One of the most common questions we hear from NetDocuments users is: “How do I find documents that are checked out?” If NetDocuments is working correctly, there is no need to check in documents. They should automatically check in when you close the document. If NetDocuments is not working correctly, documents won’t check in when you save and close them. This page outlines common steps to resolve these issues, so you don’t have to search for checked-out documents.
Finding Checked Out Documents with Advanced Search
NetDocuments’ advanced search feature provides powerful filtering options to locate checked-out documents quickly.
Here’s how to do it:
Step 1: Click the …. icon in the top navigation bar
Step 2: Select the Show more options
Step 3: Scroll down to find the Checked Out filter
Step 4: Check the Box to Search for checked-out documents
Step 5: (Optional) Add additional filters to narrow your results:
- Filter by Checked Out By to find documents checked out by a specific user
- Add a Date Modified range to focus on recently accessed files
- Include Cabinet or Workspace filters to search within specific locations
- Use the Extension filter to search for specific file types
Once you run the search, NetDocuments will display all documents matching your criteria. The results will show who has each document checked out and when it was last modified.
You can use these search results to find out information about checked-out documents. Your firm should always have some checked-out documents if people are working in NetDocuments. Usually, if a document has been checked out for more than two or three days, there’s an issue, and it will need to be manually checked back in. You can also use this search to troubleshoot checked-out issues. Is it just one user having checked-out issues? Is it just an issue with PDF documents? All of this information will help you gather data to troubleshoot this issue.
This page outlines common steps to resolve these issues, so you don’t have to search for checked-out documents.
Manually Checking Documents Back In
Once you have resolved the checkout issues, you may need to revisit and correct the improperly checked-out documents. Checked out documents need to be cleared one at a time. (Optiable does have tools to mass check in checked out documents) If a document wasn’t edited when it was checked out, you need to clear the checked-out document. If the document was checked out and modified locally, you will need to locate it to check it back in. You can only upload documents with a green checkmark. A grey check mark means someone else checked it out.
Found a document that needs to be checked back in? The process is simple:
Step 1: Locate the document in your search results or navigate to it directly
Step 2: Click on the Green Check mark
Step 3: Decide if you need to check in the documents or clear the check-in
Step 4: If you need to check the document back in, click Choose File, then browse to your downloads folder to upload the file.
Step 5: If you need to clear the check-in, choose Rest to Checked in
Proper checkout management keeps your firm’s document collaboration running smoothly. When documents are left checked out unnecessarily, it can prevent others from accessing critical files and slow down time-sensitive work. By understanding how to locate and manage checked-out documents, you help maintain an efficient document management system for your entire team.
Need help optimizing your NetDocuments environment or training your team on best practices? Optiable specializes in NetDocuments implementations, migrations, and ongoing support for law firms across the United States and Canada. Contact us to learn how we can help your firm get the most out of NetDocuments.