Do you confirm there is no checked out files?

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One of the annoying things with SharePoint document and page libraries is that users often accidentally leave checked out files, that prevents 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

There are 2 ways to remind users of their "checked out files":

Solution A: Use Powershell scripts (see PNP.github.io sample)
Solution B: Custom application report (Includes some low-code work) E.g. SSW.Dory

Solution A. Powershell scripts

Create a new PowerShell Script

#Config Variables
$SiteURL = "https://crescent.sharepoint.com/sites/marketing"
$CSVFilePath = "C:\Temp\CheckedOutFiles.csv"

#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Credentials (Get-Credential)

#Get all document libraries
$CheckedOutFiles = @()
$DocumentLibraries = Get-PnPList | Where-Object {$_.BaseType -eq "DocumentLibrary" -and $_.Hidden -eq $False}

#Iterate through document libraries
ForEach ($List in $DocumentLibraries)
{
    Write-host "Processing Library:"$List.Title -f Yellow

    #Get All Checked out Files of the library
    $FilesCheckedOut = Get-PnPListItem -List $List -PageSize 500 | Where {$_["CheckoutUser"] -ne $Null}

    #Collect data from each checked-out file
    ForEach ($File in $FilesCheckedOut)
    {
        $CheckedOutFiles += [PSCustomObject][ordered]@{
            Library         = $List.Title
            FileName        = $File.FieldValues.FileLeafRef
            CheckedOutTo    = $File.FieldValues.CheckoutUser.LookupValue
            Location        = $File.FieldValues.FileRef
        }
    }
}
#Export Checked out Files data to CSV File
$CheckedOutFiles
$CheckedOutFiles | Export-Csv -Path $CSVFilePath -NoTypeInformation

To run the script against your entire tenant, see PNP.github.io sample

Run the PowerShell script
Go chase after the users.

Solution B. Custom application report (Includes some low-code work)

Learn more: SSW.Dory

To make reminding users easier, we have created a Power Automate flow called SSW.Dory that will find checked out files and send out a notification email to all the naughty people automatically every day.

To:

Dave

Subject:

SSW.Dory \\

Hi Dave

You currently have the following pages checked out in SharePoint:

{{ LIST OF URLS }}

If you are no longer editing these files, check them in! Note: You should check in at least daily, as per rule SSW.Rules | Do you confirm there is no checked out data?.
Reply to this email with something like:

> ‘Done - x files checked in’

Note: See all files you have checked out at {{ LINK TO CHECKED OUT LIST }}

-- Powered by Power Automate, Job: SSW.Dory

Figure: An example of the reminder email that all users receive

#Config Variables

$SiteURL = "https://crescent.sharepoint.com/sites/marketing"

$CSVFilePath = "C:\Temp\CheckedOutFiles.csv"

#Connect to PnP Online

Connect-PnPOnline -Url $SiteURL -Credentials (Get-Credential)

#Get all document libraries

$CheckedOutFiles = @()

$DocumentLibraries = Get-PnPList | Where-Object {$_.BaseType -eq "DocumentLibrary" -and $_.Hidden -eq $False}

#Iterate through document libraries

ForEach ($List in $DocumentLibraries)

{

Write-host "Processing Library:"$List.Title -f Yellow

#Get All Checked out Files of the library

$FilesCheckedOut = Get-PnPListItem -List $List -PageSize 500 | Where {$_["CheckoutUser"] -ne $Null}

#Collect data from each checked-out file

ForEach ($File in $FilesCheckedOut)

{

$CheckedOutFiles += [PSCustomObject][ordered]@{

Library = $List.Title

FileName = $File.FieldValues.FileLeafRef

CheckedOutTo = $File.FieldValues.CheckoutUser.LookupValue

Location = $File.FieldValues.FileRef

}

#Export Checked out Files data to CSV File

$CheckedOutFiles

$CheckedOutFiles | Export-Csv -Path $CSVFilePath -NoTypeInformation

Hi Dave

You currently have the following pages checked out in SharePoint:

If you are no longer editing these files, check them in! Note: You should check in at least daily, as per rule SSW.Rules | Do you confirm there is no checked out data?.

Reply to this email with something like:

> ‘Done - x files checked in’

Note: See all files you have checked out at {{ LINK TO CHECKED OUT LIST }}

Do you confirm there is no checked out files?

Solution A. Powershell scripts

Solution B. Custom application report (Includes some low-code work)

Hi Dave

Categories

Authors

Need help?

Do you confirm there is no checked out files?

Solution A. Powershell scripts

Solution B. Custom application report (Includes some low-code work)

Hi Dave

Categories

Authors

Need help?