Do you confirm there is no checked out files?

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.

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

1. 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

1. Run the PowerShell script
2. 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.

::: email-template

::: email-content

Hi Dave

You currently have the following pages checked out in SharePoint:

• {{ LIST OF URLS }}

1. 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?.
2. 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