Configure manual check-out / check-in

Check-out is an action that creates a draft version of an AODOcs document. A subset of users can update the draft. Other users can’t access the draft, but can access the main version of the document, in read only.

Check-in is an action that converts the draft into a new version of the document. The main version becomes a previous version. 

Learn more: What is check-out / check-in? 

The check-out / check-in feature can be either manual or automated through a workflow. 
As a library administrator, you can set up how your contributors can use the check-out / check-in feature manually:

 Force check-out / check-in when editing documents
 Disable manual versioning
Change the default title of draft versions


Force check-out / check-in when editing documents

As a library administrator, you can force contributors to use the check-out / check-in process every time they modify a document:

  • If contributors want to update a document, they must check-out the document and update the draft version of the document.
  • If contributors want to display their update to a wider audience, they must check-in the document. 

This option is managed at the document class level.

1. Open the library administration interface. 

2. Select Document classes.

3. Press the name of the document class you want to configure.

4. In the Security tab, select Documents are read-only when not checked out.

5. Save your changes.

image01.png


Disable manual versioning

As a library administrator, you can prevent users from creating document versions manually. All new versions will be created automatically through workflow transitions. 

This option is managed at the document class level.

When you disable manual versioning, the following features aren’t available from the user interface:

  • Create a new version of the existing attachment in the Upload pop-up

To disable manual versioning:

1. Open the library administration interface. 

2. Select Document classes.

3. Press the name of the document class you want to configure.

4. In the Security tab, select Disable manual versioning.

5. Save your changes.


Change the default title of draft versions

Important: This feature is deprecated. It will no longer be available in release 46. If you have any questions, contact AODocs support

When a user checks out a document, a draft version is created. By default it is named
Draft ${documentTitle}.

As an administrator, you can modify the default title of the draft version.

1. Open the library administration interface

2. Select Document classes.

3. Press the name of the document class you want to configure.

4. In the Parameters tab, edit the Default draft title template field. 

5. Save your changes.

image02.png

Was this article helpful?
1 out of 1 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.