Check-in enables a user to check a document back in that was previously
checked out. If file transfer compression is not turned off by the system admin, non-graphics files larger than 1 MB will be compressed and then decompressed automatically as they transfer to and from the server. You can turn compression off and on for the current session, from the main menu by selecting VPC/Advanced Options.
If the document was checked out for editing, Check-in updates it with the revised version (the previous version is saved in a past version
folder). If it was checked out for review, the document is placed in a review folder for that document with the user's name appended to the file
name. If the review folder for that document already has a review file with that user's name appended, the new file will replace the old one. If
originally checked out for editing, Check-in removes the "lock" placed on the document so other updates can be made.
When checking back in a document, VPC prompts for file location (it looks for where the document was last placed, but the user can indicate a new folder if that has changed). The user must indicate the exact file if the name has been changed, otherwise just pointing to the correct folder will suffice. If the file name has changed, VPC will change it back to the original name when it was checked out. The local file name will be entered in the first line of the comments field so that users can see that it was changed.
At this point a panel will open with up to 3 options:
1. Delete local copy, check box if desired
2. Send document notification (if authorized by admin), check box if desired. This will send a document notification broadcast message to desired target(s) the next time they send any type of request to VPC, and an e-mail as well, if desired. A panel will open: select the target, enter the message, select the hours till expiration or accept the default, check Send e-mail if desired, and click on OK. There will be a warning and request to edit if the message size exceeds the limit. (The default limit is 255 characters) If checking in multiple files at same time, only one notification is permitted for all. E-mails sent will not be added to E-mail table.
3. If the user has at least one task assigned to their userid without an actual completion date already entered, option to automatically update the Workplan with a completion date for that task. If checked, a panel will open with all the tasks assigned to that userid. Tasks assigned to a group, of which that user may be a member, are not shown. Select one.
When all selections are made, click on Finish
VPC can be configured to store up to a maximum number of previous versions. Once the maximum number is reached, the next time a document is checked in, the oldest version file will be deleted while keeping the history intact.
Check-in of multiple files simultaneously is permitted by using the Ctrl or Shift key to select multiple files in the Check-in table. When this feature is used, the workplan update feature is disabled. Any comments entered will be applied to all files.
The System Admin, or a user that has a file checked out for review or edit, can undo the check-out. NOTE: This is not an alternative way to check the document in. Select file in table, or in tree view, and click on Undo... button or right click and select Undo Checked-out Document. If the file is checked out for review or edit, and the owner clicks on the Undo button, the document check-out will be undone after a warning. If the owner has it checked out for both edit and review, they will be given the option to select which type, or both, to undo. When the System Admin clicks on Undo, if the file is only checked out for edit, or only checked out for review by a single user, the document check-out will be undone, after a warning. If the file is checked out for both edit and review, or for review by multiple users, the System Admin will be able to select which check-outs to undo. In all cases, when any check-out is undone the document history table will be updated.
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