Check Out a File

Users have the ability to check out the current version of a file to prevent the file from being changed. When a file is checked out it cannot be overwritten, deleted and no new versions of the file can be uploaded. This is very useful when multiple users are accessing and working on the same document. For example, if User A is altering a file and has checked it out of the Governance Portal, User B can not make any additional changes to the file until User A has checked the file back in to the Governance Portal.

Only the individual who checked a file out or the administrator can check a file back into the Governance Portal.

1. Access the object that contains the file you wish to check out.
   • General documents
   • Organizational unit & process documents
   • Organizational unit & process library template documents
   • Action plans
   • Test plans
   • Tasks
   • Objectives
   • Risks
   • Controls
   • Risk Event Categories
   • Assessments
   • Audits
   • Work Papers
   • Various audit forms (e.g. company information)
   • Incidents and Impacts

2. Click Attachments.
3. Click Expand to expand the folder that contains the attachment, if necessary.
4. Right-click the name of the attachment you wish to check out and click Check Out.

   or:

   Right-click the file and click View Properties.

5. Click Check Out.
6. A lock icon will appear next to the attachment in the Attachment list.

   Note: The check out by and checked out date and time are automatically updated.