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Versions and Locking

Every time you save changes to a document, DocLock keeps the previous copy as a version, so you always have a full history and can roll back. Locking and checking out stop two people from overwriting each other's work while a document is being edited.

A document detail page showing version and lock status

Where this lives​

All of this happens on a document's detail page. Open any document from the Document Explorer or a workspace to get there. The page header shows the document name, its current version (for example v1.3), and a lock chip when the document isn't freely editable.

Understanding the three states​

A document is always in one of three states:

StateWhat it meansHow it shows
UnlockedAnyone with edit rights can change it.No lock chip.
LockedEdits are blocked for everyone until it's unlocked.A warning lock chip and a "This document is locked" banner.
Checked outOne person has taken it out to edit; others can view but not change it.An info banner naming who has it checked out.
The Unlocked, Locked, and Checked-out states

The lock chip label reads Unlocked, Locked, or Checked out to match the state.

Locking and unlocking a document​

  1. Open the document's detail page.
  2. Click the More menu (the ⋯ button) in the header.
  3. Choose Lock to lock it. The chip turns to Locked and a warning banner appears.
  4. To release it, open the More menu again and choose Unlock. The document returns to Unlocked.

Locking is a quick on/off switch — use it when you want to freeze a document so nobody edits it while you review or finalize it.

Checking a document out and in​

Checking out is the right choice when you are going to edit a document and want others to know it's in your hands.

  1. Open the document's detail page.
  2. From the More menu, choose Check Out. The state becomes Checked out and an info banner shows your name as the person who has it.
  3. Make your edits and upload a new version (see below).
  4. When you're done, open the More menu and choose Check In to return it to Unlocked so others can work on it.

While a document is checked out by someone else, you can still preview and download it, but you can't edit it or upload a new version.

Uploading a new version​

  1. On the detail page, click Upload New Version in the header.
  2. In the dialog, drag and drop the updated file (or browse for it).
  3. Add a short version note describing what changed — this shows in the history so people understand each version.
  4. DocLock automatically works out the new version label (for example V2.0).
  5. Click Save to add the version. It becomes the current version, and the previous one is kept in the history.
The Upload New Version dialog

Upload New Version is disabled when a document is archived or under a Legal Hold.

Viewing and comparing versions​

Open the Versions tab on the detail page to see the full history.

The Versions tab

The table lists each version with:

  • Version — with a current tag on the latest one
  • Modified By
  • Date
  • Size
  • Note — the description added at upload time

For each version you can:

  • Download that exact version.
  • Preview it.
  • Restore it (available on older versions) to make it the current one again.

Comparing two versions​

  1. On the Versions tab, tick the checkbox next to two versions.
  2. Click Compare.
  3. The Version Comparison dialog opens with the two versions side by side. For text-based documents it also highlights what was added, removed, and modified between them.
The side-by-side version comparison

Tips​

  • Always add a version note — future you (and your colleagues) will thank you when scanning the history.
  • Use Check Out rather than Lock when you personally intend to edit; it tells everyone who has the document.
  • Restoring an old version doesn't delete newer ones — it brings the old content back as a new current version, so nothing is lost.

Troubleshooting​

ProblemWhat to check
Upload New Version is greyed outThe document is archived or under a Legal Hold — both block new versions.
I can't edit a documentIt may be Locked, Checked out by someone else, or under a Legal Hold. Check the banner at the top.
Compare is disabledYou need to select exactly two versions in the Versions tab.
I checked out a document and can't undo itOpen the More menu and choose Check In to release it.
The lock chip is goneThe document is Unlocked and freely editable.