BoostSolutions

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.

This tutorial will demonstrate how to use Batch Check In to manage the documents or metadata in a SharePoint library.

2. Starting Batch Check In

SharePoint Batch Check In adds 3 options to your MENU bar that will greatly improve management in a SharePoint document library.

SharePoint Batch Check In enables bulk upload and check in.

  • Click the Upload Documents and Check In ribbon button, you can upload multiple documents and jump to the Check In Multiple Documents page after the upload.
  • 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. Upload and Check In Multiple Documents

With this function, you upload multiple documents at once. 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.

a. In the document library, click Upload Documents and Check In button.

Upload multiple documents

b. Drag multiple documents into the Upload Documents and Check In dialog, and then click OK button.

Drag multiple documents

c. And then you will be redirected to the Check In Multiple Documents page. in this page, you can bulk edit the properties and check in the documents.

4. Check in Multiple Documents

a. In a SharePoint document library, select the check-out documents and click Check In Multiple Documents button, you will enter the Check In Multiple Documents page.

Select multiple documents

In the Check In Multiple Documents page, there are five sections: Version Settings, Retain Check Out, Documents, Comments and Edit Properties.

Batch Check In page

b. In Version Settings section, 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.

Select version while batch check in multiple documents

c. In Retain Check Out section, choose if the documents' status will still appear to be checked out after check-in.

Choose if the documents remain check out after check in

d. In Documents section, 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.

Select documents to check in

Note: If you are a site collection administrator, this section will list all documents checked out by any users.

Include subfolders 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.

The documents in subfolders can be selected to check in

e. In Comments section, input the comments. It will appear in the Comments column for the documents that will be checked in.

Input comments while batch check in

f. In Edit Document Properties section, you can edit the properties or metadata for the documents. Firstly, check the checkbox in front of the column name, and then you can enter the value in the column.

By default, the column values are entered in accordance to the default value defined in this column.

There are two options in the Edit Document Properties section:

Replace all document properties for selected items: Replace the document properties with the filled-value.

Fill in empty document properties for selected items: Only fill in the empty document properties, the original value will not be replaced.

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.
• Batch Check In 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.
• If you enable the Content Type in the document library settings, you can change the content type in this section. Since content type is an important factor in SharePoint, a popup a window asks you if you want to continue. You can choose “OK” 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 section.

Edit properties while batch check in multiple documents

g. Finish all above settings, and click OK button.

h. And then you will find the check-out documents are already check in, and the properties are filled in.

Bulk Check in multiple documents

5. Discard Check Out of Multiple Documents

a. In the SharePoint document library, select multiple check out documents, and click the Discard Check Out Multiple Documents ribbon button, to enter into the Discard Check Out Multiple Documents page.

Select multiple documents to discard check out

b. In the Check Out Multiple Documents page, select multiple documents for a discarded check out, and click OK button.

c. And then you will find the documents are already check in.

6. 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.

6.1. 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.

For example, if you do not select option of Enable "Discard Check Out Multiple Documents" menu, the Discard Check Out Multiple Documents will not appear in ribbon.

6.2. 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.

7. Support Custom Document Library

Batch Check In supports the 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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