SpringCM - Office 365 Leaves Documents Checked Out

SpringCM content is available for viewing and editing in the browser with the Microsoft Office 365 service. This allows users to edit files in the SpringCM account without downloading. Any SpringCM user with an Office 365 license and at least View & Edit security access to a document are able to use the service.

Issue

If a file is opened in Office 365 and the browser tab is closed, a document will remain checked out for editing, with no standard method of checking it back in. This checked out status prevents you from editing the document, sending for External Review, sending for Signature, etc.

Cause

  1. Check the box to the left of a document in SpringCM.
  2. Navigate to File > Open in Office 365 on the Menu bar.
  3. The document opens in-browser in the appropriate Office 365 application.
  4. Click the X on the browser tab, closing the session.
  5. Log back into SpringCM.
  6. Document displays the lock icon, indicating it is checked out.
  7. Check the box to the left of the document.
  8. Click Check In from the toolbar.
  9. A banner opens: The file cannot be checked in, because it is in unknown state.
  10. Navigate to Edit > Cancel Check Out from the Menu bar.
  11. A banner opens: Cannot cancel checkout while document is being edited in Office Online.
 

The file remains stuck in a checked-out state, with no remedy from the SpringCM toolbar or menu actions. This scenario applies to all users. Standard users and Super Administrator are unable to check in or cancel check out.


Solution

  1. Check the box for the locked document in SpringCM.
  2. Navigate to File > Open in Office 365 on the Menu bar.
  3. The document opens in-browser in the appropriate Office 365 application.
  4. Click the File tab on the Office 365 application. The File menu opens.
  5. Click Exit at the bottom of the menu. The file closes and you are returned to the SpringCM folder page.
 

The process is complete. The document lock icon is gone, indicating that the file is no longer checked out.

Future lockouts are prevented by users navigating to File > Exit every time they close a SpringCM document opened with Office 365.

Clicking the browser’s Back arrow from the Office 365 interface leaves the document checked-out in SpringCM, but allows standard Check In or Cancel Check Out actions to clear the lock.