In some cases, you may find that you have a need to cancel another user’s Live Editing Checkout: for example because the user who has Checked Out the file has left your company without Checking their changes back In, or because they were working on time-critical updates (e.g. in preparation for an upcoming Audit) and are unexpectedly unable to continue working due to illness or sickness. To support these cases, Activ allows System Administrators to manage the Live Editing Checkouts of any other user of your system, and to:
- view the contents of their current Live Editing draft;
- edit their Live Editing draft, if required;
- discard their Live Editing draft, cancelling the Checkout and allowing another user to update the file (note that Activ will automatically notify the user of the rejection, and send them a copy of their draft); and
- Check In (i.e. Publish) their Live Editing draft, submitting the user’s changes to Activ as a new version of the file.
Note that the file Checkouts of other users can only be managed by those who have ‘Admin’ access to System Administration: Administrator and the appropriate area of the File Manager (e.g. Controlled Documents, if the file is in Controlled Documents; Records if it is in Records, etc). Users who do not have System Administration access to Activ will only be able to manage their own file checkouts.
Also note that, if your system includes the Teams module and/or Private Folders, then the following permissions rules will also apply:
- For Private Folders – the System Administrator must have at least ‘Can View’ access to the folder to Reject Checkouts for any file stored within that folder.
- For Private Folders – The System Administrator must have at least ‘Can Edit’ access to the folder to continue editing or to publish Checkouts for any file stored within that folder.
- For Teams – the System Administrator must have access to the file within the normal Teams structure before they can manage any of its Checkouts (e.g. an Admin in a Child Team cannot manage Checkouts from Parent Teams; Admins in a Team cannot manage Checkouts from Adjacent Teams, etc).
- For Teams – if the file has been checked out by someone from a higher Team level, then the System Administrator will not be able to manage the Checkout (e.g. if someone in a Parent Team Checks Out a file from one of their Child Teams, Admins in the Child Team will not be able to manage the Checkout; only other Parent Team Admins will be able to manage that Checkout.)
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To view and manage another user’s Live Editing Checkouts, open Activ’s Home Page. You will be presented with the Action Tracker, which will provide you with a summary of your current open actions (i.e. actions that have been assigned to you, and that you have not yet completed). Use the dropdown in the top left corner of the Action Tracker to select the user that you wish to manage.
Activ will refresh the screen to display the selected user’s Action Tracker in place of your own. Locate the Pending Office Check Ins option within the Action Tracker, and click on one of the numbers displayed to the entry’s right.
Activ will filter the to-do list at the bottom of the screen to display any open file Check Outs that are currently set against the user. Click on any record within this list.
You will be taken to the Manage Checkouts page, which will display all files that the user currently has Checked Out for Live Editing (and that you have permission to access). Each Live Editing draft will be displayed on its own row alongside the standard management options, allowing you to view, Check In (i.e. publish), or discard their work as required.
Note that if a file is stored in a Private Folder or Team that you do not have access to, any Checkouts relating to that file will be hidden from your view of the management screen.
