File lock

File lock


leitzcloud allows users to lock files and entire folders in Team Shares. This gives subscribers the ability to set shared content to a read-only state. Other Team Share subscribers are then prevented from editing or modifying documents while changes are being made elsewhere.

If a user forgets to lock a file before editing it, a file collision could occur. For more information, read our “Collision Resolution” article in our knowledge base.


Advantages

File locking is useful for when you want to prevent other users from accessing files that are currently being edited. Especially if you work at home and have no direct contact with your colleagues, (automatic) file locking simplifies a lot of things for you. It also avoids synchronization conflicts.

This feature also allows for read-only Team Shares to be created, such as a read-only finance folder that holds sensitive files that users can read and download, but cannot modify or delete.


Settings

  1. First you need to enable “Allow users to lock files” for the organization (Settings -> Policies).
  2. Also make sure that in the leitzcloud Sync Tool settings auto lock is set to "always", so that your files will be locked automatically when you edit something. If you select "Ask first", then a notification will appear.
  3. If you want to have a read-only Team Share with multiple users, then an administrator of the organization can lock the Team Share indefinitely.

How to lock files and folders

With a right click you can lock any file or even folder in leitzcloud. Simply select "lock" or "lock for..." to set the duration of the lock. As long as the lock is active, the current version is kept and only your own changes will be synchronized.

A lock icon will appear on the file symbol. This indicates that the file cannot be edited. Users can still view the file or make changes to a copy. Any user can request information about the user who caused the lock. Administrators can override or remove the lock at any time.

To prevent collisions and ensure smooth collaboration, certain files can also be locked automatically as soon as a user edits them. For Microsoft Word and Excel files, you can decide separately for each shared folder whether it should be locked automatically when opened by a user.


How to automatically lock word and excel files in Team Shares

  1. As an administrator log in to your account in the Web Cloud.
  2. Go to the organization view and switch to “Shares”.
  3. Click on the pencil icon of the Team Shares you want to edit.
  4. Check the box at “Auto Lock Word/Excel/PowerPoint Files?”.
  5. ave your changes.

Please note:

  • This feature applies to .doc, .docx, and .xlsx files. It can also be applied to .xls, .odt, and .ods files when the documents are opened in LibreOffice or OpenOffice.
  • It is not available for OnlyOffice.


Was this article helpful?

mood_bad Dislike 0
mood Like 0
visibility Views: 120873