These two steps form the basis of the Cumulus Vault concept. They ensure that only one person can edit an asset at a time, and also provide the version information associated with each asset. If you check an asset out but don’t need to check it back in as a new version, you can undo the check out (see “Undoing a Check Out” ).
Checking Assets Out
When you check an asset out, Cumulus places a copy of the latest version in a location you specify and locks the associated record in the Cumulus catalog for other users. You can then edit the copy you checked out, and later check it back in as a new version.
There are two things that you will be prompted to tell Cumulus when checking assets out:
• Which Asset Storage Module should be used to manage the access to the asset’s destination location. The destination location is typically the file system – such as the Windows or macOS file system – to which the checked-out asset will be copied. The destination is not Cumulus Vault.
• Where exactly in the destination location the copy of the asset should be placed, i.e., the specific folder on your hard disk or network.
If another user has already checked the asset out, you will not be able to check it out to yourself. In this case, Cumulus Vault informs you who has the asset and when it was checked out. If you would like to see whether or not assets are checked out without having to attempt a check out yourself, you can add the respective fields to your Collection and/or Asset Information view. For details, see “Viewing Asset Status” .
To check assets out:
1. Select the record(s) representing the asset(s) you would like to check out.
2. Select Asset > Check Out.
If you have defined a Check out Location in the Application Preferences (Cumulus/Edit > Preferences > User Settings > General > Application), Cumulus makes a copy of the latest version and inserts it in the defined location. The asset is checked out and you can start editing it.
If you have no defined Check out Location, continue as follows.
The Select Asset Storage Module dialog appears. This is a list of available Asset Storage Modules. One is Cumulus Vault, and others include the file system you are currently using (such as the Windows or macOS File System, among others).
3. Select the Module for the destination location and click OK.
NOTE: The destination is not Cumulus Vault. If you check the asset out to Vault, you will not be able to edit it!
A window appears for you to select the target folder on the file system you selected.
4. Choose the desired folder and click OK.
Cumulus makes a copy of the latest version and inserts it where specified.
If you want to edit the asset now, open it with the application that created it and start editing.
TIP: Edith With & View With
Cumulus offers you a convenient way of combining check out and launching the application for editing the asset. The procedure is the same as described above, except that you select Edit With instead of Check Out from the Asset menu. Cumulus recognizes that the asset is controlled by Vault and automatically triggers a check out procedure. Once you’ve completed the check out steps, Cumulus launches the editing application and opens the checked-out asset in it. If you only want to view the asset without checking it out, use View With from the Asset menu.
Checking Assets In
When you have finished working with an asset and check it back in, Cumulus lets you enter comments on the new version (what sort of changes you made, etc.). It then moves the updated asset back to the Vault as a new version, and unlocks and updates the associated record in the catalog. Since a check in procedure moves the new version into the Vault, that version is removed from the location you checked it out to.
To check an asset in:
1. Select the record(s) representing the asset(s) you would like to check in.
2. Select Asset > Check In.
The Version Comment dialog appears. The asset’s name and your user name are entered automatically.
You may enter your comments in the Comments field. If you want this comment to be used for further selected assets to be checked in, activate the Use for All Remaining Items option.
If the Keep Checked Out option is activated, the changed asset is copied to Vault as a new version but also left checked out. So you can continue working on the asset.
3. Click OK.
Cumulus moves the new version to Vault and updates the associated record in the catalog.
Checking an asset in moves the latest version to Vault. It doesn’t overwrite the previous versions, however, which are retained so that they can be viewed, tracked or used again. (For details see “Managing Versions”.)
TIP: Drag & Drop
Cumulus gives you a quick and easy alternative to checking assets in via menu command: simply dragging and dropping the asset from your desktop into the associated catalog. Cumulus recognizes the checked-out asset and automatically triggers a check in procedure.
Undoing a Check Out
If you check an asset out and then realize that, for whatever reason, no changes are necessary, you can return it to Vault without checking it in as a new version. You simply need to undo the check out.
When you undo a check out, Cumulus deletes the asset from the location you checked it out to and unlocks the record in the catalog, but does not move the asset back to Vault or update the record.
To undo the check out of an asset:
1. Select the record representing the asset you previously checked out.