Content Manager 25.1 Office Integration Help

# Checking in MS Office Documents

## Checking In Documents

Checking In a New Document

1. In an open MS Office document, from the Content Manager tab, click Check In.

NOTE: If you want to save the document as a different file format type to the default, click the drop-down list for the Check In option and select the required file format type.

The Select from Record Types - All dialog will open, displaying the available Record Types.

1. Select the required Record Type from the displayed list. If the required Record Type is not displayed, it can be searched for by using any of the available search options, see Quick Search, Prefix Search or the Search Editor for further information. Once the Record Type has been found, select it and click OK.

The Record Entry form will be displayed. This form will look different depending on what Record Type you are creating. Depending on how the Content Manager Administrator setup the Record Type there may be several sections that require completing, these will be indicated by a Section title with a drop-down arrow next to it. To expand or collapse a section, click the drop-down arrow.

1. Complete the Record Entry form (see Record Entry Form fields for further details)
2. Click OK.

The document will be saved into Content Manager and will be displayed in the MS Office application.

NOTE: When a record is checked into Content Manager, the record is left Checked Out to you, which means no other Content Manager users can check this document out and edit it until you open it and check it in. To check a record into Content Manager so it can be used by other users, before checking the document in, click Check In on Close and then click Check In.

Checking In an existing Content Manager Record

If changes are made to a record that has been opened from Content Manager, to save the changes and to create a new Revision of the document in Content Manager:

1. Open the record from the Content Manager tab, see Opening a Content Manager Record for details.
2. From the Content Manager tab, click Check In.

This will save the changes, create a new Revision and keep the document open in the MS Office application.

Record Properties

To view the properties of a record, in an open MS Office document, from the Content Manager tab, click Record Properties.

The record Properties dialog appears, displaying the selected record's details. The fields available on the record's Properties dialog are similar to those that appear on the New Record form for the record's Record Type.

If required, the record can be modified from this Properties dialog, make the required changes and click OK.

## Finalizing a Record

NOTE: A finalized record cannot be checked out of Content Manager to make edits to it. Finalized records can be viewed only.

1. Open a Content Manager record from an MS Office application. See Opening a Content Manager Record for details.
2. Click Make Final.
3. Click Check In on Close.
4. Make the required edits to the record.
5. Click Check In to save the edits.
6. Close the record.

When the record is saved and checked into Content Manager, this Revision of the record will be made final.

CAUTION: Once a record has been finalized you will not be able to open it via the Content Manager tab from MS Office applications, you will need to view it through the Content Manager Web Client or Content Manager desktop application.

## Check In on Close

To ensure a record is checked back into Content Manager when you've completed updating it, before closing the document, click Check In on Close.

This will update the status of the record to be Checked In and other users will be able to open and edit the record if required.

NOTE: For Administrators - the Check In on Close button on the Content Manager ribbon can be removed from the UI, if required. The HideCheckInOnClose DWORD registry key within HKEY_CURRENT_USER\Software\Micro Focus\Content Manager\OfficeAddins controls the visibility of this button. Set the key to 1 to hide the button, or set to 0 (or delete the key) to enable the button on the ribbon. By default, the entry does not exist, if you wish to hide the button from the ribbon the key will need to be created.

## Creating a new Content Manager Record using a Template

New Content Manager records can be created using an MS Office Template that has been added to Content Manager as a record.

1. In an open MS Office document, from the Content Manager tab, click New.

The Select from Records dialog appears, displaying the user's Recent Documents that are a Template format, e.g. .dotx

1. If the required record is listed, click on the record and then click OK.
2. If the required record is not listed, search for the record using one of the available Search options, click the required record and then click OK.

The selected record will open in a new MS Office application window.

1. Edit the opened Template as required.
2. Check in the new record, see Checking In a New Document for details.

NOTE: This feature is only available for MS Word, Excel and PowerPoint.

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Version 25.1 | Last updated July 2024
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Product: Content Manager 25.1

Topic Title: Checking in MS Office Documents