Check in a Document

Checking in a document updates the Library with any changes made to the document or documents or, if it is a new document, adds it to the Library. Check in also assigns a version number if the document has changed since it was checked out. For documents that you edited, the version number is incremented by 1. For new documents, the first version is NEW.

Note: You can not check in a document that is open in a document editor. You must close the document and then check it in.

Comments

During check in, you can add comments that are attached to the document and can be accessed through the document history and reviewed by other authors. You will be prompted for comments in the following situations:

• If you check in a document that you have edited. If you check out a document but do not make any changes and then check it back in, you are not prompted to add comments. A new version number is also not applied.
• If you create a new document and check it in for the first time.
• If you check in multiple (new or changed) documents at one time. You can specify a different comment for each document, or you can click the Apply to all documents checkbox to have the same comment applied to all documents in your selection.

Note: Document comments are not exported or included in any published output.

You can check in an interim version of a document and leave the document checked out so you can continue editing. The version number is incremented by 1. Other users can view the updated content but can not edit the document because it is still checked out.

To check in a document:

1. Make sure you are working online.
2. From the Library or Outline Editor, select one or more documents or folders containing the documents that you want to check in. These documents can only be documents that were previously checked out to you. You cannot check in a document that was checked out by another author.
3. On the Document menu, choose Check In.

   You can also right-click on your selection and choose Check In.

   The Related Documents dialog box appears when you perform an action on any document that has links to other documents. You can choose to process only the document(s) you selected or to process your selection and all of the related documents.

   Click the View related documents link to display a list of the related documents if you are not sure whether you want to include related documents.

   After you have made your selection, click OK.

   You might also receive a message if some documents could not be processed because of other constraints. You can click OK to close the message box or click the View activity log link to view the results of the action.

Note: You can also use the Check In All command to check in all documents that you currently have checked out rather than selecting specific documents.

To check in content changes but leave the document checked out:

1. Make sure you are working online.
2. From the Library or Outline Editor, select one or more documents or folders containing the documents that you want to check in. These documents or folders must be checked out to you.
3. On the Document menu, choose Check In.

   You can also right-click on your selection and choose Check In.

   The Related Documents dialog box appears when you perform an action on any document that has links to other documents. You can choose to process only the document(s) you selected or to process your selection and all of the related documents.

   Click the View related documents link to display a list of the related documents if you are not sure whether you want to include related documents.

   After you have made your selection, click OK.

   You might also receive a message if some documents could not be processed because of other constraints. You can click OK to close the message box or click the View activity log link to view the results of the action.

4. Type any comments about the document (if applicable) in the Provide check in comments.
5. Click Keep checked out to check in content changes but leave the document checked out.

   If checked, content changes are checked in and the version number is incremented. The document can be viewed but not checked out and edited by other users.

6. Click OK.