Managing Checkouts 

Use

The commands for checking out records are described in this section.

Procedure

To check out one or more existing records:

       1.      In the Records pane, select the record(s) you want to check out.

       2.      Right-click on one of the records and choose Check In/Out from the context menu, or choose Records ® Check In/Out from the main menu, and in either case, choose from the cascading menu:

○       Check Out Exclusive

○       Check Out Nonexclusive

MDM checks out the selected records by creating duplicates of the originals, as shown in the following figure.

The figure above shows the checked out records for the user who performs the checkout. Other users see the original records in read-only gray.

 

To check out a new record:

...

In the Records pane, right-click and choose Check In/Out from the context menu, or choose Records ® Check In/Out from the main menu, and in either case, choose from the cascading menu:

○       Check Out New Record Exclusive

○       Check Out New Record Nonexclusive

MDM checks out a new record by creating a new record and placing you into the Record Detail tab for editing.

 

To join the checkout of records checked out by another user:

..

       1.      In the Records pane, select the checked out record(s) you want to join.

       2.      Right-click on one of the records and choose Check In/Out ® Join Checkout from the context menu, or choose Records ® Check In/Out ® Join Checkout from the main menu.

MDM joins the checkout for the selected records by hiding the originals and making the duplicates visible and available for editing.

The owner of the checkout must have checked out the records Nonexclusive or granted you permission to join the checkout.

 

To unjoin the checkout of records checked out by another user:

...

       1.      In the Records pane, select the checked out record(s) you want to unjoin.

       2.      Right-click on one of the records and choose Check In/Out ® Unjoin Checkout from the context menu, or choose Records ® Check In/Out ® Unjoin Checkout from the main menu.

MDM unjoins the checkout for the selected records by making the protected originals visible again and hiding the duplicates.

 

To check in records that have been previously checked out:

...

       1.      In the Records pane, select the checked out record(s) you want to check in.

       2.      Right-click on one of the records and choose Check In/Out ® Check In from the context menu, or choose Records ® Check In/Out ® Check In from the main menu.

MDM checks in the checked out records by unprotecting and replacing the originals with the edited duplicates.

To check in a record, you must check in the checked out version of the record; you cannot check in the original, which is the version you will see if you are not a member of the checkout. To see the checked out version: either: (1) join the checkout (if you have join permissions); or (2) use the All Versions command.

 

To roll back the checkout of one or more checked out records:

...

       1.      In the Records pane, select the checked out record(s) you want to roll back.

       2.      Right-click on one of the records and choose Check In/Out ® Roll Back from the context menu, or choose Records ® Check In/Out ® Roll Back from the main menu.

MDM rolls back the checked out records by unprotecting the original records and deleting the edited duplicates.

 

To modify the join permissions of one or more checked out records:

...

       1.      In the Records pane, select the checked out record(s) whose join permissions you want to modify.

       2.      Right-click on one of the records and choose Check In/Out ® Modify Join Permissions from the context menu, or choose Records ® Check In/Out ® Modify Join Permissions from the main menu.

MDM opens the Modify Join Permissions dialog shown in the figure below.

       3.      Add or remove users and/or roles who have permission to join the checkout by moving them between the Available and Selected lists.

       4.      Click OK to close the dialog and change the join permissions.

 

To view both originals and duplicates of all checked out records:

In the Records pane, right-click and choose Check In/Out ® All Versions from the context menu, or choose Records ® Check In/Out ® All Versions from the main menu.

All Versions is a toggle. A check mark next to the All Versions menu item indicates that it is turned on. To turn it off, choose the All Versions command again.

All Versions allows you to use the Compare Records command to compare the checked out version of a record with its original. You can also use the Compare with Original command to compare the checked out record with its original directly (for more information, see Comparing Records.)

All Versions allows you to view the original of records for which you are a member of the checkout and the checked out version of records for which you are not a member of the checkout group.