Documents and Checking Out and In

[Accessguru]

I am researching Project Server for use in our organization and I was hoping
someone could answer this question for me. I did search the postings, but
didn't find enough to piece together the picture I need.

How does checking out documents work in Project Server? Does it really
restrict access to them from others while someone has the document open?
Does any of the versioning depend on using the "Track Changes" features
within Microsoft Office?

Thanks for any information you can share around documents and the way they
are used via a web interface to Project Server.

 

[Dale Howard [MVP]]

Accessguru --

When a user formally checks out a document from the Documents library for
the selected project, the system prevents other users from opening the
document Read/Write. After the user makes changes to the document, he/she
must save and close the document, and then formally check in the document.

Each time a document is checked out, edited, and saved, the system creates a
new version of that document. The latest version is always the version of
the document that displays in the Documents library. It is possible to
delete a version of a document, or even to revert to a former saved version
of the document, if necessary.

Please note this, however: opening a document is not he same a as checking
out a document. Each is a distinct step. If a user opens a document for
editing WITHOUT checking out the document, others can check out the document
for editing at the same time as well, and the user who saves and closes
their document LAST would end up creating the latest document version.
Therefore, you will want to train your users how to formally check out,
open, and check in a document. Hope this helps.

 

[Accessguru]

That was extremely helpful and answered my question.
--

Accessguru

Accessguru --

When a user formally checks out a document from the Documents library for
the selected project, the system prevents other users from opening the
document Read/Write. After the user makes changes to the document, he/she
must save and close the document, and then formally check in the document.

Each time a document is checked out, edited, and saved, the system creates a
new version of that document. The latest version is always the version of
the document that displays in the Documents library. It is possible to
delete a version of a document, or even to revert to a former saved version
of the document, if necessary.

Please note this, however: opening a document is not he same a as checking
out a document. Each is a distinct step. If a user opens a document for
editing WITHOUT checking out the document, others can check out the document
for editing at the same time as well, and the user who saves and closes
their document LAST would end up creating the latest document version.
Therefore, you will want to train your users how to formally check out,
open, and check in a document. Hope this helps.