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Check-in / Check-out Workflow in Foxit DMS (Document Management System）

Explains the check-in and check-out workflow used to manage document versions in Foxit DMS.

Answer

This article explains the check-in/check-out workflow in Foxit DMS and how it helps manage file editing and prevent version conflicts. It covers how to check out and check in files, system behavior during checkout, and automatic unlock.

 

What is the Check-in / Check-out Workflow?

Check Out a File

Check In a File

 

 

What is the Check-in / Check-out Workflow?

The check-in/check-out workflow ensures that only one user can edit a shared file at a time, helping prevent conflicting changes.

  • Check-out locks the file for editing. Other users can still view, download, or duplicate the file, but they cannot make changes.
  • Check-in unlocks the file, saves your changes, and makes the file available for editing by other users.
Check Out a File
  1. Open the shared file in the Details View.
  2. From the More Actions menu, select Check Out.
  3. In the Check Out File window, choose a lock duration using the date and time picker.
  4. Click Lock.

After the file is checked out:

  • The file is locked for the selected duration.
  • A banner appears at the top of the file: ‘You have checked out this file until [Date & Time].

File Behavior for Other Users

When a file is checked out, the following behavior applies to other collaborators:

  • Allowed actions: View, Download, Duplicate, View and Download Activity History
  • Restricted actions: Edit, eSign, Rename, Convert to Template, Add Reminder, Modify Metadata and Tags, Share, Modify File Version, Add Related Items
  • A banner is displayed in the File Details View: ‘This file is checked out by [User’s Name] until [Date & Time].’

Checking out a PDF

When a PDF is checked out, other collaborators will not be able to edit the file in the PDF Editor application.

The message at the top of the PDF will appear for the user who checks out the file and a similar message will appear for collaborators.

Check In a File

When you are finished editing a checked-out file, you can check it back in to make it available for other collaborators.

  1. Open the file in the Details View.
  2. From the More Actions menu, select Check In.
  • The file is unlocked, the check-out banner is removed, and all actions (Edit, eSign, Delete, etc.) are re-enabled for collaborators.
  • A toast notification appears confirming the action: ‘[FileName.ext] is unlocked. Other editors can now edit this file.’

 

Automatic Unlock

If the lock duration expires:

  • The file is automatically unlocked.
  • All file actions are restored for collaborators.
  • The check-out banner is removed.