How to Check Files In and Out

How to Check Files In and Out

File Check in/Check Out

Efficient collaboration in CAD ROOMS means preventing multiple people from editing the same file at the same time. This is handled through the Check-In / Check-Out system.
⚠️
Important workflow reminder
If you checked out a file and made changes, do not check it in before contributing.
The correct workflow is: Check out → Modify → Contribute → Check in if needed.

🔒 What Is Check-Out?

  • Check-Out locks a file so only you can edit it.
  • It helps prevent editing conflicts during collaboration.
  • While a file is checked out, other users can still preview it, but only users with the right permissions can edit, replace, or delete it.
  • While a file is checked out by you, you can:
    • Replace the file with a new version
    • Delete the file if it is no longer needed
  • Check-Out does not create a new version by itself.

🔓 What Is Check-In?

  • Check-In unlocks a file so others can edit it again.
  • If you edited a checked-out file, contribute your changes first.
  • During contribution, the Check-in option is enabled by default, so the file is often checked in as part of the same workflow.
  • Once checked in, teammates can check out the file for their own edits.
  • Check-In does not create a new version by itself.

⚠️ Note: Only Project Admins and Collaborators can perform Check-In and Check-Out. Viewers have read-only access and cannot check out, check in, replace, delete, or contribute files.

How to Check Out a File

You can check out files in two ways:
  1. Top Toolbar
      • Select a file in the Files tab.
      • Click Checkout in the top-right toolbar.
          • CAD ROOMS Web App Files tab showing the Checkout button in the top-right toolbar after selecting a file
          CAD ROOMS Web App displaying a locked file status with the user name after a successful checkout, indicating the file is now exclusively editable by the current user
  1. Right-Click Menu
      • Right-click the file.
      • Select Checkout from the context menu.
Once checked out, the file status shows who currently has the file checked out.
💡
Auto check-out fallback
If changes are saved before a manual check-out, CAD ROOMS can fall back to auto check-out behavior so those changes can still be tracked. Even so, checking out first remains the recommended workflow.

How to Check In a File

Use Check In when you want to release a file lock. If you modified the file, contribute your changes first — the file can be checked in during the contribution process.
You can check in a file using either method:
  1. Top Toolbar
      • Select the file.
      • Click Check In in the top-right toolbar.
  1. Right-Click Menu
      • Right-click the file.
      • Select Check In.
          • CAD ROOMS right-click context menu on a file with the Check In option selected
          CAD ROOMS confirmation after checking a file in, unlocking it for other teammates to check out
Once checked in, other eligible teammates can check out the file again.
💡
Automatic Check-In
When contributing a file, the Check-in option is enabled by default. This means the file is checked in automatically unless you uncheck it to keep the file locked.

What You Can Do While a File Is Checked Out

When you check out a file, you gain extended control:
  • Replace File
    • Right-click → Replace
    • Select a new version
    • Contribute to finalize the change and create a new version
  • Delete File
    • Right-click → Delete
    • The deletion is staged
    • You must Contribute for the deletion to be applied to the project history
    • If the staged deletion was a mistake, you can Reset it before contributing

⚠️ Note: These options are only available to the user who checked out the file (Admins or Collaborators).

Check-In, Contribute, and Version History

  • Every Contribution creates a new version of the file and updates the project’s version history.
  • Check-In only unlocks the file for others — it does not create a new version by itself.
  • The version log provides:
    • Automatic versioning of contributed changes over time
    • Time Travel options to roll back to earlier versions if necessary
    • Audit trails showing who made contributions and when

Related Articles