This article will guide you through the process of downloading, checking out, and checking in documents within Firm360. These steps ensure that you can work efficiently on documents while keeping your colleagues informed of their status.
Document Download
Document Download
To download a document to your local drive:
- Click the Action button on the document you wish to download.
- Select Download Document from the options.
- The filename of the downloaded document will reflect the Firm360 Description of the document.
Document Check Out
Document Check Out
When you select Check Out on a document, it means you have downloaded it to your computer and are actively working on it. The Checked Out status indicates to your colleagues that the document is in use and should not be edited by anyone else.
It is important to communicate with your team when you Check Out a document to avoid multiple users working on the same document. If two users check out the same document, the version from the person who checks it in first will be saved.
To Check Out a Document:
- Click Check Out on the document.
- The document will be downloaded to your local drive
- Refresh the page to see the * Checked out by (user name) status appear on the document.
Document Checking In a New Version
Once you’ve finished editing a document and want to save your changes:
- Save the document to your local PC.
- Click Check In New Version to upload the updated document.
When you check in a new version, the document version will update. For example, if the document was previously version v3, it will now be v4 and move to the top of the list as the most recent version.
When Does the Check Out Status Appear?
The Checked Out status will be triggered in the following cases:
- When you Edit a document in Adobe, Excel or Word.
- When you manually click Check Out.
Note:
- When you edit a document in Adobe, Excel or Word, it is automatically considered Checked Out.
- If you save the document within 90 minutes, a new version will be automatically saved in Firm360.
- After 90 minutes, you’ll be prompted to Check In New Version. Follow the steps outlined above to check in the new version.
By following these steps, you can efficiently manage document access, edits, and versions within Firm360.