Check-out creates a draft version of an AODocs document. Only specific users can update this draft. Other users see the main version, but they can only read it.
Check-in converts the draft into a new main version of the document. The old main version then becomes a previous version.
Why use check-out / check-in?
Check-out / check-in lets you make changes to a document without affecting the live version.
When a user checks out a document, AODocs creates a temporary draft version. Only the user who checked it out can access this draft. This user can also grant access to others.
Users without access to the draft continue to see the main version. They don't see changes made in the draft.
Learn more: Check out a document: create a draft version.
Example of check-out / check-in
Let’s say that Bob and Alice are two contributors on a document. Other library users have read-only access to the document.
Bob wants to modify the document. He doesn't want other users to see the changes he is making to the document until they are validated by one of his supervisors He therefore uses the check-out / check-in feature.
1. Bob checks out the document. A draft version of the document is created. Two versions of the document now exist: the draft and the main version.
2. The draft is private. Only Bob and the library administrators can view and edit it. In this version, Bob can modify all the data in the document, including its workflow state, properties, and attached files. The main version of the document doesn't show any of Bob's changes. Other users therefore don't see his changes.
3. When Bob finishes his changes, he shares the draft version with Alice and his supervisors.
4. If a supervisor approves the changes, Bob can check in the document.
If a supervisor rejects the changes, Bob can continue to edit the draft version.
Alternatively, he can cancel the check-out. In this case, the draft version is discarded, leaving only the original main version.
5. When Bob checks in the document, the draft version becomes the new main version of the document.
Ready to get started?
Learn more: Check out a document: create a draft version.