Content Manager 24.4 Content Manager

# Checking out or extracting electronic documents

The Check Out command enables you to check out an electronic document from Content Manager to Offline Records or extract it to a folder on your computer.

1. Search for the record with the electronic document to get out of Content Manager
2. Right-click it and select Check Out.

   The Check Out Document dialogue box appears with your selected record number.

3. In the Extract document to dialogue box, extract to:
   - Offline Records - extracts an electronic document to your Offline Records where it can be opened.

     This is the same as checking a document out.

   - Local File, as - extracts the electronic document to a folder of your choice.

     This may be on your local computer or another computer on a network.

     This field enables you to type the full path and file name.

     KwikSelect will let you display and move through your folders.

   - Content Manager document queue - extracts the document to a selected Document Queue. Click the KwikSelect to find the required document queue. See Document Queues.
   - Copy the destination path to the clipboard - select this option to copy the document to the clipboard which enables you to paste the document into a Windows Explorer folder, or as an email attachment etc.
   - Comments - type in comments about this check out, if required. These will be added to the Notes of the record.
   - Launch associated application - select this option to open the checked out document with its associated application.
   - Always Show This Dialog - clear this option to not see this dialog when checking out the next time.

     To get this dialog to display again, hold the SHIFT key while selecting Check Out.

     If the dialog is not displayed, then Content Manager will use the option previously selected.

4. Once the electronic attachment has been extracted, it will be available in Offline Records or the folder you saved it in.

   Open Offline Records to view and or edit the document or open the folder you saved it in.

   See Offline Records.

If the selected record contains an electronic document that has embedded links to another document(s) (a compound document), then the Check Out Document dialogue box contains a Links tab.

See .

If the selected record is within a container, then the container details will appear in Offline Records.

NOTE:

- If you make changes to the document, Content Manager will only be aware of the changes if you check in the document as a new revision or as a replacement of the original.
- When checking out tagged checked in email messages, you can only extract it as a supercopy.

  The message It is not valid to extract documents of this type appears.

  This is due to the nature of the email format when checked in to Content Manager. Users can still extract the email messages as supercopies and then either attach them to the same record in Content Manager as a new rendition or delete the original email from the record and attach the modified email. These modifications will be tracked in the audit log.

Copyright 2008-2024 Open Text
Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: Checking out or extracting electronic documents