Do you confirm there is no checked out data?
2/07/2019 3:26 PM by
One of the annoying things with SharePoint document libraries is that users often accidentally leave checked out files, that preventing others from modifying them.
Suggestion to Microsoft: send an email to the user to remind them they have outstanding checkouts potentially blocking other users.
- Figure: Here Greg Harris has not checked in a file
Upgrade warning: The pages that are not checked-in, will not be migrated on a SharePoint upgrade. There is *no* warning either.
There are 2 ways to remind users of their "checked out files":
Solution A: Manage Content and Structure Report (No Code)
Solution B: Custom application report (Includes some coding work)
Solution A. Manage Content and Structure Report (No Code)
1. Create CAML query in site content and structure
Go to "Site Settings | Manage Content and Structure | Content and Structure Reports", click "New":
- Figure: Create a new report
Fill the "CAML Query":
<Where><IsNotNull><FieldRef Name="CheckoutUser" LookupId="TRUE"/></IsNotNull></Where>
Fill the other fields like below:
- Figure: Fill in form
2. Run Checked Out report
Run the checkout report from "Site Settings | Manage Content and Structure | View: Checked out documents":
- Figure: Checked Out Documents report link Make sure there are no files checked out, otherwise, go step 3
3. Go chase after the users.
Solution B. Custom application report (Includes some coding work)
TODO: Move this tool to GitHub, find a better name than "SSW.SharePoint.CheckedOutFilesReport".
Also change from a farm solution to a solution that can be used on Office365 - now in SharePoint 2016 and SharePoint online called "Sharepoint Add-ins"
To make reminding users easier, this SharePoint Add-in has a custom page to show the "Checked out files". One button will send the notification email to all the naughty people.
Even better, we have also improved the application with a scheduled task using SharePoint CSOM API to find checked out files and send these notification emails automatically every night.
- Figure: One button reminds all users of their "Checked out Files"
Figure: An example of the reminder email that all users receive
You have some pages checked out in SharePoint.
3. Reply to this email with something like:
‘Done - x files checked in’
You currently have the following pages checked out:
<As per rule http://rules.ssw.com.au/ITAndNetworking/SharePoint/Pages/DoYouConfirmThereIsNoCheckedOutData.aspx>
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