Share Point - Overview in Opening Documents 5-6-2015

To open and check out a document in Share Point: Go to Share Point web site:

https://sp.umassmed.edu/sites/CWM/ssp/SitePages/Home.aspx For example – On the screen and in the handout- I am at the “Release Library”- Looking at Release 2 (since we are working on UAT)

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Next- looking at the UAT Folder in Release 2

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Opening the UAT Folder – You see the various test plans related to UAT Release 2 testing

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Next, I am accessing the drop-down menu on the right of the name of the file which reveals a number of potential actions that can be taken—including “Check Out”

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Once you click check-out you are given the opportunity to use your own folder to open the file-I prefer this choice although I will review other options.

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NOTE: Since I do not want to amend any of the test plans, I will open a document in the Policies and Procedures Folder and we will open the item from our Share Point drafts folder.

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After you make the edits….you go to >File>and you will see various choices---Click on “Check In” and a pop-up box will appear—“enter comments”. Always enter a comment. This will help the next person or even yourself to understand what took place in prior versions.

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Note: on occasion after you check in the document, it may still show in a checked-out status. Simply refreshing your screen will clear the check out.

You can reopen your document in “Read-Only” to verify your revisions have been included.

VERSION CONTROL: You can see below-by clicking the drop down screen next to the title that version control is a choice:

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When you open version control you will see the number of versions that are available to review and you can open any version to determine if you need to review a prior or current version of the document.

Delete All Versions

No. Modified Modified By Size Comments

1.0 5/6/2015 9:18 AM

Hacker, Scott 102.5 KB

Points to remember:

•You can always look at a document by opening it in “READ ONLY” mode. You can review the current version or a prior version.

•You cannot edit a document unless (like a regular library) you check out the document.

•ONLY ONE PERSON – AT A TIME - CAN CHECK OUT AND EDIT A DOCUMENT

•REMEMBER TO CHECK YOUR DOCUMENT BACK IN OR REVISIONS WILL NOT BE SAVED!