About Check-Ins

Document may automatically prompt you to check in a file when you close it. If you are not prompted to check in a file, you can check in the file manually. The factors that determine whether Document prompts you to check in a file automatically are the Check-in file user option and the location where you open the file.

  • The Check-in file user option allows you to select whether Document prompts you to check in a file when you close it. Any time you open a file directly from Document, this option is applied. See Setting Document User Options for more information.

    • Tip: We recommend that you select the Document user option that allows checked-out files to be checked in automatically. This user option streamlines the check-in process. See the Frequently Asked Questions about Check-ins, below, for more information.

  • Document will not prompt you to check in a file if you open it from the Drafts folder on your computer. When you open a file from this location, you must use the manual check-in procedure below.

The file is deleted from your Drafts folder when you check it in. Files stored in managed storage will be assigned a new version number in the file history. Files in extended storage do not receive version numbers. Once the check-in is complete, other staff members will be able to check out and edit the file.

Frequently Asked Questions About Check-Ins

ClosedWhat are the differences between the Check In, Update Only, and Cancel Check Out options?

  • Check In. The revised file is uploaded to Document and made available for other staff members to check out.
  • Update Only. Your revisions are uploaded to Document, but the file remains checked out. This option ensures your edits are saved to Document, while allowing you to continue working on the file. Other staff members will not be able to check out the file.

    Note: CaseWare files stored in extended storage may be available for other staff to edit, even if you select Update Only. See Checking Out a File Manually for more information.

  • Cancel Check Out. Any edits that have been made to the file while it was checked out are reversed, and then the file is checked back in to Document. See Canceling a File Check-out for more information.

ClosedWhen I tried to check in a file, I received an error. What does it mean, and how do I fix it?

Listed below are some of the most common errors that occur when users check in files. If you receive an error other than these, we recommend contacting your Document administrator.

Error Likely Causes and Suggested Solutions
Check in failed. Error detail: The socket connection was aborted. There may have been a temporary server or network connection issue. First, verify that the file did not check in. (It may have checked in despite the error. )

If it did not check in, check in the file manually.

If the error persists, contact your Document administrator, as there might be a network issue.

The following errors have similar causes and solutions:

  • The process cannot access the file because it is being used by another process.
  • FileName: <Filename> [Direct edit in progress.]
  • FileName: <Filename> [The file is in use by another program. You must close the file before proceeding.]

The file is still open on your local workstation, or the native application has not yet released the file. Verify that the file is closed, and then try to manually check in the file.

ClosedI edited a file that is published to portal. When I check in the file, will my edits be visible to portal users?

Yes, your edits will be visible to portal users automatically when you check in the file.