Using File Check In/Out function to work with documents collaboratively

Managing documents in collaborative environment can become easier with file Check In/Out system - file access control mechanism, which allows users safely share and manage files and documents. File Check In/Out feature is included in Document Depot and can be enabled by an account administrator. With this feature in place a file can be in one of the two statuses: open for others to modify (Checked In) or “locked” by editor and read-only for other users (Checked Out).

Document Depot allows sharing documents by assigning access rights to users of an account. If more than one user is given rights to edit files in the same folder, they can run into the risk of collision – a situation when users edit the same file independently at the same time. This is obviously highly undesirable, since important information can be lost or misplaced.

Checking a file out
Let’s consider an example. If John wants to update the “Presentation Notes” file, located in the folder shared by Ann, Jeff and himself, he needs to make sure that Ann does not edit the file at the same time. To close Ann’s access to the file, John needs to change the file’s status to “checked out”. Once this is done, Ann will still be able to view its content and download it on her computer, however she will not be able to check it out, edit or overwrite. The same applies to Jeff. The picture below shows “Presentation Notes” in the “locked” state, available only to John for modifications and updates (checked out file is designated by a small lock icon):

Checking a file in and allowing other users accessing it
To “unlock” “Presentation Notes” for other users to access it, it needs to be checked in. Neither Jeff, nor Ann can check the file in, since it was John who checked it out. When John finishes updating “Presentation Notes”, he can upload it back in to the system. The file will receive “Checked In” status; i.e. it will be “unlocked” for others to access. If Ann now wants to edit the document she can go thru the same process: check the file out, update it, and upload it back into Document Depot. File properties page displays file information, including users who performed file checking in and out:

Checking file in/out by a user with “folder” access
With enabled File Check In/Out feature in your account, there is a way for certain “flexibility” over file access control. This flexibility comes with allowing users, other than an account administrator, full access to checked out files. An account administrator can assign full file folder access to another user, which is called “folder” access in Document Depot terminology.

If Jeff is given “folder” access to “Shared Documents” folder, which includes “Presentation Notes” file, the picture of user access will look like this:

In this situation “Presentation Notes” checked out by John can be accessed by Jeff as well. Jeff can check it out again, modify it, and then replace it by the updated version. Jeff can also check the file back in without modifications.

Learn more about file Check In/Out and other Document Depot features: http://www.webasyst.net/document-depot.htm