How do I check-out and check-in a document?

All-In's document management system works a bit like a library. Only one person can have a document officially "checked-out" for review at a time. When they check the document back in, it will appear as a new version of the original document. All previous versions are saved and easily accessible.

NOTE: You may download and open a document without officially checking it out (see help article Download a Document (without checking it out) for instructions), however, you will not be able to check it back in as an updated version (without first checking it out). This is a feature that is available to any member of the project. For more information on who has permission to check-out documents linked to an Event, Timeline, or Project see the Permissions article under Getting Started

Accessing a Document for Checkout:


You can access a document in either the Time Pod or in the Media Pod.

To Checkout a Document in the Time Pod:

In the Time Pod, when you see a paperclip icon next to an Event, Timeline, or beside the Project label, it means that there is a document attached.

To open it:

a) Click on the paperclip icon to open the document foldout.


b) In the foldout that opens, you will see a list of all Documents and Notes that are attached. Hover your mouse over the Document you wish to check-out.

c) Click on the grey CHECKOUT button. 

The document will begin downloading, and a foldout will appear to the right of your Pod, providing details on the document.

NOTE: Your browser may try to block the pop-up (which you need to 'allow' in order to download a document). Instructions for allowing pop-ups can be found at the end of this article.



To Checkout a Document in the Media Pod:


All Documents that are attached to Projects have links to them here in the Media Pod. It is also possible that a document has been uploaded directly to the Media Pod (in which case it will be found only in this Pod).

To find a document in the Media Pod:

a) In the Media Pod, click the orange Documents button below the Pod title.



b) The Pod will now display a list of all of your Projects. You must click on the Project label of interest.

c) The Pod will now display a list of all of the Project's related Documents and Folders. To open a Folder, click on the folder's label. Once you have found the document you would like to checkout, hover your mouse over the document you wish to check-out.

c) Click on the grey CHECKOUT button.


The document will begin downloading, and a foldout will appear to the right of your Pod, providing details on the document.

Note: Your browser may try to block the pop-up (which you need to 'allow' in order to download a document). Instructions for allowing pop-ups can be found at the end of this article


Checking-In a document: 

a) Hover over the document (see check out process above for instructions on how to find the document in the Time and/or Media Pod).

b) Click the grey CHECKIN button. 

c) A CHECK IN foldout will appear to the right. Upload the file in this foldout, complete the form then click the CHECKIN button to finalize the upload. 


Cancelling a Check-Out: 

If you checked-out a document and decided no revisions were necessary, and therefore no new version needed to be checked-in, you can cancel a check-out. 


a) Hover over the document in the NOTES & DOCS foldout.

b)  Click the CANCEL CHECKOUT button. 


Knowing if a document is already checked-out: 

When you see a document label in its foldout (open this by clicking the paperclip icon), a red checkmark on the document icon indicates that it has been checked-out by another member of the Project. 


To Find out Who checked it out and When:

a) Hover your mouse over the document and click the > button. 



b) You will find details such as who has checked the document out and when that was in the foldout that will have opened.


To allow pop-ups from iLiv:


It's possible that your browser has been set to block pop-ups. You must allow them (to come from iLiv) in order to checkout documents from the platform. You will only have to do this once for each browser you use.

To allow pop-ups from iLiv in Chrome:


a) After clicking to checkout a document, at the far right of your address bar, you might see a box with a red X through it. Initially, it will read, "pop-up blocked", but this explanation will disappear (so you may only see the box).



b) Right-click on the box with the red X through it.

c) A menu will appear from which you must select Always allow pop-ups from https://iLiv.com



d) Click done to allow pop-ups.

To allow pop-ups from iLiv in Firefox:


a) After clicking to checkout a document, at the top of your screen, just under the address bar, you might see a warning that Firefox has blocked a pop-up.

b) At the far right of the warning notice, you will see a button marked options. Click on the options button.



c) a menu will appear from which you must select allow pop-ups for iLiv.com. Clicking this will allow pop-ups.



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