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For some reason I have seen enquiries around this issue come up on numerous occasions of late, be it a file that was checked out to an old machine or to a person no longer with the company, you find you cannot check the file back in and edit again.
First off you should be aware that 2 conditions need to be met in order to check in a file. Vault not only remembers who has a file checked out, but on which machine the file was checked out, this is recorded in the "Checked Out Machine" system property. Why? Because this will be the only the machine where the file is write enabled and is presumably being edited, to update the file with its correct modifications and prevent a user accidentally overwriting valid changes the file must be checked back in from this same PC.
If you know a file has not changed or are not worried about the file modifications you can of course log into Vault as the user who has the file checked out (or have them log in from another PC) and undo the check out. This will restore the last file version to latest and enable others to check in the file – read more about Undo File Check Out here.
What happens though if the user is on holidays or has left the company? Typically your administrator should be able to change the users password and re-enable the account for you to access (users are never deleted from Vault) but you will likely not have access to any modified files so it will probably be easier to have the administrator Remove File Reservation. This command ignores both the checked out user and checked out machine to forcibly remove the file check out.
The file will then, as in the case of Undo File Check Out, revert to the last version and become available for check out. More information can be found on Remove File Reservation here.
-Allan
Photo: Toffehoff
