Checking a Document back in to Nimbus
- Debby Gibson
The Checked Out Status
The Checked Out, checkbox displays and controls the checked out state. Checkout automatically implies a locked state for the same user and thus the Locked state is also set. It implies that the document is exported from Nimbus and is being managed externally; this cannot be edited, published or otherwise managed in Nimbus until checked back in. When it is set, the “Locked” state is also set and the “By” field to the right of the Locked checkbox is populated with the full name of the staff member who setting the Checked Out state.
Opening the Document Properties
When the user opens the Document Properties, the checked out flag is editable for setting the checked out state if:
The document is not locked for editing AND the document is not Locked for a different staff member
AND the checked out state is not set
When the user clicks the checkbox to set the Checked out state, the “Locked” state is also set and “By” field to the right of the Locked checkbox is populated with the user’s full name. The “To” field is un-greyed and made both editable AND mandatory.
When Update is clicked, a further consistency check is performed and if still lockable with a non-blank “To” field, the checked out state will be set in the database and a download operation to user’s default browser location for downloads initiated. When complete the dialog closes.
Checking a Document back in to Nimbus
When the document is in the checked out state, opening the properties dialog will show the “Archive” button caption replaced by “Check In” which is only enabled if the current user is the owner of the Locked state.
Clicking the Check In button opens an upload dialog, which allows the user to either upload a file or skip the upload. The uploaded file must have the same name and if the content is different from the latest version in Nimbus, it is saved as a new file version.
After completion of the file upload or skip process, the Checked out and Locked states are cleared in the database, and the properties dialog remains open with all fields updated accordingly, and the Check In button caption replaced with “Archive”. This allows the user to immediately proceed with a further function such as publishing, archiving or manually locking.
If the mandatory “To” field is blank, an error message is to advise that this field is mandatory and control returned to the dialog with no content changes.
If the consistency check for Check Out fails, an error dialog is displayed to the user advising the reason for failure and control is returned the dialog, with original state of “Checked out” , “Locked” checkbox and “By” and “To” fields reverted to values at initial dialog entry.
Document Administrators
If the user has “document admin” access level granted, then the Locked “By” field is not greyed and is editable. A combo allows the document admin to reassign to whom the lock is allocated, including themselves.
Locked Status
Checkbox displays and controls the manual lock state. A manual lock is a user level switch that ties the document to a single user, so only that user can edit, publish and otherwise manage the document. When it is set, the “By” field to the right is populated with the full name of the staff member who set the lock state.
The locked flag is editable for setting or clearing the manual lock state if, at dialog entry:
The document is not locked for editing or checked out
AND the document is not Locked for a different staff member.
When the user clicks the checkbox to set it, the “By” field is populated with the user’s full name. When Update is clicked, a further consistency check is performed and if still lockable, the manual lock state will be set in the database.
When the user clicks the checkbox to clear it (un-lock), the “By” field is cleared and similarly, a consistency check done on Update before the published state is cleared in the database.
If the Update consistency check fails, an error dialog is displayed to the user advising the reason for failure and control is returned the dialog, with state of “Locked” checkbox and “By” field reverted to values at initial dialog entry. If the consistency check and update is successful the dialog is closed, and any underlying grid updated.
If the user has “document admin” access level granted, then the “By” field is not greyed and is editable. A combo allows the document admin to reassign to whom the lock is allocated, including themselves.