SharePoint: Content and Structure Report for All Checked Out Files

Ever wondered why a file or page was not showing up in search or did not updated during a deployment? Well perhaps it was because the “creator” had not checked-in their file or published the page…

SharePoint has a useful page called Site Content and Structure which can be used to review the following out-of-the-box reports:

  • Checked Out To Me
  • Last Modified By Me
  • Pending Approval
  • My Tasks
  • All Draft Documents
  • Going Live Within Next Seven Days
  • Expiring Within Next Seven Days

The link to the Content and structure page can be found on a Publishing site’s Site Settings page.

What if however the file was check-out by someone else? Then an answer is to create your own report and here is how to do it.

Creating a Custom Report Definition

  1. Navigate to your Publishing site collection
  2. Click Site Settings, under the SharePoint Cog menu
  3. Navigate to the hidden Reports List, to create a custom report
    http://<Tenant>.sharepoint.com/Reports%20List/AllItems.aspx
  4. Click new item and enter the following
    • Report Title: All Checked Out Files
    • Resource Id: SmtAllCheckOutUser
    • SmtCheckOutUser: SmtAllCheckedOutReportDescription
    • CAML List Type:
    • CAML Query: <Where><Geq><FieldRef Name=’CheckoutUser’ LookupId=’TRUE’/><Value Type=’int’>0</Value></Geq></Where>
    • Target Audiences:
    • Report Description: All documents and pages checked out in this site and subsites
  5. Click Save

Review the “All Checked Out Files” Report

  1. Navigate to your Publishing site collection
  2. Click Site Settings, under the SharePoint Cog menu
  3. Click Content and structure, under the Site Administration heading
    http://<Tenant>.sharepoint.com/_layouts/15/sitemanager.aspx
  4. Click Default View and select

One limitation you may notice that your report does not display who has checked-out a file or page. It is however simple enough to find the location an individual file or page:

  • Clicking Opening Link in New Window
  • Clicking the View Properties and hovering over the Name