Check In and Out
Digest
Often a user will want to retain control of an asset in the CMS, such that while that user has "locked" the asset, no other changes by other users may be made to that asset. This process of locking an asset is called "Checking Out", while releasing such a hold on the asset is referred to as "Checking In". If a user has checked out an asset and wishes to cancel his or her changes, that user would then break or cancel the lock, effectively discarding the changes. Checking in changes made to a locked asset commits the changes back into the CMS and breaks the lock.
Concept
Assets are automatically checked out to a user any time edits are made in order to prevent multiple users editing the same asset. This lock is automatically timed out once changes have been submitted, unless the asset is sent into a workflow process. During a workflow process, assets are automatically checked-in to the appropriate user for each step.
To prevent other users from making changes to an asset, a user may lock the asset. Unlike the automatic locks that are created during editing, such locks do not automatically expire, and content must be unlocked by the same user or by an administrator.
If a user wishes to access a locked asset, s/he may choose to send a message to the appropriate user requesting that the asset be released. Manual locks may only be broken by the user to which that asset is checked, or by an administrator.
Technical
Locking (Checking-Out) Assets
To lock an asset:
- On the View tab of an asset, select the Lock pane.
- Click Check-out this asset.
- You will be forwarded back to the Layout pane, with the Working Copy currently showing. The following Viewing options are also revealed:
Switch to Original
Compare with Original
Break Lock
Viewing Locked Assets
To view your locked assets:
Locks are displayed on the dashboard for each user, under both the Locks tab and Current Activity on the main dashboard.
Unlocking (Checking-In) Assets
To unlock an asset:
- On the View tab of an asset, select the Lock pane.
- Select from one of the following Actions:
Break the lock and discard changes
Commit changes
Send into workflow - If you selected to commit changes, you will be prompted to add comments to the new version before submitting.
- If you selected to send into workflow, you will be prompted to select the appropriate workflow.
ADDITIONAL NOTES - If a user attempts to access a locked asset, a message will appear to indicate that the asset is locked. Users may send a message to the owner of the locked asset by clicking Notify.