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auto check-in for multiple upload

    Question

  • I just uploaded about a hundred files into a document library. However, they all seem to be checked out to me.
    Is there anyway to autonatically check-in files when uploading or a way to bulk check-in ?
    At the moment I am having to check in each individual file, which is tiresome.
    Thursday, March 08, 2007 12:00 PM

Answers

  • You can do a bulk checkin using the content and structure tool. From Site Actions menu use "Manage content and structure" or from the site settings page click on "Content and Structure". Navigate to the document library from the treeview on the left pane. Use the toggle "check all" in the list view with all your documents.You should see a check in option in the "Actions" menu in the tool bar.

    Hope that helps!

     

    Tuesday, March 13, 2007 10:21 PM

All replies

  • you can turn off the forced check in/check out when uploading the files. then turn forced check outs back on after you're done.
    Thursday, March 08, 2007 11:11 PM
  • I have the following turned off (selected No) in versioining settings for document library.

    Require Check Out

    Specify whether users must check out documents before making changes in this document library. Learn about requiring check out.

    However, dicuments are still checked out when I multiple upload them.
    Any ideas why or am I looking at a different setting?
    Thanks.

    Monday, March 12, 2007 10:41 AM
  • You can do a bulk checkin using the content and structure tool. From Site Actions menu use "Manage content and structure" or from the site settings page click on "Content and Structure". Navigate to the document library from the treeview on the left pane. Use the toggle "check all" in the list view with all your documents.You should see a check in option in the "Actions" menu in the tool bar.

    Hope that helps!

     

    Tuesday, March 13, 2007 10:21 PM
  • Then this means that you have a required column setup.  Make sure none of your metadata is set to required and you should have this problem next time you upload bulk documents.

    Shane - SharePoint Help

    • Proposed as answer by schnauzer Thursday, November 08, 2012 1:51 PM
    Monday, March 19, 2007 4:21 AM
    Moderator
  • How do you do this on Sharepoint 2007? We are trying to mass Check-In 300 documents with thousands more to upload.
    Monday, March 19, 2007 6:58 PM
  • Since this is only a check in - you might be able to manually browse to "your site/_layouts/sitemanager.aspx" - browse to your list in the treeview and bulk check in the items (Use the toggle all in the list view and choose Actions->Check in in the tool bar"). Without moss, this can be a work around for bulk check in/check out. No guarantees

     

    Savitha

    • Proposed as answer by Mr. Laudien Tuesday, November 13, 2012 11:55 AM
    Monday, March 19, 2007 11:52 PM
  • Nope, I get to the managed checked out files page and click on the select all box, but it does not select all.

    In fact, there are no tick boxes on any of the checked out files so it doesn't look like I can do anything to them?

     

    ?????

    Thursday, March 22, 2007 11:16 AM
  •  Savitha Krishnamoorthy - MSFT wrote:

    Since this is only a check in - you might be able to manually browse to "your site/_layouts/sitemanager.aspx" - browse to your list in the treeview and bulk check in the items (Use the toggle all in the list view and choose Actions->Check in in the tool bar"). Without moss, this can be a work around for bulk check in/check out. No guarantees

     

    Savitha

     

    Yeah, it's really useful tools!!

    Friday, March 23, 2007 3:48 AM
  • If you've used the "Open in Windows Explorer" to drag-and-drop a whole list of folders and their subfolders and their contents (as I've done).  You can - instead of opening each subfolder individually to access the "Check-In" option under actions (which doesn't exist when a folder is selected) - click the icon in the column heading ("Select All") to select all of your subfolders and then go to the 'Actions' menu and select "Publish" instead of "Check-In".  I had 250 subfolders with each containing 2-5 files.  I didn't really feel like having to go to each folder individually to do a bulk check-in of 2-5 files, so I tried to select all 250 folders and do a mass "Publish" instead.  Hopefully this helps the next person struggling with the same issue.
    Friday, July 13, 2007 3:02 PM
  • Did anyone find an answer to this for WSS 3.0? Is there a way to check-in multiple files in a document library within WSS 3.0 only?

     

    I have seen a short post on Codeplex (I think) which mentions editing the CAML for the doc lib to add a select box, but they did not elaborate on this.

     

    Thoughts?

     

    Thanks,

    Curtis

    Wednesday, October 31, 2007 7:29 PM
  • We discovered a more troubling impact of this behavior described above in WSS, and a better-than-nothing workaround that may help in some cases where there are a lot of files that need to be checked in.

     

    The Problem:

    We had a Library with hundreds of files that were not even visible to anyone except the person who uploaded them, and a few files that were visible. The uploader had no clue that no one else could see them, until someone finally asked the uploader about a file they expected to see in that Library.

     

    Observation:

    The invisible files were all posted via Upload Multiple Files or Explorer View drag and drop. When the uploader viewed those folders, they files appeared and were listed as checked out to the uploader. However, check-out was NOT required for that Library.

     

    Analysis:

    When multiple files are uploaded to a Library that has one or more Required columns, it appears that SharePoint WSS automatically checks them out to the uploader, and makes them invisible to anyone else. However, the uploader is not warned or prompted in any way to fix or check in the Library items.

     

    There's no problem with individually uploaded files, because in that scenario SharePoint immediately prompts for the required information.

     

    The Workaround:

    • Temporarily change any Required columns to Not Required
    • If any files are checked out to someone else, choose Document Library Settings > Manage checked out files > check the select all files box next to the column titles > click Take Ownership of Selection
    • For each folder in the Library :
      • Copy the checked out files to your desktop (e.g., in Explorer View), and delete them from the Library
      • Re-Upload the files
    • Edit in Data Sheet to quickly add the Required columns to multiple files
      • Tip: If files are nested in multiple folders, create and open a flat view before switching to Data Sheet mode(Create view > Folders > Show all items without folders)
    • Reset the columns to Required (or, drop the Required setting from the columns)

    Hope this helps.

     

     

    Thursday, November 01, 2007 11:10 PM
  • Tod,

     

    Great explanation and analysis; we have seen this as well.  Your solution works, but will probably not be tolerated or accepted by our clients.

     

    I'm curious if anyone has done a more extensive (integrated) fix for this multiple check-in?  I know this can be done with custom code, but have not gone down this road yet.  I imagine we'll write something soon if we can't find someone who has already been down ths path...and can tell us what to watch for. 

     

    I am certain WSS users and admins have faced this...is everyone simply "making do" and building workarounds? 

     

    Thoughts, feedback?

     

    Thanks for everyone's feedback,

    Curtis

    Friday, November 02, 2007 12:13 AM
  • This is also a pain for myself. I've made it a practice to include the Recent Documents web part on the site configured to display checked out files personalized for the current user. Entitled 'Docs I need to Check-in'

    Sunday, November 11, 2007 1:57 AM
  • Dear all,

     

    I'm also facing this problem... but I get also the same problem while uploading only one file !

    The problem is that when I click on "upload" bouton I have to browse the file, then fill out the fields and then normally I get a "ok" bouton, but in this case I get a "check-in" bouton... so I'm not able to upload this file whitout checking out it Sad

     

    The only solution I see, is to design the "upload" form (with sharepoint designer) and change the check-in bouton by the "ok" bouton.

     

    Someone have a better idea?

     

    Tuesday, January 08, 2008 9:32 AM
  • I have a customer that too has this problem, and they only use WSS 3.0 and I don't see any of these options you refer to. In TreeView it is only showing one folder not all, I assume because the customer copied all the folders up.  And there is no "bulk check in", no Toggle All, no Actions - Check In....I have read all of these postings and none of them work for WSS 3.0

    Tuesday, February 05, 2008 3:19 AM
  • I have followed your steps so far as they seem to be the clearest.  But on WSS 3.0 in our document library I do not see any Check In or Publish on the Actions toolbar at all.  I only see it if I click on the Arrow Down on each individual file, and I have over 1,000 files to check in for someone.  Why are several people saying their is a Check In option under Actions but our libraries have never shown one??

     

    Tuesday, February 05, 2008 3:59 AM
  •  

    Which version of Sharepoint are you referring to? Because in WSS 3.0 that simply does not exist.

     

    I didn't realize it was so complicated to check-in a bunch of files at once?! I can only assume there was no thought put in to this option, which again seems to boggle the mind. How could somone not think that at some point a user would need to upload more than one file in a document library where checkin/out has been enabled?

     

    Was this option not tested? If not, why?

     

    Is there a list view that we're simply not seeing? Is this a feature that is available on one of the PAID versions?

     

    Thursday, February 07, 2008 6:13 PM
  • OK so none of those options are in WSS 3.0 .  So I finally figured out maybe you were referring to using SharePoint Designer 2007.  So I opened the Document Library in SharePoint Designer 2007 and if I right click on the folders it does let me select Check In and will does perform it on all folders and docs.

     

    HOWEVER, Microsoft....many customers simply do not let their SharePoint Admins use SharePoint Designer at all because of how easy it is to unghost sites and files.  I do not consider this a good solution for Bulk Check In for WSS 3.0...it needs built in the free product.  Where WSS 3.0 is really lacking and not user friendly (according to our customers) is the basic Document Management features.  It is so hard to upload, edit and manage files...conflicts in check out check in, etc, no real drag and drop like Explorer...and don't even say to use the Explorer View there are so many bugs with that it is not supportable!

    Thursday, February 07, 2008 6:56 PM
  • I agree - not being able to bulk upload documents without having to check them in one-at-a-time is a major flaw in WSS 3.0.

     

    I have a situation where I have migrated users to CRM 3.0 (from another CRM system) and integrated a document library for each Customer. Previously users kept their documents for each Customer in a shared file system folder.

    I thought WSS was specifically designed to replace use of file system folders, giving the added benefits of meta-data, versioning etc?!

     

    Now I have users creating documents in WSS3.0 and also progressively bulk uploading relevant documents at the same time. I imagine the whole process will take months until all users have done their uploads. I simply can't turn off forced check-in until this exercise has been completed.

     

    Come on Microsoft this should be an easy bug to fix. Has anyone logged it with Microsoft as a fault?

    Thursday, February 14, 2008 9:51 PM
  • I tried this in sharepoint designer and  after I say check in for a folder I get the error "Cannot perform this operation. The file is no longer checked out or has been deleted" for every single file in the folder. Since the file is defintely still checked out and exists, this isn't even a viable option.

    Monday, February 25, 2008 12:43 AM
  • Under the Site Settings there is a Content and Structure link under Site Administration. This goes to a Site Content and Structure page that lists all the libraries on the site. You can check boxes next to folders and files and click Check In on the Actions menu. This did the trick for me.

    Monday, February 25, 2008 12:58 AM
  • Hey CoderMonkey. Are those menu items in Sharepoint Designer? I can't see them in Sharepoint's Site Settings.

    In any case, while I'm happy it works for you, it's not a 'hands-free' solution that can be deployed to users to manage.

    Monday, February 25, 2008 1:34 AM
  • The menu items are under Site Settings, in the Site Administration section of the Site Settings page, second to last item in the list.  Not in Sharepoint Designer. 

     

    You can do a view of "Checked out to me" then bulk check them back in.  This may be only in MOSS, I'm not sure.

     

    Linda

    Monday, February 25, 2008 6:51 PM
  •  Ferretwoman33 wrote:

    ...

     

    You can do a view of "Checked out to me" then bulk check them back in.  This may be only in MOSS, I'm not sure.

     

    Linda



    I think that is only a MOSS thing, as I've not seen anything like that on my WSS 3.0 site. I can't imagine that would be something that could ONLY be available in MOSS??
    Monday, February 25, 2008 6:55 PM
  • Heres a Microsoft page explaing how to get to the Content and Structure page

     

    http://office.microsoft.com/en-us/sharepointserver/HA101317231033.aspx#1

    Friday, March 28, 2008 6:05 PM
  •  CoderMonkey wrote:

    Heres a Microsoft page explaing how to get to the Content and Structure page

     

    http://office.microsoft.com/en-us/sharepointserver/HA101317231033.aspx#1

     

    From the above link:

    "In Microsoft Office SharePoint Server 2007, navigation is dynamically generated from the site collection hierarchy."

     

    So, like I said earlier, this is only a MOSS thing, you have to pay for the ability to bulk-upload. How stupid is that?

    Friday, March 28, 2008 6:15 PM
  • I am able to check in multiple files to WSS 3.0 from SharePoint designer by opening a folder and selecting each file. Selecting a folder containing the files does not work.

    HTH

    Dean

    Wednesday, April 09, 2008 6:25 PM
  • Checking in individual files is not the problem, nor even say 10 or 20, we have to import on the order of 100's so it would be beneficial to be able import an entire folder.

    Wednesday, April 09, 2008 9:49 PM
  • The easiest way to do this is to create an event sink and have it auto check in your documents a minute or so after they are uploaded...that's how i got around this issue.

    Friday, May 09, 2008 7:35 PM
  • stevewood:

     

    Can you post your work?  I've tried a similar approach - creating an SPD workflow to checkin "current item" when it is first added to the document library, but this hangs with the error: "This workflow requires that your document must be checked in ... ").

     

    Well, duh.

     

    Mind someone looking over your shoulder?

     

     

     

     

    Thursday, May 22, 2008 5:59 PM
  • stevewood could you please please post how you did this as it's driving my users crazy.
    I'd really appreciate it.
    Tuesday, August 19, 2008 11:11 AM
  • Hello All, here is a short tutorial on how to create a custom event sink to handle auto checkin for a document library.

    Create a new class library project in VS2005/8.

    Imports Microsoft.SharePoint
    Imports System.Reflection

    Public Class AutoCheckInEventSink
        Implements IListEventSink
        Public Sub OnEvent(ByVal docEvent As SPListEvent) Implements IListEventSink.OnEvent
                Dim site as SPWeb = listEvent.Site.OpenWeb()
                Dim file as SPFile = site.GetFile(listEvent.UrlAfter)
                            
                Select Case docEvent.Type
                    Case SPListEventType.Insert
                        'Do Checkin for documents uploaded
                        System.Threading.Thread.Sleep(60000)
                        Try
                            file.CheckIn("New Item")
                            file.Update()
                        Catch ex As Exception
                            EventLog.WriteEntry("AutoCheckInEventSink","File: " & file.ToString & " threw: " & ex.ToString & " on insert.")
                        End Try
                End Select
        End Sub
    End Class

    Backward compatible event handlers must be enabled on your WSS server for this event handler to be called.  You can turn this on using the sharepoint central configuration under Application Management/Web Application General Settings

    Once you create your class library you'll need to assign it a GUID and give the assembly a strong name.  You can use the Create GUID menu located in the Tools menu of VS.NET.  Use option four (Registry format).  Now copy this GUID to your assembly's <Assembly:GUID> field in the project's AssemblyInfo.vb.  Now name your assembly a version something like "1.0.0.0".  Compile your project to create a DLL.  Now you will need to create a strong name for your project.  You can use the strong name tool from VS.NET to generate this (sn.exe) (sn.exe -k keyfile.snk)

    Add a reference to this keyfile in your AssemblyInfo file
    <Assembly: AssemblyKeyFile ("C:\keyfile.snk")>

    Now generate a public key token from your keyfile (sn.exe -T AutoCheckInEventSink.dll.  Copy this key to be used in your event handler section of WSS.

    Now install your dll to the Global Assembly Cache on yoru WSS server using gacutil.exe

    gacutil /i AutoCheckInEventSink.dll

    Now go to your WSS document library advanced settings for the library you want this event handle installed on.  Use the following format for your assembly name

    AutoCheckInEventSink, Version="1.0.0.0",Culture=Neutral, PublicKeyToken=VALUE RETRIEVED USING SN.EXE EARLIER

    For "Class Name" enter the name of the class in your assembly that implements your event sink <nameofdll>.<class Name>

    Hope this helps!

    --steve

    Wednesday, August 20, 2008 8:09 PM
  • One would think that after all the discussions about bulk check-in, Microsoft would have come up with a solution by now! I vaguely remember such a feature . . . maybe in an earlier version of Sharepoint services or SharePoint Server, but that doesn't help us now.

    Microsoft, I use to be very Microsoft centric. That is quickly changing with your latest products which seems to have been designed to frustrate end users . . . Vista, SharePoint.
    Tuesday, August 26, 2008 7:58 PM
  • The site is not accessible through SharePoint Designer if it uses Forms-Based Authentication, unless FBA is disabled first, then re-enable. Now that is ridiculous!!
    Tuesday, August 26, 2008 8:11 PM
  • When you configure the site you can configure it for dual authentication, this would get around having to turn off forms to use Designer.

    http://www.andrewconnell.com/blog/articles/HowToConfigPublishingSiteWithDualAuthProvidersAndAnonAccess.aspx

    Andrew has an example of this.

    Hope this helps,
    Richard Harbridge
    Tuesday, August 26, 2008 9:26 PM
  • To check in multiple documents in SharePoint 2007:

    If you are not the owner, you need to 'Take Ownership of Selection': 'View All content' -> 'Documents' -> 'Settings' -> 'Manage checked out files'

    Then open SharePoint Designer 2007,  Open site, then right click top level 'Documents' folder and select 'Check in'

    Wednesday, June 06, 2012 7:46 AM