When you create a document master, first revision and first version, the document is automatically checked in, or under the control of SmartPlant Foundation. When a document is checked in, the vault owns the document, and users cannot make changes to the document without checking it out. The owning group for the document determines which users have access to check out the document and what vault stores any files attached to the document
When you need to make modifications to a document in the Desktop Client, you can check out the document. Checking out the document creates a new version of the document in SmartPlant Foundation and copies the files attached to that new version of the document to a local directory that you specify for editing. Checking out a document also marks the previous version of the document as superseded.
You can use the Run Editor command as an alternative to the Check Out command. The Run Editor command performs the check out and subsequently launches the files you checked out in the native application, as determined by your default application settings.
The software maintains the relationship between the copy of the document you check out and the original so that other SmartPlant Foundation users can see that you have the document checked out for modification. Two users cannot check out and make changes to a document at the same time.
If you decide not to modify a document that you have checked out, you can use the Undo Checkout command to relinquish your claim to the document so that other users can check it out and modify it. When you cancel a check out, the software deletes the local copy of attached files that were copied when the object was checked out, discarding any changes you might have made to the files, and deletes the new version of the document that was created when you performed the checkout operation. The previous version of the document, which was marked as superseded because of the checkout, is returned to the working state.
After you have edited the document, you check it in to return it to the vault. When you check in a document, any attached files are removed from your local directory and copied to the vault. Once a document is checked in, other users can make changes to it.
Only the user that checked out the document can undo the checkout.
Allows you to claim a document to make changes the attached file or files. Documents that are checked out cannot be revised by anyone else until they are checked back in by the user who claimed them.
Path - Displays the folder in which the local copies of the files will be placed. Click
to browse for a folder.
The table provides read-only information in the following fields about the files to be copied locally for editing
Name - Displays the name of the attached file and a check box that determines whether the file is copied locally. This check box has the following available states:
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Checked - The file is copied locally for editing.
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Unchecked - The file is not copied from the vault and cannot be modified locally.
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Gray - A file nested under the file is copied locally for editing. The box for the parent file may be checked or not.
Description - Displays the description of the attached file.
Parent - Displays the name of the document to which the file is attached.
Revision - Displays the document revision to which the document is attached.
Revision Status - Displays the revision state of the document.
Out of Date - Specifies whether the reference document is out of date
Owning Group - Displays the owning group to which the parent document belongs.
Viewable - Displays whether you can view the attached file in SmartPlant Foundation.
Is Editable - Displays whether you can edit the attached file in SmartPlant Foundation.
Check out all references - Selects all nested reference files and documents for checkout.
Expand All - Expands the Select revisions tree to display all nested reference documents.
Reset defaults - Sets the Select revisions view to default selections that were displayed when the dialog box was opened. By default, all editable files are pre-selected when the dialog box is opened.
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A file with text that is grayed out in the Select revisions view is not available for checkout.
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The first time you use this dialog box, the path displayed by default is to your My Documents folder. Any time you select a different location and save one or more files to it, that path is stored in the system to be used as the default location the next time you access this dialog box.
Allows you to cancel the checkout of documents.
The table provides read-only information in the following fields about the documents for which the check out may be cancelled
Name - Displays the name of the document and a check box that determines whether the document check out is cancelled. This check box has the following available states:
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Checked - The document check out is selected for cancellation.
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Unchecked - The document check out is not selected for cancellation.
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Gray - A file nested under the document or file is selected for check out cancellation. The box for the parent document or file may be checked or unchecked.
Description - Displays the description of the document.
Class - Specifies the class definition of the document.
Creation Date - Displays the date on which the document was created.
Created By - Displays the name of the user who created the document.
Last Updated - Displays the date and time when the document check out occurred.
Expand All - Expands the Select revisions tree to display all nested reference files.
Undo checkout for all references - Selects all nested reference files for check out cancellation.
Reset defaults - Sets the Select revisions view to default selections that were displayed when the dialog box was opened. By default, all editable files are pre-selected when the dialog box is opened.
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Only the user that checked out the document can undo the checkout.
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A file with grayed out text in the Select revisions view is not available for check out cancellation.
Allows you to return checked out documents to the SmartPlant Foundation and copy any updated files to the SmartPlant Foundation vault for storage.
The table provides read-only information in the following fields about the documents to be checked back in to SmartPlant Foundation.
Name - Displays the name of the document and a check box that determines whether the document is selected to be checked into SmartPlant Foundation. This check box has the following available states:
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Checked - The document is selected for check in to SmartPlant Foundation.
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Unchecked - The document is not selected for check in to SmartPlant Foundation.
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Gray - A file nested under the document is selected for check in to SmartPlant Foundation. The box for the parent document may be checked or not.
Description - Displays the description of the document.
Revision - Displays the document revision number.
Revision Status - Displays the revision state of the document.
Out of Date - Specifies whether the reference document is out of date.
Checked out files - Displays the names of any checked out files attached to the document.
Owner - Displays the name of the user who currently has the document checked out for modification.
Owning Group - Displays the owning group to which the document belongs.
Expand All - Expands the Select revisions tree to display all nested reference documents.
Check in all checked out references - Selects all nested reference documents for check in to SmartPlant Foundation.
Delete local files - Specifies whether to delete the local copies of attached files after the files have been checked back into the vault.
Reset defaults - Sets the Select revisions view to default selections that were displayed when the dialog box was opened. By default, all editable files are pre-selected when the dialog box is opened.
A document with text that is grayed out in the Select revisions view is not available for check in.
The first time you open the Attach File dialog box, the Delete local files option is selected by default. Any time you clear the Delete local files option, the selection is stored in the local system to be used as default the next
time you access this dialog box. Users can change their preference at any time by
selecting this option.
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