Checking in a Content Manager document (original / modified)

The Check in window has several options for the user when checking in a document:

• Signing off Actions
• Changing the Assignee of the record
• Modifying the status of the record
• Updating security or Access Control permissions on the record

You can access these through the tabs in the Check in window:

• Title - the Content Manager record title - cannot be modified
• Return Type - choose what you want to happen with your revised document when it is returned to Content Manager:
  • Make a new Revision - will return your new revision of the document to Content Manager with the changes you made and make it the current revision while retaining any previous revisions
    • I want to retain the previous revision because... - optional - you can overwrite the default text and enter the reason for the new revision. Revision notes can be viewed in the Revision window, to display this window, right-click on the record, point to Electronic and click Revisions.
  • Replace Current Revision - will return your revision of the document to Content Manager with the changes you made and overwrite the current revision in with it
  • Discard any Modification Made (Document has not been modified) - will return the document to Content Manager and discard your changes.
  • Comments - to make notes about any changes that you made.

    Information in the comments section will be appended to the record's Notes field.

  • Keep document(s) checked out after check in complete - will check the documents into Content Manager and then check them back out to Offline Records so you can continue to edit the document

The Action tab enables you to modify the following information on the document(s) being checked into Content Manager:

• Action Tracking - will only be available when you have a current action outstanding on the document you are checking in
• Complete Current Action - select to complete or sign off the current Action
• View Actions - click to see the details of the Action attached to the record
• Assignee - use to change the Assignee of the record when it is checked in to show whom it is assigned to upon check in.
• Leave as is - use when the Assignee does not need changing
• Set to Home - assigns the record to its Home Location
• Set to Next Action Location - assigns the record to the Location responsible for the next Action
• Set to Specified Location - select to assign the record to a different Location to any of the above options.
• Also apply Assignee change to the Container of this Record - select if the record using the Action is in a container and the container is being moved to the Assignee
• Status - makes document final. This will prevent anyone from checking the document out and making further changes to it.
• Declare this Record as Final - select to make the record final. A final document cannot be checked out of Content Manager to make changes.

  Only a supercopy of a finalised document can be checked out to Offline Records.

  The supercopy can only be checked back into Content Manager as a new record.

• Remove all previous revisions of this document - deletes all previous revisions from the document when you finalise it.

When a document has undergone changes, it may also need to have its security access permissions modified.

The Access tab enables you to modify the current security level, add caveats or apply Access Controls to the document:

• Security Level - select the correct security level if the record requires a different security level
• Active Caveats - select from the available caveats if the record needs to have additional caveats applied or remove caveats, if required

• View Document - sets who can view the electronic document that is attached to the record in Content Manager
• View Metadata - sets who can see the metadata information for the record
• Update Document - sets who will be able to check out the document.
• Update Record Metadata - sets who can modify the metadata information on this record
• Modify Record Access - sets who can modify the Access Controls on the record
• Destroy Record - sets who can mark the Disposition on this record to Destroyed