Checkout system

Devolutions' check out system is used to lock an entry while it is being used or modified. It prevents users from using or editing the same entry simultaneously. A check out mode can be set at the vault, folder or entry level.

Here are the entry types that can benefit from the check out system:

• Sessions
• Documents
• Credentials
• Information

Administrators can also force users to check in their entries at any time by right-clicking on a checked out entry. If the entry is checked out by the current user, Check in checks in that user's own checkout only. If the entry is checked out only by other users and the current user holds the Check in (force) permission, the action becomes Check in other users instead. What's more, they can automate check-ins after a determined amount of minutes in Administration – System settings – Vault.

Check out or check in a folder, a multi-selection, or sub-entries

Checking out a folder, a multi-selection, or an entry with sub-entries opens a selection window listing every entry that will be affected, with everything selected by default. Entries where the check out system is disabled, as well as PAM entries, are not shown. Sub-entries are handled the same way as a folder: the parent entry is treated as the "folder" and its sub-entries as the "entries".

• Checkout folder only (or Checkout parent only for sub-entries): checks out the folder or parent entry, not its contents.
• Checkout contents of folder only (or Checkout contents of parent only): checks out the contents without the folder or parent entry.
• Clear or select individual entries in the list to check out a custom selection.

Checking in a folder, a multi-selection, or a parent entry's sub-entries only lists the entries currently checked out by the current user.

Once the operation completes, a notification reports how many entries were successfully checked out or checked in. If some entries fail while others succeed, a window lists which entries failed and why, along with the number that succeeded. If every entry fails, a notification explains why.

A multi-selection that spans more than one vault — for example, in the Favorites tab — cannot be checked out or checked in together. The check out and check in actions are hidden for that selection.

Force check-in

Forcing the check-in of a single entry that is checked out by multiple users opens a selection window to choose which of those checkouts to check in. Forcing the check-in of a multi-selection or a folder's contents checks in every checkout on every selected entry, after a warning that this also releases checkouts held by other users.

Checkout of linked entries

Checking out an entry also checks out its linked credential and linked one-time password (OTP) entry, if any, under a single prompt. Checking in the entry automatically checks in those linked entries as well, once nothing else requires them to stay checked out.

Checkout status

The entry's Overview dashboard tab displays a Checkout status section showing whether the entry is available, checked out by the current user, or checked out by others. From there, a checked-out-by-me entry can be checked in directly; forcing the check-in of another user's checkout is not available from this section.

Copying information that is already visible without checking out the entry, such as the host, username, or domain, does not require a checkout. Copying or viewing sensitive information, such as the password, still requires it.

Windows

Checkout mode

To access the check out settings, go into the Properties of an entry, folder, root folder or Vault settings. Navigate to the Security settings section. There, administrators can decide how check outs are to function, or enable/disable the check out system altogether.

OPTION	DESCRIPTION
Root (Default)	Uses the Checkout mode setting from the root vault settings.
Not available	Disables the check out system.
Automatic	Checks out an entry automatically when the entry is opened and automatically checks the entry in when the entry is closed. Users can edit properties without checking out the entry.
Manual	Users need to check out the entry manually prior to opening or editing the entry. No action can be performed without checking out the entry.
Inherited	Inherits the check out mode from the parent folder.
Optional	Offers the option to check out an entry manually or use (open and edit) the entry without checking it out.
Automatic (when supported)	If online, automatically checks out an entry when it is opened, and automatically checks it in upon closing. Skips the check out process if offline.

When Automatic (when supported) is selected, an info icon next to the dropdown recalls this behavior.

Checkout prompt

Checkout prompt sets if a user must enter a comment when they check out the entry. Administrators can monitor the comments through the logs available on the entry or the Activity logs.

OPTION	DESCRIPTION
Default	Uses the Checkout prompt setting from the root folder.
Yes	Prompts the user for comment when they check out an entry.
No	Removes the prompt for comment.
Inherited	Inherits the setting from a parent folder.
Yes (comment forced)	Always prompt the user for comment when they check out an entry.

Multiple checkouts

Multiple checkouts allows more than one user to checkout the same entry at once.

OPTION	DESCRIPTION
Default (Off)	Uses the Multiple checkout setting from the Vault settings root.
Off	Only one user can check out an entry at a time.
Infinite	Users can check out and edit the same entry at once without restriction.
Custom	Lets you define the maximum number of users who can check out an entry at the same time.

macOS

Checkout mode

To access the check out settings, go into the Properties of an entry, folder or of the root folder. Navigate to the Security settings section. There, administrators can decide how check outs are to function, or enable/disable the check out system altogether.

OPTION	DESCRIPTION
Default (Optional)	Offers the option to check out an entry manually or use (open and edit) the entry without checking it out.
Not available	Disables the check out system.
Automatic	Checks out an entry automatically when the entry is opened and automatically checks the entry in when the entry is closed. Users can edit properties without checking out the entry.
Manual	Users need to check out the entry manually prior to opening or editing the entry. No action can be performed without checking out the entry.
Inherited	Inherits the check out mode from the parent folder.
Optional	Offers the option to check out an entry manually or use (open and edit) the entry without checking it out.
Automatic (when supported)	If online, automatically checks out an entry when it is opened, and automatically checks it in upon closing. Skips the check out process if offline.

Checkout prompt

Checkout prompt sets if a user must enter a comment when they check out the entry. Administrators can monitor the comments through the logs available on the entry or the Activity logs.

OPTION	DESCRIPTION
Root	Uses the check out prompt setting from the root folder.
Yes	Prompts the user for comment when they check out an entry.
No	Removes the prompt for comment.
Inherited	Inherits the setting from a parent folder.

See also

• Devolutions Academy – Use the Checkout System in Remote Desktop Manager