OnBase - Check Out/Check In

Purpose: OnBase Check Out/Check In is an editing feature that allows an editor use of software installed on their workstation (WORD, Excel, etc.) to assist with major change to a file, outside of OnBase.

Overview:

• On Check Out, OnBase sends the file to a dedicated location on your workstation.
• On Check In, OnBase retrieves the file from that dedicated location on your workstation.
  • Only one revision note is required at check in. Prior to use, confirm and comply with any unit-specific rules for change table management and comments.

Note:

• If a file is checked out it can be checked back in with the changes made, but if need be, there is the option to check it back in as the original version without any changes.
• Check files back in to OnBase periodically to update the revision status and retain performed edits. Never use the file again after checking back in, if more edits are needed start by checking the file out again.
• Never move, rename, or save a checked out file to a different location to perform the edits. Doing so will prohibit OnBase from checking the file back in with the changes made. Work will be lost.
• Check Out/Check In is a permission-based feature.
• During the time a file is checked out, the most current saved revision known to OnBase is visible to all other users.

Recorded Training Session Link: https://slhstream2.ad.slh.wisc.edu/Mediasite/Play/27467d7e5508475e851478c59cd3219f1d

Instructions:

Checking Out a File:

1. Enter the Workflow and queue in OnBase where the file resides. Always check files out through Workflow.
2. Select the file and right-click on it, then select Check Out from the dropdown menu.
   • Alternately: double-click on the file to open and click on the Check Out button in the ribbon.

• An image in OnBase will generate saying check out successful and the file will open in the external application ready for edits.

When Editing the File:

• Save changes frequently.
• Use Track Changes in your file for Edit and Review control.
• Again, do not rename, move or save the file to another location. This is critical for checking the file back in properly.
• If the file needs to be closed before it is ready for check-in, be sure to save the file before closing. To retrieve it, open the file using OnBase. Do not check it out again, instead got to the Home tab in OnBase, select My Checkouts and double-click on the file to open it with previously saved edits included.

• Alternatively, the file can be opened directly from the application. In this example WORD is being used.

Checking In a File:

1. Save the changes made and close the file.
2. In OnBase, click on My Checkouts from the Home ribbon, select the file to highlight it, leave Return Checked-Out File selected and click on Check In Document (image on the left below).
   • A shortcut for this that doesn't have the other options listed below is to double-click on the file in Workflow and click on the Check-In button (image on the right below).
   • Other options at the bottom right explained:
     • If Undo Checkout is selected, the check-out will be canceled and no changes will be saved.
     • If New File is selected, it will be saved as a new file, similar to importing a document and will not replace the original one checked out. They will both exist in OnBase. If selected in error, submit a Team Dynamix ticket to resolve.

3. Enter a comment in the pop-up for all edits made. This is required.