Check out documents

Last update: July 18, 2024

CREATED FOR:

  • User

You can check out a document to prevent other users from deleting it or uploading a new version of it. Only one user can check out a document at a time. You can check out any document uploaded to Adobe Workfront as well as documents linked to third-party document providers (Box, Dropbox, Google Drive, Webdam, Workfront DAM, SharePoint, or any other custom provider).

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

Adobe Workfront plan*Any
Adobe Workfront license*Review or higher
Access level configurations*

Edit access to Documents

Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Object permissions

Manage access to the Document

For information on requesting additional access, see Request access to objects.

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Actions allowed on checked out documents

Users with manage access to the document can do the following:

  • Edit the document (document name, description, custom data)

  • Move the document

  • Share the document

  • Preview the document

  • Download the document

    TIP
    Although a user can download a document when it is checked out by another user, we recommend that users wait until the document has been checked back in before downloading it. When a document is checked out, it often indicates that work is still being done on the document. Waiting until a document is checked back in to download it ensures the user has the most recent version.

  • Approve a document or apply an approval to the document.

  • Review the document in the proofing viewer

    For more information about proofing, see Proofing

Check a document out

If you have manage permissions to a document, you can check it out to forbid certain actions on the document.

  1. Go to the area where your document is stored, then select the document.

    For information about adding documents, see Add documents to Adobe Workfront from your file system.

  2. Click the Check Out icon .

  3. A lock icon displays to the right of the document name. The document stays checked out after you log out of Workfront.

  4. Only the user who checked out the document or the Workfront administrator can check the document in.

Manage checked out documents

Consider the following about checked out documents:

  • Before you can delete an object where a checked out document is stored, you must first check the document back in.

  • If the Workfront administrator deletes a user who checked out a document they didn’t own, Workfront automatically checks in the document.

  • If the Workfront administrator deletes a user who checked out a document they own, and the document is uploaded on an object, the document remains checked out. Only a Workfront administrator can check it back in.

  • If the Workfront administrator deletes a user who checked out a document they own, and the document is uploaded only in the Documents area (not on an object), the document is deleted with the user.

    For information about deleting users, see Delete users.

  • If the Workfront administrator deactivates a user, any documents they have checked out remain checked out. Only a Workfront administrator can check them back in.

Check a document in

You must check a document back in before you can upload a new version or delete it.

To check in a document:

  1. Go to the area where your document is stored and select the document.

    A lock icon displays to the right of the document name.

  2. Click the Check In icon .

More help on this topic

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