Editing documents

Editing a document on an ECM server using Custom Library involves opening the document in the appropriate editing application, then saving the changes and checking the document back in. This option will only display if the Lotus® Connectors have been installed.

1. To edit a document:
   1. Click on the down arrow next to the name of the document that you want to edit, then click Download, or click the green download icon.
   2. Click on the down arrow next to the name of the document, then click Check Out to lock the document. This will prevent another user from making concurrent changes to the document.
   3. Open the document in your editor and make changes to the document.
   4. After you have finished editing your document, and saved your changes from within the editing application, click on the down arrow next to the name of document that you want to check in, then click Replace.
   5. In the File field enter the path where you have saved your document, or click Browse to navigate to the file location.
   6. Select the Create version check box if you want to create a version of the file. You can also add information on why the change was made in the Change summary field.
   7. You can click Save as Draft to save the document as a private draft if you are not ready to publish the document.
   8. Click Check In to store your changes. Click Cancel to return to the previous screen without saving changes.
   Note: You can also use Edit Properties if you want to modify metadata in the same action. When using Edit Properties you can select the Create version check box if you want to create a version of the file. You can also add information on why the change was made in the Change summary field.
2. To edit a document using a native application like with the Lotus Connectors:
   1. Click on the down arrow next to the name of the document that you want to edit, then click Edit Document.
   2. A new window opens as the document is downloaded to your computer. The application associated with the file extension is launched to edit the document.
   3. Make changes to the document in your editor, and when you are finished, save your document using the Save function in the editor. Close the document in the editor application when you finish editing.
   4. When you return to the Custom Library interface, click the Click here to refresh this page when you are done message to resync the state of the document after your edits.
   5. After you have finished editing your document, and saved your changes from within the editing application, click on the down arrow next to the name of the document that you want to check in, then click Check In to store your changes. Click Cancel check out to return to the previous screen without saving changes.
   Note: You must have IBM® Lotus Quickr Connectors version 8.5 installed to enable edit a document using a native application.

   Documents you edit are automatically checked out so that you have exclusive write access to that document. Edited files are temporarily stored on your local system. Once document changes are committed, the new version of the document needs to be checked in to be stored in the library. A checked in document is one that has been stored in the library, in addition to being saved using your local editing application.