# Edit entries
# Check out and edit document
With the Check out and edit function, you can open a selected document in an external program for editing. Once you have finished editing the document, check it back in (refer to the Check in document section for more information). A new version of the document is created, which becomes the new working version. The working version is always the version that you see when you select the document.
The old version is still retained.
While the document is checked out, it is locked for other users. During this time, other users can only view the document in read-only mode (Document > Open in read-only mode). This prevents multiple users from being able to make changes to a document at the same time.
You can recognize checked out documents by a yellow arrow next to the document icon. Next to this you will see the user currently editing the entry.
Related function
- Check out to OneDrive: Use this function to check out a Microsoft Office document in ELO to Microsoft OneDrive for editing.
Method
Open the Repository work area.
Open the folder with the document that you would like to edit.
Select the document.
To edit the document, select Document > Check out and edit on the toolbar.
Keyboard shortcut: ALT + O
The document is opened for editing in an external program. It is transferred to the In use work area and cannot be edited by other users.
Information
If you close the document in the external application, it is still checked out.
To cancel, still select Close. In the In use work area, select the document. On the toolbar, select Document group > Discard document changes.
In the Desktop work area, you will see that the document is in use.
Edit the document.
Save the document in the external application.
You do not have to check the document back in right away. You can keep it checked out and edit it later. Use the Edit document function for this.
In addition to the Repository work area, you will also conveniently find the document in your In use work area as long as you have it checked out.
Result
The document is changed locally but not in ELO.
Outlook
To apply your changes to ELO and save your document as a new version, use the Check in function.
Discard document changes: If you want to discard the changes, use this function.
# Check in document
The Check in function files a checked out, changed document to ELO as a new version.
Related function
- Discard document changes: If you want to discard the changes, use this function.
Method
Select a checked out document in ELO.
To transfer the document back to the repository, select Document > Check in on the toolbar.
Keyboard shortcut: ALT + I
Optional: Depending on the setting, the Version comment dialog box may now open. If this is the case, you can enter the version number and relevant comments. This dialog box can be enabled or disabled in Configuration > Dialog boxes > Version comment.
Select OK.
Result
The document is filed as a new version in ELO. The document is removed from the In use work area and can be edited again.
Outlook
To learn how to revert to an older version, refer to the Document versions chapter.
# Document versions
You can also view an overview of all versions of the selected document in the Document versions dialog box. You can view, save, and delete old versions.
The buttons below the display name provide various options:
 | Open in read-only mode (eye icon): The selected version is opened in an external default application in read-only mode. |
 | Save as (floppy disk icon): The selected version is saved to the file system. Select the path in the dialog box. |
 | Set as working version (pencil icon): This option sets the selected version as the new working version. The newly selected version is now shown in the Repository work area. |
 | Delete (X icon): The selected version is assigned a deletion marker. |
 | Restore (X icon with green arrow): The version with a deletion marker is restored. |
There are also buttons that allow you to manage the list of document versions.
You can view the document versions in a table or list form. Select the view via the corresponding button. By selecting Filter, you can sort, group, and filter to narrow down what's shown. The search field next to the magnifying glass icon also allows you to narrow down the results with its search-as-you-type function.
# Load new version
This function files a document from your file system as a new version of the selected document in ELO.
Related function
Method
In ELO, select the document you want to upload a new version of.
On the toolbar, select Document > Load new version.
A window for selecting the file from the file system opens.
Select the file and then select Open.
Depending on the setting, the Version comment dialog box may now open. If this is the case, you can enter the version number and relevant comments. This dialog box can be enabled or disabled in Configuration > Dialog boxes > Version comment.
Using this option on version-controlled documents creates a new entry in the version history and makes this new version the current working version. For documents that are not version controlled, the previous version is overwritten.
Select OK to close the dialog box.
Result
The version you filed is the new working version.
Outlook
Uploading an identical version with this function opens a dialog box asking what you want to do with the file.
You can cancel loading the new version or file it as a new version anyway.
# Discard document changes
This function discards all changes to the selected, checked out document. The original document remains unchanged and can once again be edited by other users.
# Edit document
With the Edit document function (keyboard shortcut: CTRL + E), you can edit the selected, checked out document. This function is required when you want to edit a checked out document but the associated editing program is not open. Save the changes as usual in your editing program.