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This article applies to:

  • Product: Cloud Audit Suite
  • Subject: Workpapers

Make Checked out workpapers available

Find solutions to the problem of a file with a Status stuck at
Checked out
.

Scenario

Users are unable to edit a file because its Status continues to be
Checked out
.

Cause

AdvanceFlow
 sets the Status of a file to
Checked out
 when the file is opened in Edit mode, and removes this Status when the document is saved back to
AdvanceFlow
.
AdvanceFlow
 will not remove the
Checked out
 status if:
  • a user's connection to
    AdvanceFlow
     is interrupted while they edit a file
  • a user has attempted to edit an email message.
note
Email messages in
AdvanceFlow
 cannot be edited. If a user tries to edit an email, the file will remain checked out to this user.

Solution 1: open the file and save it back to GoFileRoom

If a copy of the edited file still exists, you can keep the changes that the user made by using either method below to open the file and save it back to
GoFileRoom
.
  1. Use one of the following methods to find the checked out file:
    1. Open Word or Excel, select the
      GoFileRoom
       tab, then
      Display Local Files
      .
    2. To look for Office documents, go to
      C:\Users\<
      username
      >\AppData\Roaming\GoFileRoom\GFROffice\docs
    3. To look for PDFs, go to
      C:\Users\<
      username
      >\AppData\Roaming\GoFileRoom\GFRAcrobat\Docs
  2. Double-click the Checked out file to open it.
  3. Select
    Save to GoFileRoom
    .
  4. Select
    Save the document to GoFileRoom and close the document
    .

Solution 2: use Undo Checkout in AdvanceFlow

important
If you use this solution, you'll lose any changes made to the file after it was last saved back to
AdvanceFlow
.
You'll need a user account that has been granted the
Undo Checkout
permission.
  1. On the
    Workpapers
     tab, right-click the file and select
    Administration
    , then
    Undo Checkout
     from the context menu.

Solution 3: undo checkout with GoFileRoom ControlPanel

important
If you use this solution, you'll lose any changes made to the file after it was last saved back to
AdvanceFlow
.
  1. Open
    GoFileRoom
     ControlPanel.
  2. Select the
    Local Files
     tab.
  3. Tick the checkbox for the Checked out file.
  4. Select
    Options
    .
  5. Select
    Undo Checkout(s)
    , then
    OK
    .

Solution 4: override checkout with the Document Tracking Report

important
If you use this solution, you'll lose any changes made to the file after it was last saved back to
AdvanceFlow
.
  1. In
    GoFileRoom
    , select
    Reports
    , then
    Document Tracking
    .
  2. Select the Drawer that contains the index of the file.
  3. Select the
    Checked Out
     Status.
  4. Select the file.
  5. Right-click the file and select
    Override Checkout
     from the context menu.