Sometimes you may want to make changes to a workitem and do not want other users to make changes at their end, until you have made your changes. In such cases, you can use the Checkout and Checkin feature that lets you edit the workitem details in SwiftEnterprise itself and edit the workitem offline using Microsoft Word.

To use the CheckIn-CheckOut feature, enable the CheckIn/CheckOut functionality for the eForm of the workitem. To configure the eForm for MS Word CheckIn/CheckOut and use MS Word CheckOut/Checkin, see  MS Word Integration help page.

The Details section of an eForm item displays the following fields related to the CheckIn/CheckOut functionality:

  • CheckIn/CheckOutBy – indicates the resource name who has checked in or checked out the instance.

  • CheckIn/CheckOutStatus – indicates the current status of the workitem either checked out or checked in.

  • CheckIn/CheckOutOn – indicates the date on which the instance was checked in or checked out.


Ensure that the organization administrator has enabled the CheckIn/CheckOut option for the eForm in the organization.

The fields—CheckIn/CheckOut Status, Checked Out By, and CheckIn/Out On should not be hidden in the Details section for the eForm of the work-items.

Checking Out a Work-Item

When you check out a workitem, you can edit the details in SwiftEnterprise and download attachments in the item. A checked out attachment is saved as a compressed file on your system at the location you selected. You can work on the item until you check in, while others can only view the item.

A checked out workitem is not available for editing by any user.

To check out an item:

  1. Go to the workitem List view and open the required workitem.
  2. Click the CheckOut icon from the toolbar.
  3. In the CheckOut Item window, click Check Out to check out the item without any attachments. You can edit the details in the workitem or add new attachments. To add attachments, see Managing Attachments in a Workitem.

If you click CheckOut with Download, you can check out the item including the attachments. The attachment will be saved as a compressed file. You can decompress the file to edit.

The CheckOut with Download option will be available only if the Attachments section is configured for the eForm of the work-item.

After you check out and edit the item, you need to check in the item to save your changes and attachments. See Checking In a Work-Item.

Checking In a Work-Item

You need to check in an item into SwiftEnterprise that is checked out. On checking in a workitem, the changes you made to the workitem will be saved in SwiftEnterprise and the workitem will be available for others to edit. While checking in, you can upload new attachments or overwrite existing attachments.

Only the user who has checked out a work-item can check in the workitem back to SwiftEnterprise.

To check in an item:

  1. Go to the workitem List view and open the required work-item.
  2. Select the check box adjacent to the item that you want to check in.
  3. Click the CheckIn icon from the toolbar.
  4. In the CheckIn Item window, click Check In to check in the item. You can upload new attachments or overwrite existing attachments, before you check in.

After you have checked in the item, the updated details are saved in SwiftEnterprise.

Sending a Request to Check in the Work-Item

If a user checks out an item, the item appears as read-only for other users. You can send a request for checking in the item to the user who has checked out. The mail can be sent through the mail client configured on your system, for example. Microsoft Outlook.

To send a request for checking in the item:

  1. Go to the workitem List view and open the required work-item.
  2. Click the Request to Check In Document icon from the toolbar. The Send Mail Message box appears from your mail client. In the Send Mail window, the mail ID of the user who has checked out the item, and the subject line appears by default.
  3. Enter an additional message in the body of the message box, if required, and then click Send.

The message is sent to the user who has checked out the item.

Configuring the CheckIn/CheckOut for Work-Items

The CheckIn/CheckOut feature can be configured for the workitems in the organization, within projects and Process Templates.

The CheckIn/CheckOut functionality can be disabled for only those eForms that have workitems checked in. The system performs a check for currently checked out workitems and displays an alert to check in the items.

To enable and configure the CheckIn/CheckOut feature so that an item can be checked in or checked out:

For Projects

The CheckIn/CheckOut functionality feature can be enabled or disabled at any given time in the project. The functionality is enabled for all the existing as well as the new work-items of the eForm in the project.

To enable/disable the CheckIn/CheckOut functionality, go to the eForm (Project>>Setup>>eForm Configuration and select the required eForm from the list). Select eForm option for Checkin/Checkout.

For Organization

If the CheckIn/CheckOut functionality is enabled/disabled in the organization for an eForm, it will be applicable for new projects only, and the old projects will retain the existing configuration. Organization Level changes flow down to the process template and project level.

For Process Templates

The configuration in process template flows down to the projects created based on the process template. The change in configuration of the CheckIn/CheckOut functionality will be reflected in new projects created based on the modified process template.

To enable/disable the CheckIn/CheckOut functionality, go to the eForm (Administration>eForm Configuration>EForms and select the required eForm from the list). Select eForm option for CheckIn/Checkout.

MS Word CheckIn/CheckOut

The item can be checked out into/checked in from MS Word 2003 and MS Word 2007.

To be able to check out and check in items using MS Word, you need to configure the required eForms accordingly. See Adding and Configuring an eForm.

Menu icons for MS Word will be available on the toolbar of List views of the configured eForms. You can check out an item, check in an item, discard the check out process, or do a skeletal checkout ( for adding new items offline). You can check out and check in multiple items at a time.

To use these functionalities, for an item, go to the item and click on the required icons on the toolbar of the item list page.

When you check out an item, from the File Download window, you can open the item to view or save the item on your system. To modify the item, click Save and save the item as a document on your system. Make the modifications, Note that the fields that are in grey color are read-only fields. Type the required text in the text boxes. You can insert images in the Rich Text Editing box from the internal location on your system or from the external sources, example, intranet servers or URL location. Save the document.

Do not change the name of the checked out document.

To check in the changes, select the item, and click the CheckIn icon on the toolbar. Browse the modified file and upload. The status of the CheckIn process is displayed in the Import Status window. On successful checkin, you can view the changes by selecting the item in the Details view. The window displays error details on unsuccessful checkin.

You can modify the item but cannot add the item from the checked out item. To add an item from MS Word, select Skeletal Checkout. See Adding an Item From Word help page.


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