Check-In List

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Updated:

  • OS: Windows
  • Browser: IE
  • Office: N/A
  • Product: ActiveX

When using Internet Explorer with the ActiveX installed, you 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 ndClick

Important: NetDocuments will terminate support for Internet Explorer and ActiveX.

The Check-In List is the list of documents that are currently checked out to your user account on a workstation/PC.

Note: With ndOffice, users will not see a Check-In List because there is not a web browser, and documents are always automatically checked in after they are closed.

Checking Out a Document

Select 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 use Ctrl+Click, the document will open in Read-Only mode (if you are not editing it). Read-Only mode means that a document is not 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. Then, select 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 select the green Check In button in the upper-right corner of the page and check in either one or all documents (the document must have already been closed to check it in). 

Note: Using the Check In button is preferred because it checks in all closed documents as a background process so you can continue working on something else. 

The button next to the document name is only visible while you are on that page. Be aware that there is also a green checkmark next to all documents you have checked out and a gray checkmark next to those documents checked out by others. If you select the Check In button next to the document, it will upload the document as a foreground process.  

After you check in the edited document, it is logged in the History as Edited Document. If content did not change (the Reset to Checked In option), the History log shows Viewed Document.

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 the List View page (such as Search Results, Recent Documents, a folder, Saved Search), select the check boxes next to the documents you want to open, and then select the Open option from the menu.

Note: You can use Ctrl+Click after selecting multiple documents and open several documents in Read-Only mode if you are not editing them. 

The Check In List button

When you open one or multiple documents, a green Check In (List) button appears in the upper-right corner of the page. The number indicates how many documents are checked out. Select List to view all documents you have opened in the current session and have not checked back in.

Note: Always select Log out to end a session. This action checks in all the documents automatically.

You might open multiple browser sessions to work with several documents. However, we recommend you to open one browser session of NetDocuments at a time.

If you select one of the Navigation links and navigate 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.

To check in the document as a new version, select List, and then select Check In as New Version. This new version becomes the official version.

If a document is open and appears in the Check In List, you cannot Email copy, View in browser, Move/Copy, Email Link, or Upload new 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.

PDF Viewing 

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.

Registry-Editor

Then go to your Task Manager and right click and Remove the process for the nenote.exe program.

nenote

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.

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