ShareFile

Check In and Check Out Files

October 7, 2025

Contributed by:

ShareFile users with upload and download permissions have the ability to check out files to make edits to them and then check them back in afterwards. Other users will see indicators that a file is checked out; as well as, which users checked the file out and for how long. A file check-out will expire automatically after 24 hours.

Users can check files out files using various ShareFile apps, including the web, mobile and ShareFile apps. This feature is supported for accounts on using cloud storage and customer-managed StorageZones.

For more information regarding ShareFile features and plan requirements, please consult the ShareFile Pricing page.

Requirements and Limitations

This feature requires File Versioning, which must be enabled by an Administrator user on the account. Due to this requirement, this feature cannot be used on Archiving accounts.

Check Out a File

To check out a file for editing, select the file you wish to check out in the web application. Right-click the file and select Check Out. In order to check out a file, you must have upload and download permissions on the folder. While users can check out multiple files individually, it is not possible to check out multiple files simultaneously with a bulk action.

New ShareFile users can also check out a file from the Content Viewer, using the Check Out button the right pane.

SF Checkin Checkout 1

Click Check Out on the Check Out popup screen.

SF Checkin Checkout 2

You are prompted to confirm your Check Out. Click the Check Out button to confirm. Only a user who has checked out a file may check it back in. Checked out files will expire automatically after 24 hours. If necessary, an administrator user on the account may discard a check-out.

SF Checkin Checkout 3

Check In

Only a user who has checked out a file or a folder admin may check it back in. By default, a file check-out will expire automatically after 24 hours. Once you have finished working on the checked out file, return to its location in the ShareFile web application. Right-click the file and select the Check In option.

At the Check In upload screen, drag your file to the provided space or browse to its location on your computer and designate it for upload. Once the file is listed, click the Check In button.

SF Checkin Checkout 4

SF Checkin Checkout 5

Discard a Check Out If you would like to discard your check out, return to the file’s location in the ShareFile web application and right-click the file. Select the Discard Check Out option. You will be asked to confirm the action. Only the user who checked out the file or the Folder Admin may discard a check out.

Access Checked Out Files

You may Download, Copy and Share files that have been checked out by another user. The following actions cannot be taken on a checked out file:

Edit
Move
Delete
Get Signature

Note:

Uploading a new version of the checked out file is not allowed.

Releasing a Check Out

The following actions will result in the release of a check out for the altered file.

Removing the owner of a check out from folder access
Disabling File Versioning on the Folder or Admin level

Notifications

An email notification is generated whenever a file is:

Checked out
Discarded
Checked in

All users that are subscribed to upload notifications for the given folder will receive notifications of the above actions.

The official version of this content is in English. Some of the Cloud Software Group documentation content is machine translated for your convenience only. Cloud Software Group has no control over machine-translated content, which may contain errors, inaccuracies or unsuitable language. No warranty of any kind, either expressed or implied, is made as to the accuracy, reliability, suitability, or correctness of any translations made from the English original into any other language, or that your Cloud Software Group product or service conforms to any machine translated content, and any warranty provided under the applicable end user license agreement or terms of service, or any other agreement with Cloud Software Group, that the product or service conforms with any documentation shall not apply to the extent that such documentation has been machine translated. Cloud Software Group will not be held responsible for any damage or issues that may arise from using machine-translated content.

Was this article helpful

Check In and Check Out Files

October 7, 2025

Contributed by:

October 7, 2025

Contributed by:

Check In and Check Out Files

Requirements and Limitations

Check Out a File

Check In

Access Checked Out Files

Releasing a Check Out

Notifications

In this article