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End User Guide 4 min read

Locking Files for Collaborative Editing

File locking prevents version conflicts when multiple team members work on the same document. Lock a file before editing it, and AXIS CloudSync will prevent others from overwriting your changes until you're done.

Why Lock Files

When two users edit the same file at the same time without locking, AXIS CloudSync creates a conflict copy to preserve both versions. While conflict copies prevent data loss, they create extra cleanup work. File locking eliminates this problem entirely by signaling to other users that a file is currently being edited.

  • Locked files display a lock icon to all team members.
  • Other users can still view and download a locked file — they just cannot edit or overwrite it.
  • Locks are tied to your user account and persist until you explicitly unlock the file.
  • Administrators can release stale locks from the Admin panel.

Lock a File via the Web Portal

  1. 1Log in to the web portal and navigate to the file you want to lock.
  2. 2Right-click the file (or click the action menu ⋯).
  3. 3Select Lock File.
  4. 4The file will immediately show a lock icon. A tooltip will display your name as the lock owner.

Tip

You can also lock a folder to prevent any files within it from being edited. Right-click the folder and select Lock Folder.

Lock a File via the Desktop Client

  1. 1Open your AXIS CloudSync Folder in Windows Explorer or Finder.
  2. 2Right-click the file you want to lock.
  3. 3Select AXIS CloudSync → Lock File from the context menu.
  4. 4A lock overlay icon will appear on the file in Explorer/Finder.

Note

The desktop client context menu options are available after the AXIS CloudSync Tool is installed and registered. If you don't see the AXIS CloudSync menu option, try restarting the desktop client.

Lock a File via the Mobile App

  1. 1Open the AXIS CloudSync mobile app and tap Files.
  2. 2Tap Edit in the top-right corner to enter selection mode.
  3. 3Select the file or folder you want to lock.
  4. 4Tap the Lock button at the bottom of the screen.

Unlocking a File

When you are done editing, always unlock the file so your teammates can access it.

  1. 1Right-click the locked file in the web portal or desktop client.
  2. 2Select Unlock File.
  3. 3The lock icon will disappear and the file will be available for others to edit.

Important

If you close your computer or lose your connection while a file is locked, the lock remains in place. Remember to unlock files when you are finished editing — even if you are saving and closing the document.

Handling Stale Locks

A stale lock occurs when a file remains locked after the user who locked it is no longer actively editing it (e.g., they forgot to unlock it, or their session ended unexpectedly). Only an administrator can release a stale lock.

  1. 1Ask your AXIS CloudSync administrator to release the lock.
  2. 2The admin can navigate to the file in the Admin panel, view the lock owner, and click Release Lock.
  3. 3Once released, the file is available for editing again.

Tip

If you are an administrator, see the Admin Interface guide for instructions on managing locks from the admin panel.
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