Document In-Use and Check-Out (Locking)

Applies To

LexWorkplace Starter, Core, Advanced

Overview: This article describes under what conditions a document is 'Locked,' and what that means.

Understanding Document Lock Status

A document enters a "Locked" status under the following conditions:

1. Open/In Use by Another User: The document is currently being accessed by another user.  This will add a small user icon next to the document, a visual indicator that this document is currently in use by a user.

2. Manually Checked-Out: A user has locked the document without opening it to prevent others from making changes.  This will add a small checked-out icon next to the document, a visual indicator that this document is currently checked out by a user.

Purpose of Document Locking

The document locking feature ensures smooth and conflict-free collaboration by allowing users to:

• Work on a Document Without Interference: Prevent other users from making edits while you are working on a document.

• Perform Quick, Consecutive Edits: Locking the document ensures uninterrupted access when making multiple changes.

• Upload changes from opposing counsel: Locking the document while you are waiting to receive document changes.

What Happens When a Document is Locked?

When a document is locked:

• The 'Locked By' Column will display the name of the user who locked it.

• A blue arrow icon appears next to the document in the list view, indicating the lock.

• The hyperlink to the document is disabled, making it non-clickable until it is unlocked, and unable to be connected to the launcher to save back changes.

How can you check out a document?

1. Hover over any document in a matter or in firm documents.

2. Click the ellipsis

3. Check-Out (Lock)

To check back in a document, the process is the same:

1. Hover over any document in a matter or in firm documents.

2. Click the ellipsis

3. Check-Out (Lock)

Admins can check back in documents that other users have checked out.

But Beware! Any changes they have made will be lost on check-in.

What can you do with a locked document?

1. Download a copy

2. Duplicate document

Search for Locked Documents

You can filter or search for documents locked by a specific user:

1. Open the Search tab.

2. Select the user you would like to search locked documents for in the "locked by" filter.

3. Search with any filters or without any other stipulations to view the documents locked by that user.

Quick Tips

• If you need access to a locked document, contact the user listed in the 'Locked By' column, or a user with Admin level permissions.

• Always check documents back in after fully completing a document to avoid unnecessary locking.