can always access this action. Any other user must have the Edit Document role-based permission and either the Application: Document: Cancel Checkout permission or the Document Owner role on the document.
How to Check In Documents
After completing your changes, you can check in a new version of the source file. When you do so, Vault uploads the file, checks it back into Vault, and increments the minor version of the document (0.1 to 0.2, for example). Note that there are limits for source files.
When you check out a document using Vault File Manager, you must use Vault File Manager to check it back in. If you want to check in a new version via Vault instead, you must first undo the checkout. The file will remain in the Vault File Manager client, but you will not be able to check it in.
To check in:
- Select Check In from the Actions menu in the Library or Doc Info page.
- With enhanced checkout, Vault automatically locates the file that was downloaded during checkout. If needed, you can select a different file. With standard checkout, you will need to locate and upload the file manually.
- Enter a Version Description for the update. Other users may view this description in the document’s Version History.
- Click Check In.
How to Upload New Versions
If you already have an updated version of the document source file available, you can upload the new document version without needing to check it out first.
To upload a new version:
- Select Upload New Version from the Actions menu in the Library or Doc Info page.
- In the dialog, select a file to upload to Vault.
- Enter a Version Description for the update. Other users may view this description in the document’s Version History.
- Click OK to upload. Vault will automatically increment the minor version, for example, from 0.1 to 0.2.
Note: This feature must be enabled by an Admin.
How to View Previous Versions
To view previous versions of a document:
- Open the document’s Doc Info page.
- Click the Actions menu and select Version History.
- In the dialog, click on the prior versions to see their source file and document fields.
Version History Dialog
On the Doc Info page, click the Actions menu and select Version History to open the Version History dialog.
Customizing the Grid
Within the Version History dialog, an Actions menu appears on the right side of the grid and offers options for editing how data appears:
- Edit Columns allows you to change which metadata appears in the grid, including document fields.
- Truncate Cell Text/Wrap Cell Text options let you toggle between truncating (showing only the first part of the value) and wrapping (showing any characters that don’t fit on a second line) text that is too big to fit in its column.
When you use these options to customize how your data displays, the changes do not affect other users. Vault remembers your last selections and reapplies them when you return to the page.
Actions on Checked Out Documents
Checking out a document limits the actions that you and other users can take on it:
- You cannot delete the document without a security profile that grants Power Delete permission.
- You cannot move the document to a new lifecycle state.
- You cannot start a workflow on the document.
- You cannot execute a web action on the document.
Related Permissions
The following permissions control your ability to check out documents:
| Type | Permission Label | Controls |
|---|---|---|
| Document Role | Edit Document | Ability to check out and check in a document and upload a new version |
| Document Role | View Content | Ability to view a document, including viewable renditions, and check it out |
| Document Role | View Document | Ability to view that a document exists and view its metadata |
| Security Profile | Power Delete | Ability to delete a document that is checked out |