If you have P6 Web Access installed with a configured content repository, you can check out, undo check out, and check in documents using the Check Out menu.
Note: The content repository must be configured for use with P6 Web Access to enable the functionality described in this topic. Refer to your P6 administrator for additional information about the status of the content repository.
Where can I do this?
You can check out, check in, or undo checkout for a document from the Project Documents portlet on the Project Workspace or the Projects > Documents page.
Note: To check in or check out a document, you are required to have the appropriate security privileges. You can check out the latest version of a document while it is still checked into the repository. When another user checks the document out of the repository, it becomes unavailable for you to check out. Additionally, you cannot check out a read-only document. You can undo a check out of a private document that was checked out previously and is the only document selected for the undo.
I want to:
- Learn more about check in and check out
- Access the Project Documents portlet on the Project Workspace
- Access the Projects > Documents page
- Check out a document
- Check in a document
- Undo checkout of a document
Check in/check out overview
Checking out a document enables you to save a copy of a selected document to your local machine or another specified location. Unlike the Download feature, which enables you to save a read-only copy of a document, checking out a document locks the document to prevent others from accessing it while you make modifications in the document's native application. This is useful when you want to prevent other users from making simultaneous updates to a document.
Once a document is checked out, you can still view and download the document, and update the document's profile. However, you cannot modify, delete, or check out the document. When you are finished making modifications, you can then check in the document to unlock it and enable all users to access it again.
If you have lost your local copy of a checked out document, or the local copy is corrupted, you can use the Undo Checkout feature. Undo Checkout unlocks the document and restores the current version without having to check in the document. You can use the Undo Checkout feature if you are the user who checked out the selected document, or an Admin superuser.
Access the Project Documents portlet on the Project Workspace
- Open the project or group of projects you want to work with in the Projects section.
- Click
on the Projects toolbar to display the Workspace page.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
- If the Project Documents portlet does not appear in the workspace, click Customize. Mark the Project Documents checkbox, then click Save and Close.
Note: You must have the required privilege to customize a project's workspace.
Access the Projects > Documents page
- Open the project or group of projects you want to work with in the Projects section.
- Click
on the Projects toolbar to display the Documents page.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
Check out a document
- From the Project Documents portlet or the Documents page, select a document.
- From the Check Out drop-down menu, click
. The Check Out Document dialog box appears.
- Click the browse button beside the Check out document to path field to navigate to the file location where you want to place the document. This is a required field.
- To immediately open the document in its native application once it is checked out, mark the Open Document checkbox. For example, if you are checking out a document with a .xls extension, mark this checkbox to automatically open the document in Excel once the document is checked out. This is an easy way for you to immediately view and edit the document.
- Click Check Out.
Check in a document
- From the Project Documents portlet or the Documents page, select a checked out document.
- From the Check Out drop-down menu, click
. The Check In Document dialog box appears.
- In the Select Document field, verify that the document path is correct or click the Browse button to navigate to the document you want to check in. This is a required field.
- In the Format field, enter the file type associated with the document. The document's version type appears in the Document Version field.
- Type any comments you want to include with the document in the Comments field. These comments display on the document's Versions tab in Document Details.
- To immediately delete the document from your local drive or other location, mark the Delete Local Files checkbox.
- Choose whether you want to create a new version or replace the existing
version when the document is checked in.
Tip: This option may not appear if your P6 administrator has configured P6 Web Access with certain document versioning restrictions. For more information, please contact your P6 administrator.
- Click Check In.
Undo checkout of a document
- From the Project Documents portlet or the Documents page, select the checked out document.
- From the Check Out drop-down menu, click
. The Undo Check Out dialog box appears.
- Verify the Title, Version, and Path of the document are correct.
- Click Undo Check Out.