Create a draft version of a document

The check-out / check-in feature provides a way for users to work on a draft version of a document while preventing other users from editing the document simultaneously.

The draft is accessible only to the user who performs the check-out operation, but this user can also authorize other users to access the draft version.

Users who aren't authorized to view the draft version continue to see the main version of the document. This means that they don't see the on-going modifications in the draft version.

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

This article explains how to:

Check out a document
View the draft version of a document
View the main version of a document
Share the draft version with other users
 Check in the document


Check out a document

1. Press the name of a document to open it.

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2. In the document, select Versions in the left panel and then press the Check-out button.

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A new draft version of the document is created. By default, only the user who created the draft and administrators can view and edit it. As the creator of the draft, you can share the draft version with other users if you want them to view and edit it. 


View the draft version of a document

In the document list view, users who have access to the draft version of the document can see a lock icon to the left of the document title. Users who don't have access to the draft version won't see the lock icon.

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When you open the draft version of the document you can see:

  • the name of the draft version: by default, Draft ${documentTitle}
  • an orange Draft version tag
  • a check-out banner containing:
    • text indicating when the document was checked out and who checked out the document
    • a link to the main version of the document
    • Discard draft button
    • Check-in button
  • a workflow banner, indicating that workflow actions are unavailable because the document was checked out manually - press More details 

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View the main version of a document

Users who don't have access to the draft version will see the main version when they open the document.

Users who do have access to the draft version can press the link to the main version from the draft version of the document.

The main version of the document:

  • has the same content as before the check-out
  • has a banner indicating that a draft version exists - press More details to display when the document was checked out and who checked out the document
  • is ready only while the draft version exists

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Share the draft version with other users

As the user who checked out the document, you can share the draft version with other users, contributors or readers.

Note: Changing the permissions in the draft version affects only the draft version. The main version is not affected by these permissions changes.

1. Press the Edit document or folder permissions button in the toolbar. The Document permissions popup appears.

2. Enter the name of a person or a group. 

3. Press Add.

4. Select the required permissions for the person or group you added.

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Check in the document

When you have finished editing, you can check in the document. The draft version becomes the new main version of the document.

Notes: 
- Alternatively, you can cancel the check-out. This discards the draft and restores the permissions on the main version.
- Only users with edit access on the draft version can check it in or cancel the check-out.
- You can't delete a document that is checked out. First check in the document or cancel the checkout.

1. In the document, select Versions in the left panel and then press the Check-in button.

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2. In the Check in this Version popup, enter:

  • a name for the version
  • a description for the version, if required

Note: You can’t use the same name as another version of the document.

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The previous main version of the document is still accessible from Versions in the left panel. Learn more: Manage document versions in an AODocs library

 

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