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Distinguished Contributor
BeKirra
Posts: 164
Registered: ‎02-14-2008
Message 1 of 4 (125 Views)

Check-in...

125 Views, 3 Replies
03-03-2014 03:01 PM

Most of our users use laptop in our office.

Sometimes they forget to check-in files after the files modified then take their laptops and run away.

How to "force" them to check-in files before switching off the laptop, apart from education?

 

Thanks.

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brendan.henderson
Posts: 269
Registered: ‎07-22-2009
Message 2 of 4 (112 Views)

Re: Check-in...

03-03-2014 05:59 PM in reply to: BeKirra

I would love for there to be a setting to stop users from doing this, but there isn't AFAIKF.  I used this app to get my team to see that files were checked in before finishing for the day. And I knew when they were to finish so I setup a few Saved Searches for Checked Out Files per user and reminded them before they started to shut down for the day. It took a few months of this before they all got aquainted to how and why thsi was needed.

Brendan Henderson
CAD Manager


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Distinguished Contributor
BeKirra
Posts: 164
Registered: ‎02-14-2008
Message 3 of 4 (83 Views)

Re: Check-in...

03-04-2014 02:28 PM in reply to: brendan.henderson

Thanks for your tip.

I think this depends on the company' situation.

From your link it looks likely the "checked out files list" in the "App" does not pop-up automatically.

So this may not be practical in our office because the users may popin for a few hours of the day then run away for a site visit.

I can't check what they have done every moment - even won't have a chance to say "See you & have a nice day" to them.

 

The other case may be that I won't know if the user created a new file without check in.

 

Our users frustrated using the vault.

 

BTW, the users have known a trick that the "check in" means that vault changes the property of the file in the working folder to "Read-only".

They simply untick the "Read-only" then modify the file if they want to. - Smart, eh? :smileymad:

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PDSU 2014. On subscription and look forward to R2016 & Windows 9.
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brendan.henderson
Posts: 269
Registered: ‎07-22-2009
Message 4 of 4 (71 Views)

Re: Check-in...

03-05-2014 12:15 PM in reply to: BeKirra

You can't cover all those bases.

 

The add-in pops up a windo on the exit of Vault to remind the user that these files are checked out. It obviously requires the user to log out.

 

In the end this comes down to respect of the process and the people instilling the process. Files are checked in because of data security, data sharing and a host of other reasons. You need to get that ingrained in your users and get them to believe in the process and reasons why they must be maintained.

 

The new files that aren't checked in are a pain as you have no original copy if not saved. If they get saved and and the power goes off then they are recoverable. If they are not saved and the power goes off they are lost for ever. If they are saved and the HDD fails then they are lost for ever. This is the sort of stuff you need to discuss and instill in the users. 

 

Are you the CAD Manager? Do you have ultimate control and responsibility of this data? If yes then you must get them on board with your requirements. Maybe an office meeting that includes your direct boss to discuss the matter. But you need your direct boss to understand the requirements and help enforce them.

 

I created a Code of Conduct manual for my small team and laid out my requirements to them. 1 of these was the check in of files before leaving the office, be that for a quick site visit or at the end of the working day. It took a few weeks of me sporadically reminding them of this and the reasons why for them to come on board. I can't remember the last time I needed to have words with a user about not checking files in before leaving.

 

There are tools in Vault to un-reserve files that a user has checked out. Look and you will find. I've had to do this maybe 2 or 3 times for a critical project to be finalised. The new files that are created and not checked in are ultimately not your responsibility.

Brendan Henderson
CAD Manager


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Inventor 2014 PDS Premium SP2 Update 1, Vault Professional 2014 Subs Release 1 & Update 1


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