---
title: "Document In-Use and Check-Out (Locking)"
slug: "document-locking"
updated: 2025-01-31T20:06:28Z
published: 2025-01-31T20:06:28Z
canonical: "help.lexworkplace.com/document-locking"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.lexworkplace.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Document In-Use and Check-Out (Locking)

> [!NOTE]
> 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.

![image(5)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(5).png)

**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.

![image(4)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(4).png)

## 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.

![image(6)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(6).png)

• 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)

![image(8)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(8).png)

### 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)

![](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(9).png)

> [!CAUTION]
> 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

![](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(10).png)

## 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.

![image(11)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(11).png)

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

![image(12)](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/image(12).png)

> [!NOTE]
> 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.