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Editing Documents LocallyLocate this document in the navigation structure

Use

You can edit documents from KM folders on your local PC. A document has the status checked out whilst it is being edited on your local PC. This means that the document in the KM folder is locked and cannot be edited by another user. A copy of the document is located in a temporary folder on your local hard disk.

You have to check the document in question back into the KM folder once you have finished editing it. The system then removes the lock.

For every document that has been checked out and not yet checked in again, you can find an entry in your universal worklist.

Prerequisites

You need to have an application for editing the document in question on your local PC.

The function Check In Later is only available if the application property service ( properties ) is active for the repository in which the file is stored. If you want to use this function in the Personal Documents folder, an administrator has to activate the service in the Userhome repository.

Checking documents in and out is controlled by a Java applet or ActiveX control, depending on the system configuration. When you call the Edit locally function for the first time, you are asked to install the necessary software on your PC. Follow the instructions on the screen. For more information, see the administration guide, section Online and Local Editing .

Procedure

  1. You navigate to the document and choose Edit Locally .

    The system loads a copy of the document to a temporary folder on your local hard drive and opens the document in the relevant PC application. The settings of your local PC dictate the application in which the document is opened.

    The system locks the document in the portal so that it cannot be edited by two people at the same time.

    An entry reminding you that you have downloaded the document to be edited locally appears in the universal worklist on the Tracking tab.

  2. You edit the document and save it in your PC application.

  3. Choose one of the following options in the portal:

    • Check In

      The system uploads the document to its original folder in the portal, deletes it from your local hard drive, and deletes the entry from the universal worklist. The lock of the document is also released. If the document is locked manually, this lock is released.

    • Check in Later

      The system leaves the document on your local hard drive and does not delete the entry from the universal worklist. The document remains locked in the portal.

    • Cancel

      The system deletes the document from your local hard drive, does not upload it to the portal, and deletes the entry from the universal worklist. The lock of the document is also released. If the document is locked manually, this lock is released.

If you check the document in immediately or terminate local editing, the editing process is over. Otherwise you can continue editing, check in the document, or cancel the check-out later on. These commands are available in the following places:

  • In the universal worklist (on the Tracking tab)

  • In the Details dialog box for the document in question ( Start of the navigation path Actions  Next navigation step Check In End of the navigation path)

    The Check In command is only visible in the Details dialog box menu if you have downloaded the document for editing and have not yet uploaded it again.

More Information

Notifications for Folders in the Universal Worklist