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Exploring Check Ins and Check Outs


To understand the function of Check In & Check Out of records.
To see how join permissions work and how exclusive check outs perform based upon different users and roles assigned to them.

Business Requirement –

When data is to be modified, it is always safer to maintain a lock over it so that others are not able to modify it at the same time. It acts as a kind of locking mechanism and guarantees consistency.
Checked Out records should become read only for other users.
Only the owner of the check out should have the permission to allow others to join the check out. Any of the joined users may check in the data back.

MDM Repository Users with their Roles –

Suppose we have following Users with their roles assigned –

User Password Role Responsibility
Pooja Admin Test
Anuj Default Test
Admin Admin Test

Working with Check-Outs

Exclusive check-out – Grants join permissions to no other roles or users( by default, no other users can join the check-out)
Non-Exclusive Check-Out – Grants join permissions to the everyone role (by default, all users can join the check-out)

Steps –
Create the necessary users in Console with the above mentioned roles so that behavior of Check Ins & Check Outs can be assessed over various users.
Login through any user (say ‘Pooja’) and check out a few records by selecting some of them through Ctrl+Click and then right click -> Check In/Out Exclusive.


The records get a yellow mark prepended to them to show that they are checked out.
Now login through a different user (say ‘Anuj’) and try to modify the checked out records. You would get an invalid invitation message.


Now check out a few other records through user Anuj in the non-exclusive mode.


User ‘Pooja’ can join the checkout easily and does not get any non-invited user message.

Working with Join permissions

Scenario 1:
Any user, who has committed records for check out, can allow users to join the check out based on the Join permissions that are modifiable only by him even if he has checked out records in exclusive mode.
Login through user “Pooja”, select two records and click join permission as shown below –


Modify join permission by adding “Anuj” in Permitted users and adding “Default” in Permitted roles.


Login through user “Anuj” and try to join check out those records which are checked out exclusively through the login “Pooja” and whose join permissions are modified as in above steps.


Now you will be able to join the check-out.

Scenario 2:
Once the other user joins the check out, he/she can modify the records based on the permissions available to him/her in the Console.
In continuation with above scenario –
If in the Console, for default role the access is set to read only for a particular field (Here MAKTX_MaterialDescription) then the user “Anuj” will be able to join the Check-Out but will not be able to modify the value of Material Description.


If anyone will try to modify the record he/she will get the error as –


Working with Check Ins

Once the modification of the records is done, the owner of the check-out can check in the records back to the repository for normal access.


Note: Users who have joined the check out cannot check in the records back into the repository.

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  • Pooja,

    Your blog is nice...But I think your blog reiterates the information which is already available in the Standard documentation. This can be a nice blog for the beginners. So, my request is, it would be nice if you can categorize this as a beginner as well.

    Check this if you need more info on Beginner level blogs: Beginner Blog Posts

  • Per your blog,
    Business Requirement states–
    Any of the joined users may check in the data back.

    But the concluding note states -
    Note: Users who have joined the check out cannot check in the records back into the repository.

    I guess its a contradiction? Or Am I missing something?
    Which of the two is correct?

    Anyways, I liked the blog.