Checking Files In and Out

When you check out a file, you can either open or save the file. Other portal users cannot check out or edit a file while you have it checked out. After completing your work with the file, you can either check in the file or cancel the check out.

• Checking in a file saves the changes you made to the file while it was checked out. These changes are uploaded to Portal. Once the file is checked in, other users can edit it or check it out.
• Canceling a check out returns the file to the state it was in before check out. None of the changes that were made to the file while it was checked out are saved. Only the person who checked out the file or an administrator can cancel a check out.

Note: If you use the grid view in the Files and Folders area, you can hover your pointer over the indicator to the left of a file name to determine the file's status.

Check out a file.

1. Select the portal where the file is located on the Recent Portals tab in the Navigation panel. Otherwise, continue to the next step.
2. In the Files and Folders area of the portal, right-click the file you want to check out, and then select Check-out.

Note: If needed, you can use the search function to find the file. See Searching Portal for more information.

3. Enter the necessary information in the Check-Out window.

Component	Description
File Name	Displays the name of the file to be checked out.
Mail to	If you want to email the checked-out file to another user, or send a note to someone about the checkout, click the User button () beside the Mail to box. A window in which you can select an email address opens. After you select a user's email address and click OK, the selected email address displays in this box.
Due Date to Check In	Enter the date when the file is due to be checked in, or click the calendar button to display a calendar and choose a date.
Email files	Select this box if you want to send the file selected for check-out to the email recipient.
Comments	Enter any comments that are necessary for this check out. Any text you enter will display in the Comment field on the file's history screen. If you entered an address in the Mail to field, this text also will appear in the email.

4. Click Check-out.
5. When prompted, select to either open or save the file.

Note: If you prefer, you can download the file by clicking the file name hyperlink in the box that displays in the lower right corner of your window.

Check in a file.

1. Select the portal where the file to be checked in is stored, if it is not already selected.
   1. On the Portal home page, click the Recent Portals tab in the navigation panel. Up to 50 recently accessed portals that you have access to can be displayed here. You can sort the Recent Portals list by clicking to display portals in ascending or descending alphabetical order. Click to sort the list of portals according to when they were most recently accessed.
   2. If the portal you need isn't listed, use the search box on the Recent Portals tab to perform a search either by portal name or by portal administrator's email address. To toggle between these options, click the arrow on the right-side of the text box, and select the type of search to perform.
      • Portal name search. Enter the portal name in the search box. As you type, the system displays a list of portal names that match the entered text. Select the correct portal in the list, and then click the add button  for the portal.
      • Portal administrator's email address search. Enter the email address. Then, click the Search button. The search results display in a list below the text box. Click the add button  for the portal.

   Tip: You can control which portals display on the Recent Portals tab by clicking in the Recent Portals text box, and then pressing the space bar. A list of all portals that you can access displays. Select the portals to include in the list by clicking the add button beside each portal.

   3. Once you have located the portal name on the Recent Portals list, click the portal name. The Files and Folders section is updated to reflect the contents of the selected portal.
2. Right-click the checked out file in the Files and Folders section and select Check-in.
3. Enter information in the Comments box, if necessary.
4. Click Check-in.

Cancel a check out.

1. Select the portal where the file you want to cancel check out for is stored, if it is not already selected.
   1. On the Portal home page, click the Recent Portals tab in the navigation panel. Up to 50 recently accessed portals that you have access to can be displayed here. You can sort the Recent Portals list by clicking to display portals in ascending or descending alphabetical order. Click to sort the list of portals according to when they were most recently accessed.
   2. If the portal you need isn't listed, use the search box on the Recent Portals tab to perform a search either by portal name or by portal administrator's email address. To toggle between these options, click the arrow on the right-side of the text box, and select the type of search to perform.
      • Portal name search. Enter the portal name in the search box. As you type, the system displays a list of portal names that match the entered text. Select the correct portal in the list, and then click the add button  for the portal.
      • Portal administrator's email address search. Enter the email address. Then, click the Search button. The search results display in a list below the text box. Click the add button  for the portal.

   Tip: You can control which portals display on the Recent Portals tab by clicking in the Recent Portals text box, and then pressing the space bar. A list of all portals that you can access displays. Select the portals to include in the list by clicking the add button beside each portal.

   3. Once you have located the portal name on the Recent Portals list, click the portal name. The Files and Folders section is updated to reflect the contents of the selected portal.
2. Right-click the checked-out file in the Files and Folders section and select Cancel check-out.
3. Click OK.