The components that make up Form Letters, Formats, and Envelopes – their Content, Print Format and E-mail Format – are stored in your IQ Oracle database. The Print Format is stored as a Word file, and can only be edited once it has been checked out. Similarly, documents that are not Mail-related (where the Type is Document or Document Format) must be checked out in order to be edited. The application used for editing a Document is determined by the file extension of the stored document.
While a document or a Print Format is checked out, it is stored in the c:\iq folder. The file name is an assigned, sequential number plus the file extension (for example 110343.doc), and it appears in the Word title bar. Use the Check Out action to check out a document or a Print Format for editing on your workstation.
As long as the document or Print Format remains checked out by one user, other users cannot check it out for editing. While the Print Format is checked out, the letter cannot be printed in final, nor can e-mail using the letter be sent. When a document is checked out to a user's workstation, it can only be checked in from that same workstation.
Form Letters associated with completed Mail records cannot be checked out, unless the user has been granted access to Security Lock #226 for Override Check Out. When you select the Check Out action on the Document Search Results page, IQ displays a list of form letters that have been used in completed mail. Users who have not been granted Security Lock #226, will be able to proceed with checking out other selected documents, but the completed letters will be skipped. For users who have been granted Security Lock #226, a Check Out (Override) button is available to check out all documents including form letters used in completed mail.
Once you've finished working on and saved a checked-out document or Print Format, you must load it back into the IQ database. This is the check-in procedure, which can be done by selecting the Check In action. Once you check in a document, the file is removed from the c:\iq folder.