iManage’s desktop applications – whether it’s FileSite, DeskSite, or Email Management – are each closely integrated into the Microsoft Office suite. WorkSite acts as a gate-keeper so that multiple people do not start making changes simultaneously to the same document, resulting in lost work when one overwrites the other. This gate-keeping is accomplished with a check-out and check-in paradigm.
The integration is so thorough that a person generally never needs to be aware of checking out a document to modify it, or of checking the document in when finished.
In Word, just do a File | Open, choose the intended document from the workspace, and start your editing. Save your changes in the usual way then close Word, and voila: checking out and checking in have occurred without your knowledge.
A couple of things can interfere with this smooth progress: I’ll explain next what the most common causes are, and where to collect more information.
The most likely causes of a document failing to check-in when a user’s “done” with it:
The iManage desktop applications keep a working copy of edited documents on that user’s machine. The NrPortbl, /NetRight, and NRTEcho folders need to be exempt from anti-virus scans. The file-level locks caused by a anti-virus scanner can interfere with the iManage integration’s processes that determine the checkin-checkout lifecycle.
You can also refer to iManage’s “Anti-Virus Exclusions with 8.5″ document for a full list of server-side anti-virus exclusions.
A handful of reasons can cause an application to break its integration ‘contract’ with WorkSite. The results all boil down to the same symptom: FileSite, DeskSite, or the in-application integration are not able to mark the document as checked-in when they are supposed to. You can determine the particular trigger by gathering details about what your person was most recently doing when the document ended up stuck in the checked-out state.
There are a few iManage tech notes that cover these topics in much greater detail, as well as some handy troubleshooting check-lists. Go download these from the iManage support site, or contact me if you’d rather watch over my shoulder as I troubleshoot the problem in your environment.