Check In Files. Learning Objectives. In this Job Aid, you will learn how to: 1 Check in a file page 3 2 Check in a file of a different format page 6

Transcription

1 Check In Files Learning Objectives In this Job Aid, you will learn how to: 1 Check in a file page 3 2 Check in a file of a different format page 6 Last updated: June 3, 2014

2 Overview After you have edited a file that you have checked out, you must then check the file back into Documentum. Checking in a file removes the edited file from your computer and saves it to Documentum, making your edits available for others to view. Then, the file is unlocked in the repository, and other users can check it out. Security Info You need a minimum of VERSION permission to check in a file as a new version. You need WRITE permission to check in a file as the same version (overwrite the file). 2

3 1 Check In a File 1 To check in a file, select the checked-out file (indicated by a key icon) in the Content pane. 2 Click the FILE menu, and then select Check In. Shortcuts Press I on your keyboard. Right-click, or press Control (CTRL) and click, and then select Check In. Quick Tip Your checked-out files can be found in the My Files node where you can also select multiple files to check in at the same time. Recently checked-in files remain in the My Files node for 7 days. 3

4 3 The Checkin screen appears. Scroll and select a version, update properties, or select additional options if needed. 4 Click the button on the Checkin screen. Quick Tip Depending on your business process, when a file reaches a certain stage, you may promote it to the next major version. Unless instructed, save as the default minor version. Confirm the format of the file that you are checking in. If the format is incorrect, click on the drop-down menu to specify the correct format. For example, if you are checking in a PDF file, the format should be Acrobat PDF. More Info Refer to the Check In Quick Reference Guide for an explanation of versions, properties and other options available on the Checkin screen. NOTE Files should be opened, edited, and then checked in directly from the Checkout folder on your computer. If moved from the Checkout folder to an alternate location, a warning message appears upon check in, with a prompt to manually locate the file. More Info Refer to the Read Version Number and Label Quick Reference Guide for a detailed explanation of version numbers and labels. Note By default, Save As: is set to save the file as a new minor version. 4

5 5 The Checkin successful confirmation message appears in the Status bar. NOTE The key icon no longer appears next to the file. 5

6 2 Check in a File of a Different Format You can check out a file of one format type, change the format, and then check it back in to Documentum as a new file type. 1 In this example, the checked out file is a Portable Network Grahpics (PNG) file. To replace it with another format type, Click the FILE menu and then select Check In. Note The name of the file will include the previous extension because the extension was/is part of the original name; however, the actual file type will change. You can verify the file type by clicking the Properties icon next to the file name in the Content pane. 6

7 2 The Checkin screen appears. At the Format drop-down menu, select the format type of the updated file (in this example, JPG Image). Quick Tip When selecting format, you can type the first letter of the format option to speed up the search for the correct format. 7

8 3 Next: a Scroll to the bottom of the screen. b Click the Show Options link. c Select the Check in from file option. d Click the button. a b c d 8

9 4 Browse to the file on your computer (in this example, a JPG file), select it and then click the button. 9

10 5 The updated file name displays in the Check in from file text box. Click the button. Quick Tip When you select the Check in from file option, the Keep a local copy after check in option is selected automatically. This means that the file will still remain on your computer as well as in Documentum, although they are not linked. 10

11 6 The file is checked in. Note that the original.png file extension still displays. To view the new file extension, click the Properties icon. 7 The Properties: Descriptive screen appears. Note: a the Format is jpeg, and b the file s title still has a.png extension since the orginal file extension was part of the original file s title. a b 11