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  
            }  
        }

If the response is helpful, please click "Accept Answer" and upvote it.
Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

0 comments

5 additional answers

Your answer

Answer 1

Jefferson Co 181

I think I know what's wrong. So It didn't give me results so I modified the script further more, until I got an error message saying

The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator.

So I added

$allDocs = (Get-PnPListItem -List $list -PageSize 500) to be honest not sure what this does just saw from an article and it worked, listed out a bunch of Check Out files.

Thanks for the help
Jeff

Amos Wu-MSFT 4,131 Reputation points Moderator

2020-10-13T01:09:50.347+00:00

You can mark the helpful post or your solution as answer, so it may help other community members find the helpful information quickly.
Thank you.

Answer 2

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 3

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 4

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