A document filed to ELO can be changed unless it has been configured otherwise.

The following options are available for editing documents:

• Check out and Upload and check in functions
• Edit in Office function
• Edit online function (only with ELO Interface for Microsoft Office Online)
• Collaborate function (only with ELO Interface for Microsoft Office Online)

'Check out' function

You can check out a document, then check it back in once you are done editing it.

The document is locked for all other users while you have it checked out. During this time, other users can only open it in read-only mode. This prevents a document from being edited by multiple users at the same time, resulting in competing versions.

You will recognize checked out documents based on a yellow arrow next to the document icon. The name of the editor is shown in square brackets.

Steps

1. Select the document you want to edit.

2. On the ribbon, click Document > Check out.

Information: If you click Close now, the document is still checked out. If you want to cancel the process, click Close and then Versions > Cancel editing on the ribbon.

Information: If you use ELO Web Add-ons in combination with SSO, the document is opened in an external application and can be edited.

3. Click Save as.

The document is saved in your standard download folder.

Optional: A Windows dialog box may appear. Select an option for saving the document.

Warning: You must save the document to your computer. This is necessary for uploading and checking in a new version. If you do not save the document, all changes made will be lost.

The document appears at the bottom of your browser.

4. Click the document to open it.

5. Edit the document.

You do not have to check the document back in right away. You can keep it checked out and edit it later by opening it from the local storage location on your computer.

In addition to the Repository work area, the document is also located in your In use work area as long as you have it checked out.

Outlook

The following options are available for removing locks for other users:

• Upload and check in function
• Cancel editing function

'Upload and check in' function

After you have checked out a document and finished editing it, check it back in.

Steps

If you have edited a document right after checking it out, the Upload and check in dialog box remains open. Steps 1 and 2 are no longer necessary in this case.

1. In ELO, select the document you want to check in.

2. On the ribbon, click Document > Upload and check in.

Information: If you use ELO Web Add-ons in combination with SSO, click Upload and check in. The document is already selected and can be checked in directly.

3. Select the file. You have the following options:

• 1: Click the button to the right of the Select file field and select the file. The Windows dialog box automatically opens the folder containing the downloaded document.
• 2: Drag the file to the Drop file here area.

The document is filed as a new version.

'Cancel editing' function

If you have checked out a document and do not want to make any changes to it after all, you can cancel editing.

Steps

1. In ELO, select the document you want to cancel editing for.

2. On the ribbon, click Document > Versions > Cancel editing.

The old version is retained. The document is unlocked for other users.

'Edit in Office' function

If you would like to edit Microsoft Office document, open them using the Edit in Office function.

Steps

1. Select the document you want to edit.

2. On the ribbon, click Document > Edit in Office.

Alternative: This function is also available at Document > Check out.

Information: Microsoft Office 2010 with Service Pack 1 is required at minimum.

While you are editing the document, it has the status Checked out for other users.

You do not have to check the document back in. Once you save the Microsoft Office documents, the changes are saved in ELO.

'Edit online' function

This function is only available if you use the ELO Interface for Microsoft Office Online.

It allows you to open and edit Microsoft Office documents online.

Steps

1. Select the document you want to edit.

2. On the ribbon, click Document > Edit online.

3. Select the program you want to open the document in.

4. Confirm that you trust the source of the file.

The document is opened in a new browser tab for editing.

While you are editing the document, it has the status Checked out for other users.

You do not have to check the document back in. Once the user closes the tab containing the document, the changes are saved in ELO.

'Collaborate' function

This function is only available if you use the ELO Interface for Microsoft Office Online.

It allows you to open Microsoft Office documents online and edit them in collaboration with other users.

Steps

1. Select the document you want to edit.

2. On the ribbon, click Document > Collaborate.

The document is opened in a new browser tab for editing. ELO Service is shown as the editor.

You do not have to check the document back in. Once the user closes the tab containing the document, the changes are saved in ELO.