Checking in a File Manually

After completing your edits to a file, you can use the Check-In window to check the updated file back in to Document.

Note: Depending on the check-out user option you select and the method you used to open the file, Document may not display the full check-in window. If you opened the file through direct edit, Document displays a simplified check-in window that does not include the option to send an email about the check-in. See About Check-Ins for more information.

To use the Check-In window to check in a file manually, do the following:

1. Locate the file in Document Central.
• Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
• Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
2. Right-click the file and select Check-in.

Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

3. If needed, enter a description of your edits in the Comments box. Your comments will be listed in the file history. If you send an email as part of the check-in, the comments also will display in the email body.
4. If you want to email information about your check-in to other staff members, enter information in the email fields. This step is optional.
   • Enter recipient email addresses in the To and Cc boxes. Separate multiple email addresses with a semicolon. You can also click to select recipients from a list of staff.
   • If you want a copy of the file to be attached to the email, select the Send as E-mail attachment check box. Clear this check box if you do not want to attach a copy of the file to the email.

     Note: If you send a copy of the file as an email attachment, the recipients will receive a second email that contains an encryption key. The recipients must enter the encryption key before they can open the file.

5. Click Check-In to make the file available to other staff members, or click Update Only to check in the updates and leave the file checked out for further edits.

How can I check in multiple files at one time?

1. To select the files to check in, press and hold Shift or Ctrl while clicking the files to be checked in.
2. Once all the files are selected, right-click one of the files and select Check-in.

Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

3. If needed, enter a description of your edits in the Comments box. Your comments will be listed in the file history. If you send an email as part of the check-in, the comments also will display in the email body.
4. If you want to email information about your check-in to other staff members, enter information in the email fields. This step is optional.
   • Enter recipient email addresses in the To and Cc boxes. Separate multiple email addresses with a semicolon. You can also click to select recipients from a list of staff.
   • If you want a copy of the file to be attached to the email, select the Send as E-mail attachment check box. Clear this check box if you do not want to attach a copy of the file to the email.

     Note: If you send a copy of the file as an email attachment, the recipients will receive a second email that contains an encryption key. The recipients must enter the encryption key before they can open the file.

5. Click Check-In to make the file available to other staff members, or click Update Only to check in the updates and leave the file checked out for further edits.