Managing Document Versions
Check-Out, Check-In, and Upload New Version
Overview
Contract Logix gives you three ways to add a new version of a document to a contract. Which one to use depends on whether you need to lock the document while editing it.
Action | When to use |
Check-Out | You need to edit the file and want to prevent others from uploading changes while you work. |
Check-In | You have the document checked out and are ready to save your edited file as the next version. |
Upload New Version | You have an updated file ready to go and no lock is needed (e.g., a countersigned copy). |
All three actions are found in the same place: open the document, then click the three-dot icon (the Document actions menu) in the header.
Check-Out
Permission required: Check-Out Documents
Time to complete: 30 seconds
What it does
Check-Out signals to everyone else that you are editing this document. It locks the file so no one can upload a new version while you have it. Think of it as a digital “do not touch” sign on a shared document. When you finish, use the Check-In option to upload your edited file, which releases the lock in one step.
Two ways to check out
The Check-Out menu expands to offer two options:
Download Document
Downloads the file to your computer and immediately locks the document in the system. This is the most common path for internal users. Edit the file locally, then return to Check-In the updated version.
Send Document
Sends the file to an external editor (typically by email with a secure link). Useful when the person editing is not a Contract Logix user. You will be asked for the recipient’s email address, an optional message, and a link expiration time. The document goes to Checked Out status in your account while the recipient edits.
What changes after check-out
The document status changes to Checked Out.
A lock icon appears on the document row in Related Documents.
An attribution line shows who has it checked out and when.
The actions menu replaces Check-Out with Check-In (for you) or Unlock (for everyone else with that permission).
Other users can still read the document but cannot upload a new version.
Any automated workflows waiting on a new version pause until check-in.
Releasing the lock
You have two ways to release a check-out:
Check-In: upload the edited file as the next version (standard path).
Unlock: an admin or a user with Unlock permission can force-release the lock, typically when the lock holder is unavailable.
Tips
Check in promptly. A checked-out document blocks teammates and can stall workflows. If you need to step away, use Cancel Check-Out so others can proceed.
Do not check out just to read a file. Use Download if you only need a copy to review.
The lock is per-version. When you check in v3 over v2, the lock releases and the new version starts in Viewing state.
Troubleshooting
Symptom | Likely cause |
Check-Out option is missing | Your account does not have the Check-Out Documents permission. |
Document is already checked out | Someone else holds the lock. Check the status banner to see who, and ask them to check in or use Unlock if you have that permission. |
Send Document email never arrives | The recipient’s address may have a typo, or your tenant’s email service is not configured. |
File downloaded but lock did not apply | A connection issue may have interrupted the request. Refresh the page and verify the status shows Checked Out. |
Check-In
Permission required: Check-Out Documents (you must hold the lock, or have Unlock permission)
Time to complete: 1 minute
What it does
Check-In is the counterpart to Check-Out. It uploads your edited file as the next version of the document and releases the lock at the same time, in a single step. It is equivalent to uploading a new version and then manually unlocking, but bundled so you cannot accidentally leave the document locked after saving.
The Check-In option only appears when you are the current lock holder (the person who has the document checked out). If someone else has the document checked out, you will see Unlock instead (if you have that permission). If no one has it checked out, you will see Check-Out.
How to check in
Open the document.
Open the actions menu and select Check-In. The drawer slides in from the right.
Drag your edited file onto the drop zone, or click to browse and select the file.
Fill in Version Notes describing what changed.
Complete any required version fields.
Click Check-In at the bottom of the drawer.
The drawer closes, the new version becomes active in the viewer, the status returns to Viewing, and a confirmation message appears.
What happens in the background
In a single transaction, Contract Logix:
Saves the new file as the next version number (e.g., v2 → v3).
Releases the check-out lock.
Records a Checked In entry in Document Activity with your name and a timestamp.
Updates the contract’s Last Updated timestamp.
Notifies anyone watching the contract.
Advances any workflows that were waiting on the new version.
Check-In vs. Cancel Check-Out
Action | When to use |
Check-In | You edited the file and want to save it as a new version. |
Cancel Check-Out | You opened the file but did not change it, or want to discard your edits. |
Unlock (someone else) | You are not the lock holder and need to force-release it. |
Tips
Always fill in Version Notes. Other users will rely on them to understand what changed.
Check in promptly after editing. Lingering locks block teammates and stall workflows.
If you did not actually change the file, use Unlock Document instead. This releases the lock without creating an unnecessary new version.
After checking in, verify the file in the viewer to confirm the right version landed.
Troubleshooting
Symptom | Likely cause |
Check-In option is missing | You are not the current lock holder. Check the status banner to view which user has this permission.. |
Drop zone rejects the file | The file type is not supported, or does not match the original document’s type. |
Upload stalls at 99% | The server is running a virus scan. It usually completes within a minute. |
Lock did not release after check-in | Refresh the page. If still locked, contact an admin to use Unlock. |
Upload New Version
Permission required: Upload Document
Time to complete: 1 minute
What it does
Upload New Version lets you add an updated file as the next version of a document without requiring a check-out lock first. The previous version is not replaced: it is preserved in Document Version Control. Each upload increments the version number (v1 → v2, v2 → v3, and so on).
This is the most common way to keep contract documents current as they move through revisions, signature cycles, or counterparty edits.
How to upload a new version
Open the document.
Open the actions menu and select Upload New Version. The drawer slides in from the right.
Drag your file onto the drop zone, or click to browse and select it.
Fill in Version Notes (recommended) and any required version fields.
Click Upload New Version at the bottom of the drawer.
The drawer closes, the new version becomes active in the viewer, and a confirmation message appears.
What changes after upload
The version number increments.
The contract’s Last Updated timestamp updates.
An entry appears in Document Version Control and Document Activity.
Anyone watching the contract is notified.
Versions and metadata refresh
Uploading a new version does not automatically re-run metadata extraction on the new file. To refresh contract metadata from the new content:
Wait for the upload to finish.
Go back to the contract.
Use Reprocess Contract to extract data from the latest version.
Some tenants are configured to reprocess automatically on version upload. Check with your admin if you are unsure which behavior applies.
Tips
Always fill in Version Notes. “Counterparty redlines, accepted §3.2 only” is far more useful than leaving it blank.
Use the same file type when possible. Uploading a DOCX over a PDF works but can affect other document workflows.
Do not use this for a different document. If the file is a side letter, a schedule, or a separate agreement, upload it as a new document on the contract rather than a new version of an existing one.
Large files (over 50 MB in some tenants) may take a noticeable time to upload. Do not close the drawer mid-upload: the Cancel button also cancels the upload.
If the file is identical to an existing version, the upload will be rejected with a message indicating it is already on file.
Troubleshooting
Symptom | Likely cause |
Upload New Version option is missing | Your account does not have the Upload Document permission, or the document is currently checked out by someone else. |
Drop zone rejects the file | The file type is not supported for this document. Check your tenant configuration. |
Upload stalls at 99% | The server is running a virus scan. It usually completes within a minute. |
New version does not appear | Your browser may have cached the previous version. Refresh the contract page. |
Related
Document actions menu
Document Version Control
Document Activity
Reprocess Contract
Unlock