Check out and edit using Office Online

NOTE: This option is only available when access the Web Client via a supported Chrome, Firefox, or Edge browsers.

If your organization has Office Online, you can use this to edit supported Office application documents. The supported file formats are the newer XML style documents (i.e. .docx, .pptx, .xlsx), if the Office document you're editing via the Check Out and edit option is not a supported file format, the Web Client will attempt to convert it to a supported format and save the original format as a record Revision. If the Document Requires Conversion warning is displayed, click OK.

IMPORTANT: If your organization has not set up the Record Types to allow Revisions to be created the original format of the document will not be saved as a Revision.

To check out and edit an electronic document:

  1. On the selected record, click Check Out and edit

    The document will open in a new browser tab.

    NOTE: A warning may be displayed about the document requiring conversion, click OK on the warning dialogue.

  2. Make the required changes to the opened document. Office Online automatically saves the opened document during the editing process. The Save status is displayed in the Office Online banner on the top of the page.
  3. Once all changes have been made and the Save status displays as Saved, close the browser tab.

The document can be checked in at this point, or it can be left checked out so further updates can be made.

To check the document back into Content Manager:

  1. If you return to the same Web Client instance and the relevant record tab is still open, click Check In . The Check In Record dialogue will open.

    Select the required Check In Record options, and then click Check In.
  2. If you have navigated away from the record that you want to check in, or have opened a new instance of the Web Client, the easiest way to locate it is in the Web Client, on the Home page, click Records in the Masthead menu. On the displayed Records panel, click Checked out and a list of records you have checked out will be displayed.

    Select the record to be checked back in, click Check In . The Check in record dialogue will open.

    Select the required Check In Record options, and then click Check In.

To leave the document checked out and to edit it again:

  1. In the Web Client, on the Home page, click Records in the Masthead menu. On the displayed Records panel, click Checked out and a list of records you have checked out will be displayed.

  2. Select the record to be edited, click Edit

    The document will open in a new browser tab.

  3. Make the required changes to the opened document. Office Online automatically saves the opened document during the editing process. The Save status is displayed in the Office Online banner on the top of the page.

  4. Once all changes have been made and the Save status displays as Saved, close the browser tab.

Again, if further edits are required, the document can be left checked out. If updates are complete, check in the document.