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Check Out/In a File in Procore Drive

Objective

To check in and out a file in Procore Drive.

Background

If you need to makes changes to a previously uploaded document, it's recommended that you first check out the file from Procore so that other users will know that it's currently being edited and that a newer version will most likely be uploaded in the near future. You can check out a file for one of the following predefined time periods: 1, 3, 6, 12, or 24 hours, or 7 days.

Once you have completed your edits to the checked out file, check in the file by uploading a new, revised version of the file or reset the checkout if no changes were made to the file and you simply want to check in the original file back into Procore.

Things to Consider

  • Required User Permissions: 'Standard' or 'Admin' in the Documents tab in Procore.
  • Select multiple items by holding down "Shift" or "Control" (Ctrl) while clicking on files.
  • If a file is checked out, the file can still be downloaded; however, a newer revision can only be uploaded by the person who checked out the file or by a user with 'Admin' privileges.
  • If a file is checked out, any user with 'Admin' privileges can upload a new version or reset the checkout. However, it is strongly recommended that you first contact the person who initially checked out the file to make sure you are not going to accidentally overwrite another user's changes.
  • To navigate back to a previous screen, click the "< >" arrows at the top left of Procore Drive.
  • To refresh the tool and item you are viewing within Procore Drive, click the refresh button similar to the one in your web browser.

Steps

Check out a file

  1. Select the desired company and project in Procore Drive.
  2. Select the Documents tab.
  3. Expand or contract folders in your Procore Drive until you find the specific folder from which you want to check out a file. (Note: You may navigate through your folders on the right window or the file tree by double-clicking folders and files.)
  4. In Procore Drive, click on the drop-down menu under "Check this file out for:"
  5. Choose one of the following predefined time periods: 1, 3, 6, 12, or 24 hours, or 7 days.
  6. Click the Check Out button. (Note: When a file is checked out, it will display a note with the name of the person who checked the file out, as well as the date and time the checkout expires.)
  7. If you are an 'Admin' level user, you can click the Reset Checkout button to nullify the checkout.
  8. Refer to "Version History" to see a summary of the file's related activity such as downloads, checkout reset, etc.

Check in a file

  1. From the file overview window, click Upload new version.
  2. Browse your computer for the edited version of the file.
  3. Once you have selected the file, click Open. (Note: If your upload fails, you will be prompted to retry the upload or save the file locally to your device until you can try the upload again.)
  4. Procore Drive will prompt you to fill out a comment box. It's recommended best practice that you use the Comments box to provide a brief description about the changes that were made to the file.
  5. Click Submit.
  6. Refer to "Version History" to see a summary of the file's related activity such as downloads, checkout reset, etc.

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Last modified
10:12, 12 Aug 2016

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