Checking Out a File Manually

You can check out a file manually using the right-click menu. When you check out a file manually, you have the option to send an email alerting other staff members of your check out. You are not required to open the checked-out file immediately with a manual check-out. A copy of the file is placed on your computer so you can open it later from your computer. You can even edit the file when you are offline. See About Check Outs for more information.

To check out a file manually, do the following:

1. Locate the file in Document Central.
• Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
• Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
2. Right-click the record, and then select Check-out.

   Tip: You also can check out more than one file at a time. To select multiple contiguous files, press and hold Shift while selecting the files. Press and hold Ctrl to select non-contiguous files.

Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

3. Select a date in the Expected Check-in Date list, if needed.
4. Enter text in the Comments box, if needed. If you choose to send an email about the file, the text you enter here will be in the body of the email.
5. Enter recipient email addresses in the To and Cc boxes as needed, or click to search for a recipient. Separate multiple email addresses with a semicolon.
6. Select Send as E-mail attachment if you are sending the file as an email attachment.

Note: Document compresses and encrypts files sent as attachments. If you send a file as an attachment, Document will send the recipient a second email that contains an encryption key. To access the file, the recipient first must uncompress the file and enter the encryption key.

7. Click OK.

Tip: If you create a desktop shortcut for a file, you also can check out the file by double-clicking the shortcut.