Search for Check-In and Check out files in Sharepoint Document Library

Question

Search for Check-In and Check out files in Sharepoint Document Library

Jefferson Co 181

Hi,

We have a customer who doesn't have a file server and their only file storage is Microsoft SharePoint. One of their staff is having a hard time monitoring the files whether they're Check-In or Check-out. Made my research and found a set of cmdlets on how to do this but for some reason every time I type in the comdlet 'Get-SPWeb', it doesn't recognized and every time I typed in Add-snap-ins Microsoft.Sharepoint.Powershell shows 'No snap-ins have been registered.

Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue

Variables

$WebURL="http://sharepoint.crescent.com"
$LibraryURL="/Shared%20Documents" #Relative URL

Get Objects

$Web = Get-SPWeb $WebURL
$Folder = $web.GetFolder($LibraryURL)

Function to find all checked out files in a SharePoint library

Function CheckIn-CheckedOutFiles($Folder)
{

$Folder.Files | Where { $_.CheckOutStatus -ne "None" }  | ForEach-Object {
write-host ($_.Name,$_.URL,$_.CheckedOutBy)

#To Check in
$_.Checkin("Checked in by Administrator")
}

Process all sub folders

$Folder.SubFolders | ForEach-Object {
CheckIn-CheckedOutFiles $_
}
}

Call the function to find checkedout files

CheckIn-CheckedOutFiles $Folder

Read more: https://www.sharepointdiary.com/2013/02/find-all-checked-out-files-and-check-in.html#ixzz6a4c5K5FP

Thanks
Jeff

0 comments

Answer accepted by question author

Amos Wu-MSFT 4,131 Moderator

The script you shared can run normally in my environment.

The way to solve "The term ‘Get-SPWeb’ is not recognized as the name of a cmdlet, function" PowerShell error is to add

Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue

More reference:
https://global-sharepoint.com/powershell/how-to-fix-the-the-term-get-spweb-is-not-recognized-as-the-name-of-a-cmdlet-function-powershell-error/
If you are using SharePoint Online,you could referto this blog:
https://social.technet.microsoft.com/wiki/contents/articles/34215.sharepoint-online-get-all-checked-out-files-using-powershell.aspx

Updated------------------------------

$username = "******@contoso.onmicrosoft.com"  
$password = "Password"  
$cred = New-Object -TypeName System.Management.Automation.PSCredential -argumentlist $userName, $(convertto-securestring $Password -asplaintext -force)  
Connect-PnPOnline -Url https://contoso.sharepoint.com/sites/dev -Credentials $cred  
$list=Get-PnPList "lib"  
$allDocs = (Get-PnPListItem -List $list)   

        foreach ($doc in $allDocs) {  
            if ($null -ne $doc.FieldValues.CheckoutUser.LookupValue) {  
                write-host $doc.FieldValues.FileRef  
                Set-PnPFileCheckedIn -Url $doc.FieldValues.FileRef  
            }  
        }

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5 additional answers

Your answer

Answer 1

Jefferson Co 181

Sorry accidentally clicked on 'Report a concern' I was trying to see if we can have a Teams chat or somehow a faster communication, I really appreciate the help but seems like it's not working as what you're showing me on your screen captures.

Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-09T03:15:18.933+00:00

Have you got a non-empty $list?What error does the script report?
Jefferson Co 181 Reputation points

2020-10-09T18:51:19.69+00:00

To be honest not sure what you meant by that.
Jefferson Co 181 Reputation points

2020-10-09T18:54:35.027+00:00
$username = "username"
$password = "password"
$cred = New-Object -TypeName System.Management.Automation.PSCredential -argumentlist $userName, $(convertto-securestring $Password -asplaintext -force)
Connect-PnPOnline -Url https://mydomain.sharepoint.com -UseWebLogin
$list=Get-PnPList -Identity /libname1 --> our libname has a lot of folders/files
$allDocs = (Get-PnPListItem -List $list)

foreach ($doc in $allDocs) { if ($null -ne $doc.FieldValues.CheckoutUser.LookupValue) { write-host $doc.FieldValues.FileRef write-host $doc.FieldValues.CheckoutUser.LookupValue } }
Jefferson Co 181 Reputation points

2020-10-09T18:55:07.8+00:00
Getting this error message

Get-PnPListItem : Cannot bind argument to parameter 'List' because it is null.
At line:6 char:38

$allDocs = (Get-PnPListItem -List $list)

~~~~~

CategoryInfo : InvalidData: (:) [Get-PnPListItem], ParameterBindingValidationException

FullyQualifiedErrorId : ParameterArgumentValidationErrorNullNotAllowed,PnP.PowerShell.Commands.Lists.GetListItem
Jefferson Co 181 Reputation points

2020-10-11T05:40:09.29+00:00

I think it run without errors now, my last question is, where do I see the printed results of that search?
Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-12T01:24:41.91+00:00

You could see the result after running the script.

Answer 2

Jefferson Co 181

Ok, so I used -UseWebLogin instead of cred because we do have 2FA enabled. Got past through that and another error message came up

Get-PnPListItem : Cannot bind argument to parameter 'List' because it is null.
At line:6 char:38

$allDocs = (Get-PnPListItem -List $list)
~~~~~
CategoryInfo : InvalidData: (:) [Get-PnPListItem], ParameterBindingValidationException
FullyQualifiedErrorId : ParameterArgumentValidationErrorNullNotAllowed,PnP.PowerShell.Commands.Lists.GetListItem

Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-09T01:15:29.733+00:00
Get-PnPList "lib"

The "lib" is the library name,you need to change it to the name of your library.
And you should use write-host to print the information,you could refer to the code in the image I shared you.
Pnp powershell document for your reference:
Get-PnPList
Get-PnPListItem
Jefferson Co 181 Reputation points

2020-10-09T01:17:47.427+00:00

Is this 'lib" the whole URL? I did try both

https://domain.sharepoint.com/sites/libname
libname

but same error message 'Cannot bind argument to paramter'
Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-09T01:37:21.6+00:00
No.You could follow the document using the relative path of the library or the guid of the library.
Example:

$list=Get-PnPList -Identity /lib

or

$list=Get-PnPList -Identity 0a913fdb-0305-48ee-b15f-60465c691b18

Test result:
Jefferson Co 181 Reputation points

2020-10-09T02:13:12.44+00:00

ok this can be a little confusing but I'd rather use library since I don't know how to get GUID for SP Online.

If my details are the following:

Sharepoint URL: https://domain.sharepoint.com
Inside SharePoint I have 3 Document Libraries: libname1, libname2, libname3
So a quick example of the URL is: https://domain.sharepoint.com/sites/libname1

$list=Get-PnPList -Identity /libname1/file.docx

My focus is to search on that libname1 instead of the actual file
Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-09T02:22:43.91+00:00
You just need to use

$list1=Get-PnPList -Identity /libname1 $list2=Get-PnPList -Identity /libname2 $list3=Get-PnPList -Identity /libname3

You could get the list/library guid in the list/library setting page.

Answer 3

I think I'm getting progress. I used the script below

$username = "correct_username"
$password = "correct _password"
$cred = New-Object -TypeName System.Management.Automation.PSCredential -argumentlist $userName, $(convertto-securestring $Password -asplaintext -force)
Connect-PnPOnline -Url https://<site name> -Credentials $cred
$list=Get-PnPList "lib"
$allDocs = (Get-PnPListItem -List $list)

      foreach ($doc in $allDocs) {
           if ($null -ne $doc.FieldValues.CheckoutUser.LookupValue) {
                write-host $doc.FieldValues.FileRef
                print $doc.FieldValues.CheckoutUser.LookupValue

            }
        }

Initially prompted me that Connect-PnPOnline is not recognized, I did "Install-Module -Name SharePointPowerShellOnline" and that resolved the Connect-PnPOnline not recognize issue but came up with

Connect-PnPOnline : The sign-in name or password does not match one in the Microsoft account system.
At line:1 char:1

Does this has something to do with 2FA?

Thanks
Jeff

Answer 4

Jefferson Co 181

I did run both cmdlets

Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue
Add-PSSnapin Microsoft.SharePoint.PowerShell

But both showed 'No Snap-ins have been registered

I tried installing both as well

Install-Module -Name Microsoft.Online.SharePoint.PowerShell -RequiredVersion 16.0.8414.1200

Import-Module Microsoft.Online.SharePoint.Powershell -Verbose

Same issue

Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-08T01:53:16.52+00:00

Are you using SharePoint Online?
Jefferson Co 181 Reputation points

2020-10-08T01:54:43.76+00:00

Yes, This is SharePoint online only because they don't have a physical server
Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-08T02:42:24.663+00:00

You could try to use pnp powershell.pnp powershell download address
You can refer to the script example I updated in my first answer.It will print checked out file url and check them in.
Jefferson Co 181 Reputation points

2020-10-08T03:41:48.247+00:00

Thanks for the reply. Actually the objective is just to search for check out files and don't check in yet since they want to see who's the user always leave check out files
Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-08T04:01:25.93+00:00

We could remove Set-PnPFileCheckedIn -Url $doc.FieldValues.FileRef,and print $doc.FieldValues.CheckoutUser.LookupValue.
Test result: