none
Need Auto-Check-in for Dragged/Dropped Files That Don't Have Mandatory Metadata

    Question

  • We have mandatory metadata fields on our content type.  When people drag/drop files they are checked out and are only visible to the user and admins (via Library Settings).

    Is there a way to have these files checked out, but visible to all users?  I'm fine with them being checked out as we have a column in our views that show who the Checked Out To person is.  I've thought about having a default value like "NOT CATEGORIZED" so the file is automatically checked in so people can see that value and remember to add metadata and check in the file.

    But is there another way?  Maybe a workflow can add dummy metadata during the upload process, then delete it and check it out?


    Martin

    Tuesday, November 29, 2016 12:27 AM

All replies

  • Hi Martin-H,

    If you check “yes” for “Require documents to be checked out before they can be edited?”, the file will be checked out automatically when you upload the file by dragging and dropping in the document library. And the checked out file will only be visible to the administrator and the user who upload the file. And the checked out file will be listed in the “Manage files which have no checked in version” in library settings.

    It is by design. You cannot change it to be visible to all user after you upload the file and check out it automatically.

    To check in the file automatically, you could create workflow and add “Check In Item” action, and set the start options of the workflow: “Start workflow automatically when an item is created”. And you also could add comments when checking in the file in workflow.

    Then once the file is uploaded, the workflow will be triggered and the file will be checked in.

    Best regards,

    Sara Fan


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Monday, December 5, 2016 8:10 AM
    Moderator
  • Thanks Sara.  Would I create that using Sharepoint Designer?

    Martin

    Monday, December 5, 2016 7:19 PM
  • Hi Martin-H,

    Yes, you could create workflow in SharePoint designer.

    For more detailed information, you could refer to the article below.

    Creating a workflow by using SharePoint Designer 2013 and the SharePoint 2013 Workflow platform

    https://msdn.microsoft.com/en-us/library/office/jj554671.aspx

    Best regards,

    Sara Fan


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Thursday, December 8, 2016 1:30 AM
    Moderator
  • Sara,

    We created the workflow, but it fails because the mandatory metadata fields aren't populated.  Can the workflow populate those fields with dummy entries or is there a way around this?

    Martin


    Martin

    Thursday, December 8, 2016 5:34 PM