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Version control in Content Manager Explorer

In Content Manager Explorer, when an item is locked, it is considered to be checked out. Only you can edit the item while it is checked out. When you check in an item, it again becomes available to other users.

Explicit check out

When you select the Check-out option for an item, you are explicitly checking out the item. Note the following:

  • The item remains checked out to you, and locked, until you explicitly check it back in by selecting the Check-in option. This is true even if you close the item.
  • Every time you save the item (whether you close the item or not), you increase its minor version number (for example, from 6.0 to 6.1).
  • When you eventually explicitly check the item back in, the system unlocks it and its major version number increases (for example, from 6.0 to 7.0).

Check out by opening

When you open an item (that is not locked by someone else), the item is automatically checked out to you. This is also known as implicitly checking out an item, that is, checking it out without explicitly selecting the Check-out option. Note the following:

  • The item remains checked out to you, and locked, as long as you have it open for editing.
  • Every time you save the item (without closing it), you increase its minor version number (for example, from 6.0 to 6.1).
  • When you are done and close the item, the system unlocks it and checks it back in, increasing its major version number (for example, from 6.0 to 7.0).

Checked-out item appearance

Regardless of how an item is checked out, while it is checked out, the item icon is displayed with a small image of a lock over it.

All items that are checked out to you appear in your Checked-out Items.

Items in workflow

When your organization is using workflow, such as to add a review step to the editorial process, the version control and item versioning behavior is a bit more complex than the standard behavior. In particular, note the following:

  • When an item goes into workflow, it is automatically checked out and locked.
  • The Check-in and Check-out buttons will not be available for items that are associated with an active workflow process.
  • When an item is in a Bundle that is part of a workflow process, the item will be checked out and locked when workflow is started on the Bundle.
  • Until workflow has started for a Bundle, it is possible to check out an item in the Bundle and lock it in your name. Explicitly checking it back in puts it in a reserved state: that is, it is checked out but locked by no user.

For full details on workflow, refer to the workflow section.