Central to the operation of PROJECT in a box are the concepts of document management, version control and audit trail, most of which are handled for you by the software. The users interaction with this is by Checking files out when they want to change the content and then Checking files back in when the content has been appropriately updated to their satisfaction.

Simply put, there is one most recent/current version of each file that is considered the master version and whilst as many people as want to can view it at any one time, only one user can be working on changes to it.  So if a user wants to make changes to it they should first check it out and they will only be allowed by the system to do this if:

a) - they have sufficient permissions to do so;

b) - it is not currently checked out to someone else.

c) - it is not currently in an approval process.

All checking out of files is undertaken from the File Explorer and users can see the current status of a particular file in the tree view or document manager panes:

  • If a file is checked out then the tree view will show it with a red cross over it.
  • If a file is involved in an approval process a blue cross will display.
  • If a file is checked out then once it is clicked on in the tree view the document manager will display details about which user checked it out.


If the document manager status says "Available for Check Out" then the file is available to be checked out to work on. The user then has a number of options:

  • Check out the file locally - either by right clicking and 'check out' on the file in the tree view or by using the 'paper symbol' out button below the status dialogue in the document manager pane.
  • Check the file out to email - by using the 'envelope symbol' out button below the status dialogue in the document manager pane.


When checking files out locally users can choose to pick a folder each time or can automatically use their default check out folder as set up in their User Preferences, users can also decide if they want the file to automatically be opened when it is checked out again using the tick box in the document manager pane or in their preferences.

When checking files out to email the users will be presented with the Communicate with other users management form from which to select who the file should be sent to. Then they will be able to add the file to an Outlook or SMTP type of email depending on the settings in their User permissions.

Once a document has been checked out its status will be changed by the system and a red cross added to it in the tree view.  When users now look at this file the User details button beside the status dialogue will be lit and by clicking on this users will be able to check your contact details or leave you a message.

When a file is checked out physically a copy of the file is taken from the server and placed in your Check Out folder (or your nominated alternative) with your naming conventions applied.  The count next to your My files in the quick clicks menu will also increase if you checked out the file to your check out folder indicating there is another file there to be managed.

For efficient operation of the system be sure to check files back in as soon as you have finished making your changes to them, otherwise your colleagues will not be able to make their own changes or see the changes you have made.

During Checkout any Office Export Properties will be updated in the file and then shown where the doc properties have been set to display in the file.