Activ provides you with the option to lock individual files to prevent other users from making any changes to their properties or contents, and will also automatically lock any file that is currently being updated using the File Manager’s Live Editing functionality. This feature assists in maintaining the integrity of records in the system by preventing two users from uploading new versions simultaneously, and by providing a way to clearly identify files that are currently being edited.
Locked files can still be viewed in the normal manner, but all downloads/previews will be of the current live version of the file. The download/preview will not reflect any changes that have been made through Live Editing or in a Downloaded copy unless those changes have been uploaded/Checked In as a new version of the locked file. In addition, once a file has been locked, it will only be unlockable by:
- the user who originally locked the file; or
- an ‘Admin’ for the Library that the file has been stored in.
However, Admin users should exercise caution when unlocking locked files, as:
- this may lead to multiple users attempting to update the file concurrently and/or one user accidentally overwriting the work of another, if someone is updating the file using the download-update-reupload method; and
- unlocking the file will automatically delete any Live Editing drafts that may be open against the file, and deleted drafts cannot be restored.
If you are an Admin who needs to unlock a file that has been locked by another user, then it is strongly recommended that you first check for any Live Editing Drafts that may be stored against the file, and discard or Check In the drafts as necessary (see Identify Checked Out Files / the Owner of a File Checkout and Admins: Manage Another User’s Live Editing Checkouts).
For convenience, this article has been split into two sections:
*****
Lock a File
To lock a file, locate the file within the relevant Library and click on the hamburger icon displayed to the left of its name.
This will open a shortcuts menu containing a list of key actions related to the file’s management. Click on Lock.
For convenience, Activ also allows you to lock a file from its Properties tab, where all actions are available. To do so, open the file’s Properties and click on the Lock button:
Other system users will now be prevented from editing the file, and edit and upload actions for the file will be hidden from them within the file’s Properties and Shortcuts menu. Only the user who has locked the file will be able to make any modifications to the file whilst it is locked.
*****
Unlock a File
To unlock a file, locate the file within the relevant Library and click on the hamburger icon displayed to the left of its name.
This will open a shortcuts menu containing a list of key actions related to the file’s management. Click on Unlock.
For convenience, Activ also allows you to unlock a file from its Properties tab, where all actions are available. To do so, open the file’s Properties and click on the Unlock button:
