Content Manager 25.1 Content Manager

# Checking in checked out electronic documents

Content Manager enables you to check in an electronic document after it has been checked out or extracted. You can replace and update an existing document or return it as a new revision while retaining the old.

1. Search for the record whose electronic attachment you want to check back in. All documents that you have checked out can easily be found by using the Documents Checked Out Shortcut tray.
2. Right-click the record and select Check In.

   The Check In dialogue box appears with the Check In tab.

   - Return From - select where to return the checked out records from:

     - OneDrive - this option will only be available if you're have checked out the record to OneDrive - select this option to return the record from your OneDrive.

     - Google Drive - this option will only be available if you're have checked out the record to Google Drive - select this option to return the record from your Google Drive.

     - Offline Records - if the document was checked out or extracted to your Offline Records, use this option to return it.

       Offline Records will return the document and the document will no longer be in Offline Records.

     - Local File - browse to and select the file from a local file drive.
   - In the Return Type section, select from the following options to control how the document is returned to Content Manager:
     - Make a New Revision - adds the returning document to the record and saves the older revision as a previous revision.

       See Electronic document revisions.

     - Replace Current Revision - returns the document and replaces the current revision

     - Discard any Modifications Made - returns the document and discards any changes you made to the document.

       This is useful for checking in multiple documents that have been checked out by a former employee.

       NOTE: In case of OneDrive or Google Drive, selecting Discard any modifications made, returns the document, discards any changes made to the document, and also tries to delete the checked out document copy in the OneDrive or Google Drive.

     - Comments - for comments about the document.

       Content Manager appends comments automatically to the Notes field.

     - Keep document(s) checked out after check in complete - returns a document while also keeping it checked out - for example, if you wanted to continue modifying the document. Select this option if you are returning a document yet do not want others to access it.

       NOTE: This option is not available if the document is being checked in from OneDrive.

     - Always Show This Dialog - clear this option to not see this dialog when checking in the next time.

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

       NOTE: Irrespective of whether this option is checked or unchecked, the Check In dialog is always displayed when you are checking in documents from OneDrive.

   - Select the Action tab to set further details of the return. See Action tab.

   - Select the Security tab to set the Security Level and Caveats options for the document.
   - Select Access Controls tab to set the security details of the returned document.

     NOTE: See Applying security classifications, supplemental markings and Access Controls to records for details on using the fields on the Security and Access Control tabs to add Security and Access Controls to the document being checked in.

   For related information, see Checking in documents using dragging.

3. Click OK

You can also check in multiple tagged that have been checked out.

NOTE: A tagged group of records cannot have electronic documents attached to them from a local folder using the right-click Check In function. Only electronic documents that have been checked out to Offline Records can be returned using the tagged records right-click Check In function.

Checking in multiple documents

- Make a new revision - select this option to add the returning document to the record and saves the older revision as a previous revision. See Electronic document revisions.
- Replace current revision - select this option to return the document and replace the current revision.

- Discard any modifications made - returns the document and discards any changes you made to the document.

  NOTE: In case of OneDrive or Google Drive, selecting Discard any modifications made, returns the document, discards any changes made to the document, and also tries to delete the checked out document copy in the OneDrive or Google Drive.

  - If possible, flag for server-side check in - this option also requires the System Option Server-side Automatic Capture feature to be enabled - select this option to flag suitable checked out documents, that is those that are checked out to OneDrive, to be checked in automatically by EmailLink, retaining the edits that the check out owner may have made.
- Comments - type in notes to be added to the record as a part of the check in process. Content Manager appends comments automatically to the Notes field.

- Keep document(s) checked out after check in complete - returns a document while also keeping it checked out - for example, if you wanted to continue modifying the document. Select this option if you are returning a document yet do not want others to access it.

  NOTE: If documents that have been checked out to OneDrive are being checked using the Server-side check in option, it is recommended that this option is not selected.

- Always Show This Dialog - clear this option to not see this dialog when checking in the next time.

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

## Checking in documents checked out by other users

Users with the appropriate permission are able to check in documents that have been checked out of Content Manager by other users. This may be a requirement if someone has gone on leave and were unable to check their documents back into Content Manager before leaving.

1. Find the records that have been left in a checked out state and need to be checked in.

   NOTE: The search method Checked Out To with the location's name will return their checked out records.

2. Right-click on the record(s) and click Check In.
3. Select the required option:
   Checking in a single document
   - Do nothing - select this option to leave the record in it's checked out state.
   - Undo check out, potentially losing any editing in progress - select this option to check the record back into Content Manager. If the document has been edited since it's check out, these edits will not checked into Content Manager.
   - Set editing complete to trigger server-side check in - option only available for records checked out to Office 365/OneDrive- this option also requires the System Option Server-side Automatic Capture feature to be enabled - select this option, in conjunction with EmailLink, to automatically check in documents that gave been left in OneDrive by users, keeping the edits that the check out owner may have made.

   NOTE: The process for checking in multiple documents, whether they're your own check outs, or if you need to check in multiple documents on behalf of another user, is the same, see Checking in multiple documents for details.

4. Click OK.

### Checking in documents checked out using third party tool (SDK)

Administrator can Check In documents from the shared location, if user has Checked Out the document using a third party tool and not checked it back in.

1. Search for the record whose electronic attachment you want to check back in.

2. Right-click the record and select Check In.

   The Check In dialogue box appears with the Check In tab.

   - Return From - select where to return the checked out records from:
     - Working copy - select this option if you have checked out the record to a shared location.
     - Local File - browse to and select the file from a local file drive.
   - In the Return Type section, select from the following options to control how the document is returned to Content Manager:
     - Make a New Revision - adds the returning document to the record and saves the older revision as a previous revision.

       See Electronic document revisions.

     - Replace Current Revision - returns the document and replaces the current revision
     - Discard any Modifications Made - returns the document and discards any changes you made to the document.

       This is useful for checking in multiple documents that have been checked out by a former employee.

     - Comments - for comments about the document.

       Content Manager appends comments automatically to the Notes field.

     - Keep document(s) checked out after check in complete - returns a document while also keeping it checked out - for example, if you wanted to continue modifying the document. Select this option if you are returning a document yet do not want others to access it.

       NOTE: This option is not available if the document is being checked in from OneDrive.

     - Always Show This Dialog - clear this option to not see this dialog when checking in the next time.

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

   - Select the Action tab to set further details of the return. See Action tab.

   - Select the Security tab to set the Security Level and Caveats options for the document.
   - Select Access Controls tab to set the security details of the returned document.

     NOTE: See Applying security classifications, supplemental markings and Access Controls to records for details on using the fields on the Security and Access Control tabs to add Security and Access Controls to the document being checked in.

   For related information, see Checking in documents using dragging.

3. Click OK.

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Checking in checked out electronic documents