Uploading a Check-In/Check-Out File
About File Types
 General
File - A file classified as a General File allows
many people to access the file at any time. If you are the
original owner/uploader of the file, you are permitted to replace
the original file with the new file (but no one else can overwrite
it). The original is internally archived in ProjectQuest and
the new file is displayed in the SmartFolder directory. If
you are not the original owner of the file, you must save the
edited version with a different name when prompted.
 Check-In/Check-Out
File - A Check-In/Check-Out File has more restricted
access. Once this file is uploaded, only one team member is
allowed to edit the file at a time. For example, if one team
member “checks-out” the file, which means they
downloaded the file, they have now locked it on the system.
No other team members can check-out the file while it is locked.
They can only download a read-only version of the file. The
file will remain locked until the person who checked out the
file replaces it on the system. The procedure for replacing
the file is called “checking-in” the file. Others
who may have downloaded the read-only version, may save an
edited document back to the system with a different name.
 Route
File - The Route File can be described as a file that
must be reviewed by several users in a specific order. The
Route File is special because the owner specifies exactly who
must review it and in what order. The Route File is a restricted
file, similar to a Check-In/Check-Out File.
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Step 1: To begin, click the Upload button.
 In
the first step of the file upload process, ProjectQuest asks you to
categorize the file into one of three file types. This categorization
has nothing
to do with the format of the file, it is just so ProjectQuest
knows how the file will be handled in the system.
Step 2: If
you are uploading a Check-In/Check-Out File, the main difference is
that there are three list boxes instead
of
two.
The
first box "SmartFolder
Users/Groups" will
be empty. The second box is titled “Allowed
Read Access." Read access is provided to people who are
allowed to download the file at anytime, but can never save the file
back to
ProjectQuest. The third box is titled “Allow Check Access." Make
sure this box contains the name of your project's group if you want
everyone to have check-out access (e.g., [GF-general], [PhoenixAPM_general]
- groups are always in brackets).
These team members have the ability to lock the file while they are
working on it. While the file is checked out, no other team member
has the ability
to download the file, edit it, and save it back as the same name. NOTE:
Others can, however, save an edited version back with a different name. Use the arrows between the list boxes to assign and remove access
to certain members of the team. Use the Ctrl or Shift keys to select
multiple people.
Step 3, Select File: Browse to the
file on your hard drive, network drive, etc. Enter a file description
and a comment if you like.
All this information will be included in the file notification email
that the team receives.
- Important: To have the ability
to upload more than one file at a time, you need
to install the "multi-file plug-in."
Checking Out & Downloading a File
 Click
on the file's name in the file folder list. The File Info window for
a Check-In/Check-Out File looks similar to the General File window,
with
one additional
Action
option
to “Check
this file out." This additional option is only visible to those
users who have been given Check-In/Check-Out Access. Users with Read
Only Access will have the standard options.
Right mouse click on the "Check this file out" link
and select "Save
Target As..." Then select the folder where you want to
download/save the file to on a local hard drive. This will
mark the file as Checked Out in ProjectQuest, therefore not allowing
any other user to check the file out, only to view it.
If you left mouse click instead of right clicking,
the file will open in the ProjectQuest window. You may modify
the file in this window. However, once modifications are complete,
you will be asked
to save the changed file to your local drive. You cannot save it
directly back to the server. This will
mark the file as Checked Out in ProjectQuest, therefore not allowing
any other user to check the file out.
Checking In a File
Step 1: Once you “check-out” a file,
only you can upload the file back to ProjectQuest with the same
name. When
you are ready
to “Check-in” the file, select the “Check-in” button
 on the toolbar.
 Clicking
the button
will bring up a window listing all of the files that have been checked
out by you. To replace a checked-out
file, select it from the list by clicking on the file name in blue.
Step 2 will launch the permissions screen. This screen will show the
original security settings for the file. You may adjust these settings
before uploading the file by using the arrows between the list boxes
to assign and remove access to certain members of the team.
Step 3 is to select the actual file from the users local drive. The
first text box is for the file name. You can type the name in the text
box or use the Browse button to select the file. The original description
and expiration date will be shown. You can modify them at this time.
The Finish button is selected to complete the Check-In process.
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