- OS: Windows
- Browser: IE
- Office: N/A
- Product: ActiveX
When using Internet Explorer with the ActiveX installed, you will have the option to automatically check out documents when you edit them. In all other browsers, you will have to manually check out documents if you wish to edit them, or use ndOneClick. Learn more about ndOneClick
The Check-In List is the list of documents that are currently checked out to your user account on a given workstation/PC.
NOTE: With ndOffice, users will not see a Check In List because there is not web browser, and documents are always automatically checked in after they are closed.
Checking Out a Document
Simply click once on the document name to check out the document. It will load automatically into its native application if that application (such as Word, Excel, etc.) exists on the workstation.
(NOTE: If you do a Ctrl+Click, the document will open in Read-Only mode if you are not editing it. When this occurs, it does not get checked out or placed in the Check-In List.)
1. When you open a document from a List View page, the browser page stays open and the document opens directly as the top window.
2. After you close the document, return to the List View page where you started.
3. You must then click the green Check In button to complete the document check in – otherwise your changes will not be uploaded and the document will be left checked out. Alternatively, you can click on the green Check In button at the top right of the page and check in either one or all documents (the document must have already been closed to check it in). Using this button is preferred because it checks the documents in as a background process so you can continue working on something else while it is being checked in. These button next to the document name is only visible while you are on that page. Be aware that there is also a green check mark next to all documents you have checked out and a black check mark next to those documents checked out by others. You are normally only concerned with those documents you have checked out which are controlled by the green Check In button next to the document name and the green Check In button at the top right of the page and have the green check mark.
NOTE: If you use the button at the top right, it will check in all closed documents as a background process.
NOTE: If you click the Check In button next to the document it will upload the document as a foreground process. Selecting the top right button will save you time.
NOTE: If you navigate to another page in NetDocuments, the document will be checked in automatically. If you select an option on the List View page and do NOT click the green Check In button, the document will remain checked out and your changes will not be uploaded until you check the document in by using the green Check In (List) button. (The document will continue to have the green check box next to the name indicating that it is checked out by you, but it will not have the green Check In button if you navigate away from the List View page.)
Opening more than one Document
You can open multiple documents within a single NetDocuments session. To open more than one document at a time, go to a List View page (such as Search Results, Recent Docs List, folder, Saved Search) and then check the documents you want to open and then select the Open option from the menu.
(NOTE: You can do a Ctrl+Click after selecting multiple documents and open several documents in View Only mode if you are not editing them. When this occurs, they do not get checked out or placed on the Check In List.)
When you open multiple documents, a green Check In (List) button will appear on the top right of the page. It will also have a number after it showing how many documents are checked out. Clicking the word List next to the green button will list all documents you have opened in the current session and have not checked back in.
NOTE: Whenever the Check In (List) button is present and you want to close NetDocuments, you should always first close any open documents by clicking the green Check In List button and then click the Sign Out link. (Note if you have any checked out documents in the current session, they will be automatically checked in when you click the Log Out link).
Alternatively, you can click the green Check In (List) button, then close the browser. If you close the browser while the green Check In List button is visible, you will be prompted to log back into NetDocuments in order to properly upload all of the document information.
NOTE: If you do not check in the documents, they will be left checked out until the next time you login and check them in. This means that others cannot edit those documents.
ALWAYS USE THE LOG OUT BUTTON TO ENSURE DOCUMENTS ARE CHECKED IN.
NOTE: You can also open multiple Browser sessions as a means to open several documents. If you are working with several documents, this may get a little confusing because of all of the Browser instances that you will have. NetDocuments was designed so that you could open one browser session and avoid any confusion with multiple browser sessions being open at once for NetDocuments.
Understanding the Functionality of the Check In List button
Whenever you open a document for editing in the same browser session, the green Check In (List)button will be visible. Clicking the button checks in any closed documents. Note, however, that documents that were opened in View Only mode are not displayed on the Check In (List) because they are not considered "automatically checked out". Checked out implies that the user can edit it and it is locked from other users who may want to edit it.
If a user selects one of the Navigation links and navigates away from a document's Profile page or another List View page, NetDocuments checks to see if that document is in the Check In List. If it is, NetDocuments then checks to see if the document is actually still open on the desktop in its native application. If the document is in the Check In List but is not open, NetDocuments silently checks in the document, if it was automatically checked out, and removes the document from the Check In List. However, if the document is in the Check In List and is still open for editing, it is left in the Check In List and the browser navigation proceeds.
When the Check In as New Version option is selected after clicking the (List) next to the Check in button, the selected document is checked in as a new version. This new version becomes the Official Version.
Logging/History:If a document's content is edited and then checked in, it is logged in the History as "Edited". If content did not change and it is checked back in (reset), the History log shows "Viewed".
When a document is closed and Checked In from the Check In (List), it no longer shows in the list.
If a document is open and in the Check In List, and a user attempts to Email, View, Copy, Email Link, or Upload Version from the document's options menu, a message will appear: "This document is currently checked out. If you proceed (by clicking OK), any changes made to the document since it was checked out may not be included." However, Approve, Sign, Return from Breakout, Delete, and Remove from ShareSpace will force a check in of the document.
If you open multiple documents in a ShareSpace, then navigate away from the ShareSpace, you should be aware of the implications of Alerts. Suppose you now check in just one of the documents, not all. If another user has defined Alerts to be emailed to him/her when the ShareSpace contents change, the person will get notified of that document being edited. If the user then checks in the other documents 5 minutes later, the other user will get another notification. If all the documents are checked in at once, the user will get only one Alert.
When a Windows shutdown or logoff is initiated while there are documents in the Check In List, a Check In All Docs will be initiated. If the user cancels any of the document check ins, the Windows shutdown/logoff will be cancelled.
If you have a document open for editing and then click the browser Exit button or choose File > Close within Internet Explorer, your open document is protected. The Check In List continues to track that document. When you log back into NetDocuments, you will still see the green Check In List button showing that document as a checked out document.
NOTE: If you have a document checked out and you Log off Windows, you will be asked to check the document in. If you do NOT check the document in, the next time that you login to NetDocuments, after you login, you should go to the green Check In List button and check in the documents. If you are on the same computer where the document was left checked out, your changes will be uploaded into NetDocuments.
Check In List in the Programs menu and Task bar
The Check In List can be accessed at any time by going to the Windows Start Menu. It will be listed as NetDocuments – Check In List. Accessing the Check In List in this manner is the best way to get to your Echoed documents also, when an Internet connection is not available. Open the Check In List, click on View Echo folder. You can also access the AutoImport folder this way. Any work you do in the Echo directory while off-line, will be synchronized the next time you access NetDocuments via the browser and access those documents. YOU SHOULD NOT WORK IN THE ECHO DIRECTORY UNLESS THE INTERNET IS TEMPORARILY INACCESSIBLE. If a document is checked out, you will also see a ND icon in the windows tray. You can also check documents in by using that icon, but be aware depending on your browser settings, it may open another tab to check the documents in. In that case the previous session tab will still show the Check in buttons until you navigate to a different page or do a browser refresh. After two minutes you will be prompted from the tray if a document has been closed but not checked in.
NOTE: See comment below, if the Check-In List gets removed from the Programs menu.
When selecting a PDF document name, the PDF opens in a browser window instead of loading in the native application:
This functionality is available in all browsers.
If You Do Not Have a Document's Native Application Installed
If you do not have the native application, such as Microsoft Word for a document created by someone else using Word, you will need to view the document by using the View Option.
NetDocuments Check-In List
If the Check-In List program has been deleted from the Start Menu, to add it back, you must do the following. Go to Start Run menu and enter 'regedit.' You will get a page that looks like the following. Right -lick on the ALShortcut and delete it.
Then go to your Task Manager and right click and Remove the process for the nenote.exe program.
Now log out of Windows. When you log back in, you will have the NetDocuments Check-In List on your programs menu.
Forcing a Check-in of a document
If you force the check-in of a document that someone else has open and you edit it and check-in your changes, when the other person who had the document open tries to save and check-in their changes, they will be presented with a message saying that the document was already checked in and their changes will be saved to My Documents on their PC. They can then import them as a new version or manually reconcile the changes the other person made with their changes.