The In use work area shows documents that are in use. Documents are locked for all other users while they are in the In use work area. You can view the documents either in list or table format.

Interface

The In use work area contains the following sections:

1 Header: Indicates the work area you are currently in. The left arrow takes you back to the last work area you were in. You can open the User menu by clicking the profile picture of the current user. This menu takes you to areas where you can configure settings for your user account. You will find the following here: Configuration, Help, Enable roles (optional), About, Log off, and Close. With the buttons next to the user menu, you can switch between the default view and the small view. The desktop adapts to the view dynamically.

2 List of documents checked out for editing: Shows the document currently checked out or being edited. You can switch between the list view and table view using the two buttons at the top left. By clicking Filter, you can sort, group, and filter to narrow down the list. The search field next to the magnifying glass icon also allows you to narrow down the results with its search-as-you-type function.

3 Work area toolbar: This toolbar provides access to the tile navigation, as well as to the My ELO, Repository, Search, Desktop, and In use work area. The number on the In use button indicates how many documents you have checked out for editing.

4 Toolbar: This toolbar contains all functions you can use in the In use work area. The functions are split up into four groups, which you can access via the respective buttons: Document, View, Output, and Administration. The functions available depend on your selection. You will see a star icon next to each function. Clicking this star adds the function to your favorites bar. You can also integrate other buttons to the toolbar via the ELO App Manager, such as an ELO Business Solution.

5 Manage favorites: Click this button to manage your favorites. All functions of the area are listed here, sorted by function groups. If you select a function from the list, the star is filled in and the function is added to the favorites bar as a button with a matching icon. You can either remove favorites from this list or by clicking the minus icon in the favorites bar. Clicking Manage favorites saves the changes.

6 Favorites bar: This bar contains all functions you have favorited. To perform a function, click the button in the favorites bar. Functions may be grayed out in the bar depending on your selection.

List view

In the list view of the In Use work area, you will see all of the documents that are currently in use.

1 File type: This icon indicates the file type.

2 Short name: The short name is specified here.

3 Date: Here, you will see when the document was checked out.

4 Version: Here, you will find the version number of the document and when it was filed.

5 Form: Here, you will see the metadata form used to file the document.

Table view

You can also view documents in use in table format.

Right-click the header of the table view to open the context menu.

Sort A–Z: Sort the selected column alphabetically in ascending order.

Sort Z–A: Sort the selected column alphabetically in descending order.

Group by this field: Creates groups depending on the selected column. If you select a group for the Type field, for example, the individual file types are sorted in groups.

Remove grouping: Removes the grouping.

Hide: Hides the selected column.

Column selection: To change the column selection, click Column selection.

The Change table dialog box opens.

You can add or hide fields in the table view. To add a field, check the box or, alternatively, click Show. To deselect a field, uncheck the box or, alternatively, click Hide.

Information: The Short name field is mandatory and cannot be hidden.

Click Up and Down to change the order of the columns.

You can set the width in pixels for each field. Using the spin box, enter a value in the Selected column width (in pixels) field.

Check in

To transfer the changed document to ELO, select it in the list of documents checked out for editing, then click the Check in function in the Document group on the toolbar.

If you did not make any changes to the document after checking it out, you have two options:

• Cancel editing: The document lock is removed. The original version of the document remains in ELO.
• File as new version anyway: A new but unchanged version of the document will be filed.