Documents in the DMS can be viewed or changed. In addition, every time a document is checked out and checked in, the DMS saves a copy of each version.
Locate the document you need to edit by utilizing the search tools on the Document Library Page.
Once you have located the document, you have a few options to consider:
You may open a copy of the document, make changes to it and save it as a new document.
You may check out the document, make changes to it, save it and check it in. Every time a document is checked out and checked in, the DMS saves a copy of each version.
In this method, changes are not made to the original document. Any authorized person may view the document.
Click on the icon to the Document Type.
If you have the program on your PC to open the document, then the document opens up in a "Read Only" format.
Make your changes to the document.
Before you can return the document to the DMS, you need to perform a "Save As" to the document. (Save the document with a new name or copy it to another client's document library.
A better way to edit a document is to check it out, make changes to it, save it and then check it in. Every time a document is checked out and checked in, the DMS saves a copy of each version. In addition, when you Check Out a document, no one else can work on the same document at the same time as you. However, any authorized person may view the document while it is checked out.
Highlight the document type and click the down arrow in the field. (In this example, a Microsoft Word document has been selected.)
From the drop down menu, click on the option to Check Out.
The icon changes to display a green arrow in the lower right hand corner indicating that the document has been checked out. Now that the document has been checked out by you, no one else has the ability to check out the document or make changes to the original document.
Highlight the document type again and click the down arrow in the field.
From the drop down menu, click on the option to Edit in Microsoft Word. The document opens up in Microsoft Word.
Make changes to the document as needed.
When finished with your changes, click the Save button. Then click the Close button.
A Check In pop-up window opens. On the Check In window, you have three options:
Check in the file.
Keep the file checked out.
Discard the changes made to the document and undo the check out.
In this case, keep the default selection and check in the file. Click the OK button.
The Check In Comments pop-up window opens. Enter in comments about the changes you performed. Click the OK button.
The document is returned to the DMS. However, the document is still checked out.
When finished with your changes, click the Close button.
A Check In and Save pop-up window opens. On the Check In window, you have four options:
Save the changes and check in the file.
Save the changes, but keep the file checked out.
Discard the changes made to the document and undo the check out.
Discard the changes, but keep the file checked out.
In this case, keep the default selection to save the changes and check in the file. Click the OK button.
The Check In Comments pop-up window opens. Enter in comments about the changes you performed. Click the OK button.
The document is returned to the DMS. However, the document is still checked out.
Even though the document has been returned to the DMS, it must be checked in so that other authorized members may have the opportunity to see your changes.
Highlight the document type and click the down arrow in the field. (In this example, a checked out Microsoft Word document has been selected.)
From the drop down menu, click on the option to Check In.
If this is the first time that this document is being checked in, then this Check In page opens.
If the document has been checked out before, then it's likely that it has a version history. If that's the case, then this Check In page opens. Use the Document Check In area to specify the version number that you would like to assign to the document.
If you consider your changes to be minor, then assign the next minor version to the document.
If you consider your changes to be major, then assign the next major version to the document.
However, if you wish to override a previous minor version, then select the third option to overwrite the current minor version.
If you plan to make additional changes to the document, then you may select the option to keep the document checked out after checking in this version. Click the Yes button to this option.
Use the Comments area to enter in comments describing what has changed in this version. Remember, the DMS saves all versions of the document, so you can now view the document with the changes you just made, or you can go back and see the original document.
Click the OK button.
You are returned to the Document Library.
10/17/2008