Checking Documents in & out

Modified on Tue, 18 Apr, 2023 at 9:40 AM

Users who wish to lock documents after downloading or opening can do so using Actionstep's document check out feature. This is especially useful in ensuring that two users aren't editing the same document at the same time.

Configuring Document checkout

To use the document check out function you must first enable it. You can do this by going to the document screen of any matter and selecting the "Config" button. Towards the bottom of your configuration options you will see a File Checkout setting. Toggle this to On.

Checking out a document 

Once this feature is enabled users can open or download documents as they normally would. When they do they will be prompted to enter an estimated check in time and given the option to leave a file note for other users to see. You can also choose to skip this step by selecting Skip this time. 


Once a document is checked out only the user that checked out that document or a system administrator can check that document back in. If a user without the proper permissions selects a document which is checked out they will see the following. 


Checking In a document

Once a user is done making changes to a document they can check that document back in. This will make the document available for other users to open and download. 

 You can do this from the matter document screen by selecting the document you have checked out 


Or by selecting the document panel on the alert bar



In both scenarios you will be prompted to confirm the check in and given the option to leave a file note.  


Canceling a check out

Users may choose to cancel a check out if they have decided against making changes. They can do this using the same options listed above but selecting Cancel Checkout. 

Related articles

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article