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Option to get notified when document is checked-in

Option to get notified when document is checked-in


As known from Windows explorer or Sharepoint, user should be presented a dialogue to get notified when a document is checked in again.

Capture.GIF

18 Comments
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1-Newbie
1-Newbie

This is a great idea. Let me conform what you are asking for to make sure I'm clear on exactly what it is. If a document is checked out by another user, you'd like to have an automated way to know when its available for editing again? I have heard this request from a number of people in the past. It would be great to have a menu option that would send you a notification when the item is checked back in and available for editing.

asaffari
4-Participant

Exactly, so to say a quick way to create a subscription on that document.

DonSenchuk
5-Regular Member

Doesn't the 'Subscribe' function already do what you're asking?

asaffari
4-Participant

yes, but I want to get a dialogue presented whenever I open a document checked-out by someone else, in which I could simply request to get notifed when it is checked back in. Doing this via the subscribe function is way too many clicks.

DonSenchuk
5-Regular Member

When you search for the object to open, the search results show if it's checked out by someone else.

If it's already in your workspace, there are columns that can be added to the workspace view that shows when someone else has it checked out and when the one in your workspace is not the latest version.

asaffari
4-Participant

I am referring to normal (non-CAD) documents, which are not workspace based.
Imagine you send one of these documents for an (editing) review to several people via workflow:
- the first one checks it out to make his changes

- while it is checked-out, the next one opens the document and also wants to make changes

- at this point he should be presented with the dialogue and the option to get notified, when the      document is checked-in again.to

Ideally he should not need to refresh his browser or create a subscription on that document.

DonSenchuk
5-Regular Member

Non-CAD, then. Ok.

You said, "the next one opens the document". How does one find this document?

STEVEG
20-Turquoise

Anusch,

I see what you are trying to say and I agree.  However, if the document is checked out then nobody else can check it out.

But as you state, it would be nice if the system notified you when something was checked in without having to create a subscription notification for each and every document you want to work on.

Just to make sure though...if you search for a document the search results table will tell you if it's checked out.  Although this won't help if you send a link to the document in an email.

CheckedOutDoc.jpg

asaffari
4-Participant

As described above, we have a review workflow, where a document object can be send to multiple reviewers/editors. In order to enhance the comfort, those accesing the document after it has been checked out by somenone else should be able to make a "quick subscription" in order to get informed once the document is editable again.

asaffari
4-Participant

Steve,

that is right. I am referring to links in an email or in a workflow. However, also in the case described by you, this feature could be useful.

STEVEG
20-Turquoise

Definitely helpful but still doesn't fully solve the idea posted.

ChrisPLM
8-Gravel

Hello,

If I understand, a task is sent for several review to review/comment the document before it is approved and your users will check out the document.

I have some concerned about the process to be honest (unless I have misunderstood the explanation).

Document at review state should be locked and not editable. If anyone (or a set of users) can edit it, how do I know what I am review and the author has no more control over the document.

What I implement works as follow.

The document is routed for review. The State changes to "Under Review" and the document is locked. no one can make changes to it, or check it out. In other words it is read only for designated people only. The review can view the document and download the content. If they have comment they have different ways

Either it is a light comment and the Review Comment box is enough. otherwise, depending what configuration of Windchill you have the users will download the file, make comments and upload as an attachment. However a more efficient way is to have a vizualisation of the content that you open in Creo View and mark up as a drawing.

In other words, the reviewers get the task to review, they open the content in Creo View and mark up as and when required. When completing their task they can put in the Review Comment.  See markup in the vizualisation file.    Note that several people can view the same document in Creo View and mark it up at the same time. That is not a problem.     If a reviewer must wait for the review of another one, then your workflow should have stages to ensure reviewer 1 complete his actions before reviewer 2 etc..

As you can see, my process does not require the document to be checked out and I believe it is the best approach for reviewing/approving document.

Managing a document is not like managing a file, Working with a workflow offers great opportunities for standardisation, eliminate waste. Comparing SharePoint/Windows Explorer and Windchill capabilities is like comparing a car from the beginning of the 20th centuries with today's car (where Windchill represent today's car )

Behind that idea, I would strongly recommend to look at your business process and why reviewer needs to edit the document they review. Only author should be editing (ie creating a new iteration). 

What do others think ?

Best regards

C

TomU
23-Emerald II

I think this could be useful when multiple people need to make changes to the same document (during creation, not necessarily when under review).  I would suggest though that if a subscription is automatically created by Windchill, then once the notification has been delivered the ad-hoc subscription should automatically be removed.  I don't think I'd necessarily want to know every time the document was checked out or back in in the future after I've made my changes to it.  (Maybe make this configurable.)

asaffari
4-Participant

Maybe I need to give some more background information:

Our use case:
Instead of sending out an uncontrolled copy of the (office) document, or sending out a link to the Windchill object via Email, we have implemented a review workflow, in which the document is locked for editing by anybody else than those assigned as a Reviewer. It is ensured that the workflow always refers to the latest checked-in iteration of the document, covering the input of previous reviewers. This way, after all assigned reviewers have performed their task, the originator of the review worfklow is informed about the completion of the review loop and we have a trace of the review in the system.

It often happens that our users do not notice, that the document they are viewing is already checked-out by someone else.
Now, in that moment where they choose to open and edit this document they should be presented that dialiogue, they already know from other solutions.

Furthermore we take advantage of the Windchill Desktop Integration, which gives the option to easily check-out, edit and check-back in the document into Windchill.
Following your suggestion is way to much work for our non-CAD/non-Heavy users. Also the originator of the review will need to merge back all the uploaded reviews back into the original file.

ChrisPLM
8-Gravel

Hello

I am still unclear about what you are saying. You say that the workflow locks already the document  but later you say that your reviewer needs to check it out...

I nonetheless understand your point about the author having to compile all the review and consolidate them into the master file. My view is that this is the role of the author to edit it and not the reviewer. What happens in your situation when the reviewers disagree ? Furthermore, if the reviewer correct/improve the document what is the next step ? Do they then send the document to approve ? I feel there is not a clear definition of role in your process but this may be due to my lack of understanding of your actual process 😮

asaffari
4-Participant

Hi,

by starting the workflow the object's state is changed to 'Under Review' making it non-editable for everyone. But within the lifecycle we have defined a temporary access right, so that members of the workflow role "Reviewer" may edit this document.
The purpose of this review is not the approval of the document, but to give all the stakeholders the oppurtinity to give feedback on the content (ideally directly in the file). In the end, the editor may still decide to switch to his initial iteration and ask for approval of that one. But more likely is, that he will try to include all feedback he got, before sending it for final approval (which is a different worfklow).

However, my feature request is not only relevant in case of those workflows. It should simply give you the option, to quickly bookmark a document for the next time it is available for editing. Even if it was accessed using the search or folder view.

ChrisPLM
8-Gravel

Hello

thanks for the clarification.

OK, well it seems to me to be a mix of a formal (use of workflow) and informal (reviewers are actually also author) process. As we all say, each business is different   I would not do it that way but who am I to comment that far

Back to the idea. Windchill must remain consistent across the board so if such a button is implemented to "quickly" subscribe, someone will make the same request for a quick button to know when a new revision is created, or a quick button for when the document is used as a reference etc....

I am sorry but I am not convinced by the idea. This said, you already got 4 new thumbs up since I voted down.... lol

Good luck....

Kind regards

Chris

DonSenchuk
5-Regular Member

I'm not sure how your Review workflow is set up, but in the Change Management workflows (Change Notice and Change Activity) the table listing the files, whether CAD files or Documents, shows whether it is checked out or not. If you're not seeing this in your Review tasks, there may be something OOTB that simply needs to be enabled.