Short answer
Check-in and check-out locks an asset while one user edits it and releases the lock when the new version is saved. Locking prevents conflicting edits on shared creative files. Check-in and check-out matters most when two or more designers edit the same layered or linked files, such as packaging artwork built in a desktop layout tool.
How check-in and check-out works in a DAM
Check-in and check-out works as a lock on the asset record. When a user checks out an asset, the DAM marks it as locked, records who holds the lock and since when, and sets the asset to read-only for everyone else.
The full cycle runs in four steps:
- Check-out: the user locks the asset and opens it, either from the DAM or inside a creative tool connector.
- Edit: the user works on a local or synced copy while colleagues can view and download the previous version.
- Check-in: the user saves the changed file back, the DAM stores it as a new version and releases the lock.
- Cancel: the user releases the lock without saving, and the previous version stays current.
An administrator can break a stale lock when a user leaves or fails to check in. The web standard WebDAV, published by the IETF as RFC 4918, defines the same locking pattern for shared files on the web.
Example of check-in and check-out
Worked example: a designer checks out an InDesign file for a product leaflet, edits it and checks it back in. While the file is locked, a second designer sees the lock with the first designer's name and opens the previous version read-only.
On check-in, the DAM saves version 4 with the comment 'new price block'. The linked product images inside the layout still resolve, because they point to DAM assets.
Check-in and check-out in a DAM selection
Check-in and check-out is proven at Checkpoint 5: Test, the stage where this glossary term sits on the Selection Route. Support varies by DAM and by creative tool connector, so ask for a live demonstration on your own layout files.
Test these points:
- Two users try to edit the same asset at the same time.
- A designer checks out and checks in from inside the creative tool connector.
- Check-in creates a new version with a comment and an audit entry.
- An administrator breaks a stale lock and the DAM records the action.
- Linked images in a layout file still resolve after check-in.
The Adobe Creative Cloud integration page covers connector depth. The demo script generator adds a locking scenario to your script.
Common check-in and check-out mistakes
The most common check-in and check-out mistake is assuming every DAM offers locking for every file type. Other recurring errors:
- No rule for stale locks, so assets stay locked for weeks.
- Testing locking only in the web interface, while designers work in desktop tools.
- Ignoring linked files, so a checked-in layout loses its placed images.
Related terms: Version control, Work-in-progress asset.
Frequently asked
What is the difference between check-out and version control?
Check-out prevents two people editing the same asset at once. Version control stores every saved edition of the asset with its history. A check-in creates a new version, so the two features work as one editing cycle.
Do all DAM systems support check-in and check-out?
Check-in and check-out support differs between DAM systems, especially inside creative tool connectors. Some systems lock files in the web interface only. Ask each shortlisted vendor to demonstrate locking from the tools your designers use every day.