How to Check Files In and Out

How to Check Files In and Out

Efficient collaboration in CAD ROOMS means preventing multiple people from editing the same file at the same time. This is handled through the Check-In / Check-Out system.
⚠️
Important workflow reminder
If you checked out a file and made changes, do not check it in before contributing.
The correct workflow is: Check out → Modify → Contribute → Check in if needed.

🔒 What Is Check-Out?

  • Check-Out locks a file so only you can edit it.
  • It helps prevent editing conflicts during collaboration.
  • While a file is checked out, other users can still preview it, but only users with the right permissions can edit, replace, or delete it.
  • While a file is checked out by you, you can:
    • Replace the file with a new version
    • Delete the file if it is no longer needed
  • Check-Out does not create a new version by itself.

🔓 What Is Check-In?

  • Check-In unlocks a file so others can edit it again.
  • If you edited a checked-out file, contribute your changes first.
  • During contribution, the Check-in option is enabled by default, so the file is often checked in as part of the same workflow.
  • Once checked in, teammates can check out the file for their own edits.
  • Check-In does not create a new version by itself.

⚠️ Note: Only Project Admins and Collaborators can perform Check-In and Check-Out. Viewers have read-only access and cannot check out, check in, replace, delete, or contribute files.

How to Check Out a File

You can check out files in two ways:
  1. Top Toolbar
      • Select a file in the Files tab.
      • Click Checkout in the top-right toolbar.
          • notion image
          notion image
  1. Right-Click Menu
      • Right-click the file.
      • Select Checkout from the context menu.
Once checked out, the file status shows who currently has the file checked out.
💡
Auto check-out fallback
If changes are saved before a manual check-out, CAD ROOMS can fall back to auto check-out behavior so those changes can still be tracked. Even so, checking out first remains the recommended workflow.

How to Check In a File

Use Check In when you want to release a file lock. If you modified the file, contribute your changes first — the file can be checked in during the contribution process.
You can check in a file using either method:
  1. Top Toolbar
      • Select the file.
      • Click Check In in the top-right toolbar.
  1. Right-Click Menu
      • Right-click the file.
      • Select Check In.
          • notion image
          notion image
Once checked in, other eligible teammates can check out the file again.
💡
Automatic Check-In
When contributing a file, the Check-in option is enabled by default. This means the file is checked in automatically unless you uncheck it to keep the file locked.

What You Can Do While a File Is Checked Out

When you check out a file, you gain extended control:
  • Replace File
    • Right-click → Replace
    • Select a new version
    • Contribute to finalize the change and create a new version
  • Delete File
    • Right-click → Delete
    • The deletion is staged
    • You must Contribute for the deletion to be applied to the project history
    • If the staged deletion was a mistake, you can Reset it before contributing

⚠️ Note: These options are only available to the user who checked out the file (Admins or Collaborators).

Check-In, Contribute, and Version History

  • Every Contribution creates a new version of the file and updates the project’s version history.
  • Check-In only unlocks the file for others — it does not create a new version by itself.
  • The version log provides:
    • Automatic versioning of contributed changes over time
    • Time Travel options to roll back to earlier versions if necessary
    • Audit trails showing who made contributions and when

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