My career in technology

This is one that will come in very handy if you have users who upload documents via Explorer, but you have required metadata in the library.

That never happens in environments I work in.

In each library, there is a link under Permissions and Management in the Document Library Settings, “Manage files which have no checked in version” (In SP2007, the link is ‘Manage checked out files’.)

When you click on the link, you are taken to a list of documents that have been uploaded by other users, but for one reason or another have never been checked in. Usually that reason is the user dumped the documents in the library but never provided that required metadata.

Documents that have no checked-in version.  Take ownership of the file to have it checked out to you.

Documents that have no checked-in version. Take ownership of the file to have it checked out to you.

So, let’s say, for instance, that a user has uploaded a number of documents, but never completed the process by providing the required metadata. Maybe they were in a hurry to go on vacation. Of course, once they are on vacation, those documents don’t appear to be in the library, and the user doesn’t have access to get to the documents to check them in, or perhaps they are completely out of contact.  (Because that never happens.)

In that case, someone with Full Control rights on the library can be instructed where to find the link, and then how to take ownership of the documents, so they can provide the metadata and get the documents checked in for use.

And they will need to provide the required metadata.  If they just try to check in the document, this is the error they will see.

And they will need to provide the required metadata. If they just try to check in the document, this is the error they will see.

In my opinion, it is important to have an end-user with appropriate domain knowledge fill in the metadata rather than an administrator, for several reasons. First, admins should be empowering end-users on general principle. This frees the administrator to handle issues with larger implications. Second, the administrator is likely to not have sufficient domain knowledge to fill in the metadata correctly.

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Comments on: "Favorite SharePoint Feature This Week: “Manage files which have no checked in version”" (2)

  1. This feature is useful, I agree; but a MORE useful feature would be for an Admin to be able to do a bulk Check-In for multiple documents.

    • As I mentioned in the post, as Admiistrator, I don’t have the domain knowledge of the business users to appropriately fill in the required metadata.

      If there were no required metadata, an administrator could certainly use that sort of feature. Except that the WHOLE POINT of SharePoint (or at least one of the big ones) is to push some of the simpler tasks (rights management, content organizatation, and the content itself) is to put the power to do these things into the hands of the end-users, instead of queueing them with IT.

      Think of it this way… you are the SharePoint Adminisreator – should you be typing the content into the documents being stored there? No, obviously not. Uploading documents and tagging them appropriately should (IMHO) also fall under their responsibility too.

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