Checking Documents In - EDM Services - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

EDM Services
Platform
OnBase
Product
EDM Services
Release
Foundation 22.1
License
Standard
Essential
Premier

Within the OnBase Client, you can check in documents using the Briefcase Viewer, a Document Search Results list, a folder, or an open document. You cannot check documents into OnBase using your Standalone EDM Briefcase, but you can set your User Options to automatically check in documents upon your next login to OnBase.

Note:

Before you can check documents back into OnBase, you must meet the Check In/Check Out Prerequisites. Documents must be checked out of OnBase before they can be checked in.

  1. To check in a document from a certain context, initiate check-in following the procedure for your current context as described in the following table:

    Location

    Procedure

    Briefcase Viewer

    1. Right-click the document and select Check In, or select the document and click Check in selected document(s) button from the toolbar.

    2. Click Yes when prompted to confirm.

    Document Search Results List or Folder

    1. Select the document.

    2. Right-click and select Briefcase | Check In.

    Open Document within the OnBase Client

    Select Document | Briefcase | Check In.

    Note:

    This procedure does not apply to documents opened from the Briefcase Viewer.

    View Checked Out Document(s) Dialog Box

    1. Select the document.

    2. Click Check In.

    Note:

    For more information about the View Checked Out Document(s) dialog box and how to access it, see Viewing Checked Out Documents.

    The Document Check-In dialog box is displayed.

  2. Type an optional Check In Comment.
    Note:

    The Check In Comment field accommodates no more than 250 characters.

  3. Select one of the options described in the following table:

    Option

    Description

    Check in document

    Completely checks in the document and all its revisions back into OnBase.

    Add revision and keep document checked out

    Checks in all revisions of a specific revisable document, but keeps the original document checked out. Users with revision rights may view the revisions made to the document, but will not be able to check out the original document from which the revisions came. A read-only copy will be available for viewing.

    Overwrite and keep document checked out

    This option is displayed in the Document Check-In dialog box only if a change has been made to a non-revisable document in the Briefcase. It overwrites the existing document checked into the Briefcase and does not create a revision.

    Check in document and retain as reference document

    Checks in the document and its revisions, but keeps a read-only copy stored in the Reference Documents tab of your EDM Briefcase for future reference. Other users will now be able to check out this document.

    Change Keywords

    Displays the Add/Modify Keywords dialog box after the document is checked in, allowing you to add or change document Keyword Values.

    Note:

    This option is only available if you have privileges to Create documents and Modify Keywords.

    Apply to all items

    Applies the comment and selected options to all documents you selected to check in. If Apply to all items is selected in conjunction with Change Keywords, the Add/Modify Keyword dialog box is displayed for each document successfully checked in.

    If Apply to all items is not selected, the Document Check-In dialog box is displayed for each document.

    Note:

    This option is only available if you have selected multiple documents to check in.
  4. Click OK.
    A confirmation message displays the number of documents that were checked in and the number of documents that failed. You can view why any document(s) failed by clicking Show Details.