Configure check-out / check-in

The check-out/check-in feature is available by default on any document whenever you have been granted access to edit it.

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

As a library administrator, you can set up how you want your user to use the check-out/check-in feature.

Manage Document Editing through the check-out/check-in feature

When a user checks out a document, a draft version is created.

As a library administrator, it is possible to make contributors use the check-out/check-in process every time they want to modify a document. To do this, setting all the documents that have not been checked-out to be accessible in read-only mode.

This option is managed at the document class level.

To activate it, open the library administration interface and select the class you want to configure under the “Document Classes” section (1). Then open the “Security” tab of the class (2).

To force the check-out of the documents for editing, check the option “Documents are read-only when not checked out” (3).

Once the user has made modifications on the draft, he/she can publish it by using the check-in button. When a user checks in a document, a new version of the document is created. It is possible to “Force numbers for version names” (4): the version name of document version will be set automatically to a number that will not be editable by users.



Accessing the security panel of a document class and configuring the check-out/check-in parameters

Change the draft version’s title

When a user checks out a document, a draft version is created by default with its own name in this format: Draft ${documentTitle}.

As an administrator, you can modify this title.

First, open the library administration then select the class you want to configure under the “Document Classes” section (5). On the first tab “parameter” (6) there is an editable field named “Default draft title template” at the bottom of the page (7). By default the value is “Draft ${documentTitle}”. You can change and then save the modified title.


Editing the default document title of the draft version

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