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Doc360 Check Out Status
When you edit a Doc360 document, you "check out" the file from the system and open it for editing in an . As long as a document is checked out of the system, the following circumstances could create potential problems for your agency's workflow:
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Other users can't see the most recent version of the file until the document is checked back in with the edited changes.
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As long as the document file is checked out to one employee, it is not available for editing by any other employees.
To minimize potential problems, use the Doc360 Check Out Status form to keep track of the documents that are checked out under your name. Doc360 Check Out Status displays a list of the documents currently checked out under your name in the system. It provides you with the option to cancel editing (Undo check-out) for one or multiple documents.
If you are a department head or supervisor, you can also use the form to track documents checked out by personnel in your department. With the proper security rights, you can view a list of files checked out under the names of other employees. You can Undo check-out for these employees' documents as well. This option is available to you if you have been Authorized to View Unprocessed Documents For the specific employees in the Employee Assignments section of Doc360 Setup.
Accessing Doc360 Check Out Status
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From the menu in any center, you can access Doc360 Check Out Status by first clicking Doc 360 on the menu bar, and then selecting Check Out Status from the list.
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From the Policy menu bar or from the Submission menu bar, select Operation > DocManagement > Check Out Status.
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From the Policy tool bar or from the Submission tool bar, select DocManagement > Check Out Status.
Using Doc 360 Check Out Status
Follow these steps to use Doc360 Check Out Status:
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From any Center's Doc360 menu, select Check Out Status to launch the form.
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The User list includes your name, as well as all those employee names for whom you are authorized to view documents under Doc360 Setup > Doc360 Setup Sections > Employee Assignments > Authorized to View Unprocessed Documents For. From the list, select the employee for whom you would like to view Checked Out Documents. Document data fills the grid.
To view documents together for all the employees to which you are authorized, select All from the User list.
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You can cancel the editing of a document by checking it back in without changes. In the grid, select the document file to check in, and click the Undo section menu option.
To cancel the editing of all the documents at once by checking them back in together, click the Undo All section menu option.
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Whether you Undo checkout for one document or Undo All, you will get a warning message. If you want to check-in the document and don't mind losing any changes that may have been made, select OK. However, if you do not want to lose the changes to this document, select Cancel.
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If you clicked OK in response to the system confirmation message, the message closes; when you return to the Doc360 Check Out Status, the selected file(s) no longer appear in the grid.
Doc 360 Check Out Status Grid
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Field/Column
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What is this?
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User
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From the list, select the employee name for whom you want to view Checked Out Documents. The default selection is your logged-in employee name.
You can select (All) to view documents for all the employees on the list.
To view checked out documents for another employee, you must first be authorized to view unprocessed documents for that specific employee. See the Doc360 Setup Sections>Employee Assignments > Authorized to View Unprocessed Documents For section of the Doc360 Setup topic for more information.
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User Name
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Last and first name of the employee under whose logged-in ID the document file is currently checked out.
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Workstation Name
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The User Name employee's workstation, where the document is temporarily stored for editing.
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Workstation ID
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System identification number assigned to the User Name employee's workstation.
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File Name
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The name of the document in the system, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.
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Reference #
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The unique system-assigned reference number.
The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day.
Example:
You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.
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Checked Out Location
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Directory location where the document is temporarily stored for editing.
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Checked Out Date
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Date that the file was most recently checked out for editing.
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Document 360 Show Me's
What's Next?
Do you want to edit a Doc360 document and check it back in to the system? See the Check In topic for more information.