Locked

SECURITY All users (some functions not available to restricted users)

SECURITY Depending on your permissions for specific projects (e.g. Read Only, Create & Modify, etc.) some of the functions described in this topic may not be accessible to you. Refer to Manage project, folder, and file team shares for more information.

NAVIGATION Workplace Online > Files > Locked

Files can be locked Workplace to prevent users from overwriting each others' work. These locked files are displayed on the Locked view of your Files area.

Files can be manually locked on Mac, PC, mobile devices or via Workplace Online. Files can also be automatically locked when editing begins if SmartBadge is enabled. For more information on that, please refer to SmartBadge. To learn more about all of Workplace's file locking mechanisms, please read Lock files.

When you have locked a file, a icon appears next to the file. If the file has been locked by someone else, a icon appears. If the file has been locked in Workplace because a lock has been applied by a different application and detected by Workplace, the lock icon will appear in gray.

If you attempt to edit a locked file, you'll be warned that the file is locked.

NOTE While your administrator can restrict file unlocking to the project owner, by default any user can unlock a file. This eliminates delays if a user forgets to unlock a file; there is some reliance on collaboration within the workplace.

If the same file is edited and saved by multiple people simultaneously, a conflict is created. All versions created by these users will be saved and the filename will be appended with the user name, thus ensuring no information is lost.

How to...

Manage a file on the Locked list

To open the File Detail, click the file name.

To access other functions, hover over the item and click the icon, or right-click the item. Then select one of the options described in the table below:

Menu Item	Sub-Menu Item	Function
Open		Open the file with the default method you selected on the Document Editors page. If you have not selected a default document editor, you will be prompted to select one. Refer to Creating and editing documents online. If you have configured Desktop Integration, you have the option of selecting an integrated device. This will allow you to Edit documents locally via Workplace Online.
View		Preview a version of the file via the browser.
Favorite/Unfavorite		Add the file to or remove the file from your Favorites list. Your favorites will be automatically synced to your tablet or smartphone, and unfavoriting a file in those versions will result in its removal from your tablet or smartphone.
Lock/Unlock		Lock or unlock a file. A icon appears next to locked files. If the file was locked by someone else, the icon will be red. If the file is locked as a result of an external application lock that has been detected by Workplace Server and converted to a Workplace lock, the lock icon will appear in gray. When viewing files on the Locked list, Unlock will be the only option. For more informationon file locking, please refer to Lock files.
Copy		Copy the item to a different location or to a new project. This will open the Copy File popup window: To copy to a new project, select the appropriate check box, enter the name of the new project, then click Copy. To copy to an existing location, select the appropriate check box, browse for the new location in the area provided, then click Copy.
Move		Move the file to a different location or to a new project. This will open the Move File popup window: If you wish to move the item to a hidden project, select the Show hidden projects check box. To move to a new project, select the appropriate check box, enter the name of the new project, then click Move. To move to an existing location, select the appropriate check box, browse for the new location in the area provided, then click Move.
Upload		Upload a file to this folder. Just drag and drop a file into the cloud image or click Select Files to Upload to browse for a file. Refer to Uploading items to Workplace Online.
Download	Download	Download the file to your computer's default download location. NOTE This option is not available for files that have been quarantined as a result of a malware incident.
	Download as .PDF	Download a .pdf version of the file. NOTE This option is not available for files that have been quarantined as a result of a malware incident.
	Restore	Restore this file to a desired location on your desktop or laptop. This option requires a Workplace Desktop Agent installed on the computer. NOTE This option is not available for files that have been quarantined as a result of a malware incident.
Manage	Rename	Rename the file. This will open the Rename File popup window: Edit the file name, then click Rename.
	Previous Versions	View previous versions of the file. Refer to Previous Versions.
	Delete	Delete the file. Confirm the deletion in the Delete File popup window. BEFORE YOU DELETE a file, please read Deleting and undeleting.
Comment		Add a file comment. This will open the Add New Comment popup window: Enter your text, then click Add Comment.
Email		Email the file to one or more recipients. This will open the Send File popup window: Begin typing a name or email address or click the Pick From Team link or the icon to find a user's email address. You may also enter external email addresses. User email addresses will display in blue, while other email addresses will display in orange. Optionally, add a message, then click Send.
Print		Print the document or send a print link to one or more recipients. Refer to Print a file for more information.
Public Share This option is available to project owners and if Reshare permissions were granted when the project was shared with you unless restricted by Policy Profiles		Create a public share for the file. For details, refer to Managing project, folder, and file public shares.