1. SUMMARY
The SharePoint default environment does not allow the option to check in multiple documents. After uploading or checking out multiple documents, the user previously had to check in every document one by one. This takes a lot of time and requires repetitive performing of the same task again and again. BoostSolutions provides a solution to this situation with BATCH CHECK IN.
2. STARTING BATCH CHECK IN
SharePoint Batch Check In adds two options to your MENU bar that will greatly improve document and document library management in SharePoint.
- Click the CHECK IN MULTIPLE DOCUMENTS ribbon button, to enter the Check In Multiple Documents Page.
- Click the DISCARD CHECK OUT MULTIPLE DOCUMENTS ribbon button, to bring you to the DISCARD CHECK OUT MULTIPLE DOCUMENTS PAGE.
3. CHECK IN MULTIPLE DOCUMENTS
- 3.1 VERSION SETTINGS
- 3.2 RETAIN CHECK OUT
- 3.3 SELECT DOCUMENTS
- 3.4 COMMENTS
- 3.5 EDIT PROPERTIES
3.1. VERSION SETTINGS
This setting is the same as the SharePoint default check-in button setting used when checking in a single document. You can choose which version the document will be changed to after check-in.
NOTE: Version settings will display only when you enable the VERSION FUNCTION for the document library in which Batch Check In works.
3.2. RETAIN CHECK OUT
The RETAIN CHECK OUT setting is the same as the SharePoint default check-in button setting when checking in a single document. You can choose if the documents' status will still appear to be checked out after check-in.
3.3. SELECT DOCUMENTS
Select Documents lists the documents checked out by you, and chooses all the documents of which content type is the first criteria which can be selected by default. Click the checkbox to the left of the document to choose which document(s) you want to check in. You can also choose ALL DOCUMENTS via the SELECT ALL BUTTON at the top of the selection checkboxes.
Note: If you are a site collection administrator, this section will list all documents checked out by any users.
3.4. INCLUDE SUB FOLDERS
INCLUDE SUB FOLDERS lists the documents in the folder where you clicked the BATCH CHECK IN button. If you want to check out the document(s) in a subfolder of the current folder, you can choose the INCLUDE SUBFOLDERS checkbox. After enabling this function, all documents which are checked out by you in the current folder and subfolders will be listed. If you want to identify which folder the document are in, you can check the folder name and click on it to view the containing folder.
3.5. COMMENTS
The COMMENTS setting is visible after you check in one document via the SHAREPOINT DEFAULT CHECK IN button. It will appear in the COMMENTS COLUMN for the documents that will be checked in.
4. EDIT DOCUMENT PROPERTIES
4.1. CHECK AND EDIT PROPERTIES
You can edit the PROPERTIES (COLUMNS) for the documents which would be checked in via this section. You can edit the properties through checking the checkbox in front of the column name and enter the value in the column value. By default, the column values are entered in accordance to the default value defined in this column.
CHECK AND EDIT PROPERTIES supports all SharePoint editable column types including: Single Line of Text, Multiple Lines of Text, Choice, Number, Currency, Date and Time, Lookup, Yes/No, Person or Group, Hyperlink or Picture, External Data, Managed Metadata, BoostSolutions Cascaded Lookup and BoostSolutions Cross-Site Lookup. The Batch Check In also supports your custom column type if you follow the SharePoint Custom Column Standard.
NOTE:
- If you don’t want to change the value of some properties, don’t check the checkbox to the left of the item. If you check the checkbox and enter an empty value, it will clear the properties instead of preserving the original value.
- The unique value column is no longer displayed in the Batch Edit property module.
4.2. OVERWRITE THE VALUES OF COLUMNS
If you are checking in a vast amount of documents, you may only want to check the properties which are empty.
FOR EXAMPLE: A work record document library has two documents Doc1.doc and Doc2.doc. Both have been checked out. The record typeproperty ofDoc1.docis "Research" and the record type property of Doc2.doc is empty. If you only want to change the record type property of Doc2.doc to "Development" and check it in later, you can choose"Fill in empty document properties for selected items", and enter the "Development" into the record type. Otherwise the record type property ofDoc1.doc will be changed to "Development"as well.
4.3. CONTENT TYPE COLUMN
Enabling the CONTENT TYPE in the DOCUMENT LIBRARY SETTINGS, allows you to edit the content type in the EDIT PROPERTIES section. Since content type is an important factor in SharePoint, a popup a window asks you if you want to continue. You can choose “YES” to change document’s content type. If choose not to, only the documents with the content type as the ones you selected will be checked in. This is in the case that some content type in the documents you selected is not same as the content type in EDIT DOCUMENT PROPERTIES.
The content type of these documents will be changed to the new one if you confirm the change.
5. DISCARD CHECK OUT OF MULTIPLE DOCUMENTS
Click the DISCARD CHECK OUT MULTIPLE DOCUMENTS ribbon button, to enter into the DISCARD CHECK OUT MULTIPLE DOCUMENTS PAGE.
In the CHECK OUT MULTIPLE DOCUMENTS PAGE, you can select multiple documents for a discarded check out.
6. UPLOAD AND CHECK IN MULTIPLE DOCUMENTS
The menu “UPLOAD DOCUMENTS AND CHECK IN” will be added below the UPLOAD MULTIPLE DOCUMENTS menu when you install BATCH CHECK IN. You can upload multiple documents in this menu. If these documents are checked out, you will be redirected to the CHECK IN MULTIPLE DOCUMENTS PAGE after the upload, and all the documents which were uploaded at that time will be chosen by default.
7. BATCH CHECK IN SETTINGS
BATCH CHECK IN’S settings can be found in DOCUMENT LIBRARY SETTINGS. You can edit them in LIBRARY SETTINGS -> BATCH CHECK IN SETTINGS.
7.1. GENERAL SETTINGS
There are a lot of settings which can enable the Batch Check In function in the library. You can choose if the Check In Multiple Documents button, Discard Check Out Multiple Documents, and Upload Documents and Check In menu are displayed separately and decide if you want to replace the SharePoint default menu Upload Multiple Documents by Upload Documents and Check In.
7.2. EDIT DOCUMENT PROPERTIES SETTINGS
Enable editing of document properties: Choose this if you want to display the Edit Document Properties section in the Check In Multiple Documents page
Force input if document library contains required fields: If you enable this function, the required properties will be checked automatically and won’t be able to be unchecked in the EDIT DOCUMENT PROPERTIES section of the CHECK IN MULTIPLE DOCUMENTS page. If you enter no value for the required properties, you cannot check in the documents. In this case, it will then give a message prompting you to fill in the value.
Hide "Title" column: If you enable this function, title columns will be hidden in the EDIT DOCUMENT PROPERTIES section of the CHECK IN MULTIPLE DOCUMENTS page. It will be very useful if your library has enabled the SharePoint Auto Title. Your Batch Check In will not influence the auto title in changing the title automatically.
8. SUPPORT CUSTOM DOCUMENT LIBRARY
The update of Batch Check In 2.0 supports your custom document library. You can choose the supported Library Type in the following settings: SITE COLLECTION SETTINGS -> SITE COLLECTION ADMINISTRATION -> BATCH CHECK IN. By default, we only support the SharePoint default document library type, so if you deploy a new custom library type, it will be displayed in the settings page. If you choose a new document library type, the Batch Check In function will be enabled for a new library type.
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