Checking out supporting documents

If you want to edit Word, Excel, or PDF documents on your local computer, the best method to do this will be to Check Out the supporting document. To Check Out a supporting document download the document to your local computer for editing, whilst providing safety mechanisms to ensure that others do not edit the file whilst you are editing it offline.

The below covers:

• Checking out a supporting document

• Checking in a supporting document

A short video on the check-in and check-out process can be viewed here.

Checking out a supporting document

Checking out a document will download a copy of the document to your local computer for editing with non-cloud software (e.g. Adobe Acrobat, Microsoft Office 2016 etc) and will mark the file as read-only in your workpaper file, so that other users do not inadvertently override your changes while you edit the document offline. 

To checkout a workpaper you can either check out the supporting document directly from the Working Paper Index or from the Workpaper Summary page. Both methods are shown below.

Checking out via the Working Paper Index

1. For the document you want to edit, click on the Settings icon on the supporting document
2. This will download a copy of the file to your local computer.
3. The file in the WPI will be highlighted in yellow and marked as checked out for editing. Changes to the supporting document cannot be made by any other user until the supporting document has been checked back in. 
   
   
   See below to learn how to check in supporting documents

Checking out via the Workpaper Summary page

1. For the document you want to edit, click on the description of the supporting document
   

2. On the Workpaper Summary screen click on the dropdown and select Check Out 

   
   
   
3. The file in the WPI will be highlighted in yellow and marked as checked out for editing. Changes to the supporting document cannot be made by any other user until the supporting document has been checked back in.
   
   See below to learn how to check in supporting documents

Checking in Supporting Documents

Once you have finalised any edits to the supporting document on your local computer, it is then time to check it back in for the rest of the team to be able to view and access the updated version of the supporting document. 

Like checking out a file, you can either check-in a file directly from the WPI or from the Workpaper Summary page.

Checking in via the WPI

1. Open the folder of the checked-out document
2. Open the folder on your local computer with the updated version of the document
3. Drag the updated document over the top of the checked-out document
4. Once you receive the Drop here to check-in prompt, drop the document over the top
   
5. Click Check in when prompted.
   
6. You also Check in via the Settings Dropdown.
7. The document in the WPI has been updated with the latest version from your local computer. It is now recommended to delete the copy of the document on your local computer, as your file is now safely stored and backed up in the cloud

Checking in via the Workpaper Summary page

1. For the document you want check in, click on the document name in the WPI
   
2. Drag the updated document over the top of the document preview
3. Once you receive the Drop to upload prompt, drop the document over the top
   
4. Click Check in when prompted
   
5. The document has been updated with the latest version from your local computer. It is now recommended to delete the copy of the document on your local computer, as your file is now safely stored and backed up in the cloud
   

If you require further information on Checking In and Out supporting documents, then please click here.