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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. Checking out a supporting document downloads 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:

 

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 checkout 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 documentcheck_out_document_1.png
  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. 
    Checked_out_doc_.png

    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
    WPI_-_select_name.png
  2. On the Workpaper Summary screen click on the dropdown and select Check Out 

    Workpaper_summary_-_checkout.png

  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.
    Checked_out_doc_.png

    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 documentChecked_out_doc_.png
  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
    Screen_Shot_2018-01-09_at_2.22.55_pm.png
  5. Click Check in when prompted.
    checkin_modal.png
  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 cloudUpdated_doc.png

 

Checking in via the Workpaper Summary page

  1. For the document you want check in, click on the document name in the WPI
    1._Doc_name_in_WPI.png
  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
    1._Drag_and_drop.png
  4. Click Check in when prompted
    checkin_modal.png
  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
    1._Updated_doc.png

 

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

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