How to open & lock a file for editing

How to open & lock a file for editing

Use these instructions to open a file on the intranet for editing on your computer and check the file back in once you are done. When you open a file for editing it is automatically locked so others can't edit it until you've checked the file back in.

Desktop Connector must be running first6.5User7908DCIcon.png

The features for locking, editing and checking in files rely on an application called the Desktop Connector. The Desktop Connector runs behind the scenes, and you likely won't see much more of it than a little leaf icon on your desktop, taskbar or dock. But in order for you to open a file for editing, the Desktop Connector needs to be installed and running on your computer. The first time you open a file for editing, a pop-up tour will acquaint you with the Desktop Connector, which you then need to install. To do that, follow the instructions below.

Install the Desktop Connector

If you encounter problems in following the steps below, please contact your intranet administrator for assistance.
  • Step 1: Navigate to the file that you want to open, click the down arrow on the far right of the file name to open the dropdown menu, and click "Open for editing".
  • Step 2: Read the "Install Desktop Connector" dialog, and click "Install Now".
    • Step 2a: If you are asked to install Adobe Air, click "Yes", and wait while it installs.
  • Step 3: Click "Open" in the Application Install window that appears, then click "Install".
  • Step 4: (optional) The option to "Add shortcut icon to my desktop" is already selected. If you don't want that, uncheck the checkbox.
  • Step 5: (optional) If you want the Desktop Connector installed in a location other than the default, click the Folder icon to the right of the "Installation Location" field; browse to select a new location; click OK.
  • Step 6: In the Application Install window, Click "Continue".
  • Step 7: Return to the intranet page with the file you want to open and click "Open for editing" again.
If you are using windows 8 please follow the installation steps that are located at this page. Installation for Windows 8 users

Click "Open for editing" on file's attachment page

Once the Desktop Connector is installed on your computer, there are two ways to open a file for editing. You can do it either from the dropdown menu in attachment list view or on a file's attachment page.
  • Step 1a: Navigate to the page the file is attached to and click the down arrow on the far right of the file to view the attachment dropdown menu. Click "Open for editing" from the list of options. OR
  • Step 1b: Navigate to the individual file page and click the button "Open for editing" next to the "Download" button.
  • Step 2: Once the file opens on your computer, start editing as you normally would.

If someone else is already editing the file

If someone else is already editing the file you want, you will not to be able to open it for editing. This prevents multiple file versions and duplication of work. The "Open for editing" options will not be visible in the attachment dropdown menu, the file preview, and the file page.

Below the file title, you will see a message such as "Locked for editing by David C." You can click on the person's name to view their profile page and contact info, so you can contact them if you want to know when they will be done with the file.

Occasionally, someone may forget to check in a file when they are done with it. If you need access to a file that is locked, and the person who opened the file for editing can't close it for you (perhaps because they have left work for the day), contact your intranet administrator. They can unlock the file for you from the individual file page.

Save, close, click "Done editing" to check in & unlock

The final step in checking a file back in is to click "Done editing", but first you must save the file and close it in the program you used to edit it. Then you can click "Done editing" in one of three places, the Application Toolbar, the page the file is attached to, or the individual file page.
  • Step 1: Save the file you are editing, either by clicking "Save" in the file menu or using the keys "Ctrl + S." The file will save, without any dialog boxes opening.
  • Step 2: Close the file in the application you are using to edit the file. Again, you will not see any dialog boxes.
  • Step 3a: Click on the "Locked files" menu in the Application Toolbar at the top of the page, and select "Done editing" beside the file name. OR
  • Step 3b: Go to the page the file is attached to, click the down arrow on the far right of the file name to open the dropdown menu, click "Done editing". OR
  • Step 3c: Go to the individual file page and click once on "Done editing".

When you complete these steps the file will save back to the intranet, and the file attachment page will show a new file version containing all your edits.