Check in multiple files in one single move

Never again check in documents individually.

Do not waste your time and effort

In one click, upload and check in all your documents.

Change all you need at once

For the documents you check in, automatically change the values of the columns.

Full control over MetaData

Even MetaData can be precisely assigned on check in.

1. Summary
2. Start the Batch Check-In
3. Check In Multiple Documents
• 3.1 Version
• 3.2 Retain Check Out
• 3.3 Select Documents
• Include Subfolders
• 3.4 Comments
4. Edit Document Properties
• 4.1 Check and Edit Properties
• 4.2 Overwrite the value of columns
• 4.3 Content Type Column
5. Discard Check out Multiple Documents
6. Upload and Check In Multiple Documents
7. Batch Check In Settings
• 7.1 General Settings
• 7.2 Edit Document Properties Settings
8. Support Custom Document Library

1. Summary

The SharePoint default environment does not allow for checking-in multiple documents. After uploading or checking out multiple documents, the user would have to check in all the documents back in one by one. This takes a lot of time, and requires performing the same action again and again for each document. SharePointBoost provides a solution to this situation with Batch Check-In.

2. Start the 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, you will enter the Check In Multiple Documents Page.

3. Check In Multiple Documents

Check In Multiple Documents page contains five sections:

1. Version Settings

2. Retain Check Out

3. Select Document

4. Comments

5. Edit properties

3.1 Version

This section is the same as the setting you get when you check in one document via the SharePoint default check in button. You can choose which version the document will be changed to after check-in.

Note: The version settings will display only when you enable the version function for the document library on which the Batch Check In works.

3.2 Retain Check Out

This section is the same as the setting you get when you check in one document via the SharePoint default check in button. You can choose if the documents' status will still be checked out after check-in.

After choosing a list, another window will prompt you to Set basic information about your workflow.

3.3 Select Documents

The Select Documents section only lists the documents which are checked out by you, and chooses the all the documents of which content type is the first content type that could be selected by default. You can click the checkbox in front of the document to choose which documents 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, the section will list all documents which are checked out by any users.

3.3.1 Include Subfolders

The section only lists the documents in the folder where you click the Batch Check In button, and if you want to check out the document in the subfolder of current folder, you can choose the Include Subfolders checkbox. After you enable 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.

3.4 Comments

This section is the same as the setting you get when you check in one document via the SharePoint default check in button. It will enter Comments column for the documents which 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 conformity with the default value defined in this column.

This section supports all SharePoint editable column types including : Single Line of Text, Multiple Line of Text, Choice, Number, Currency, Date and Time, Lookup, Yes/No, Person or Group, Hyperlink or Picture, External Data, Managed Metadata, SharePointBoost Cascaded Lookup and SharePointBoost Cross-Site Lookup. The Batch Check In also support 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, please don’t check the checkbox in front of them. If you check the checkbox and enter an empty value, it will clear the properties instead of preserving the original value.

4.2 Overwrite the value of columns

If you check in a lot of documents, maybe you only want to check the properties which are empty.

E.g.: A work record document library has two documents Doc1.doc and Doc2.doc, both of them have been checked out. And the Record Type property of Doc1.doc is “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 them in later, you can choose Overwrite the value of columns to “No”, and enter the “Development” into the Record Type. Otherwise the Record Type property of Doc1.doc will be changed to “Development” too.

4.3 Content Type Column

If you enable the content type in the document library settings, you can edit the content type in Edit Properties section. Because the content type is an important factor in SharePoint, we will generate a popup a window to ask you confirm if you want to continue. You can choose “Yes” to change document’s content type. Or only the documents with the content type which is same with the selected one will be checked in. This for the case of some content type of the documents in your selection 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 Multiple Documents

In the Check In Multiple Documents page, you can discard Check out Multiple Documents too. The Version, Retain Check Out, Comments and Edit Document Properties settings are useless when you discard check out.

6. Upload and Check In Multiple Documents

A 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 via this menu. And 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 has some simple settings in the Document Library Settings. You can edit them in via Library Settings -> Batch Check In Settings.

7.1 General Settings

There are a lot of switches to enable Batch Check In the library. You can choose if the Batch Check In button 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 edit document properties : Choose 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 cannot 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 and it raises a message prompting you to fill 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 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

Batch Check In supports your custom document library since version 3.0. 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. And if you choose the new document library type, the Batch Check In function would be enabled for the new library type.

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Languages Supported: English, Japanese, German

System Requirements

For SharePoint 2010:

Operating System:	Microsoft Windows Server 2008 x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 - Microsoft SharePoint Foundation 2010 SP1 or Microsoft SharePoint Server 2010 SP1 - Microsoft .NET Framework 3.5
Browser:	Microsoft Internet Explorer 7 or greater is recommended for Advanced admin features Mozilla Firefox supported Google Chrome supported

For SharePoint 2007:

Operating System:	Microsoft Windows Server 2003 x86/x64 Microsoft Windows Server 2008 x86/x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft Windows SharePoint Services v3 SP2 or Microsoft Office SharePoint Server 2007 SP2 - Microsoft .NET Framework 2.0 or 3.0 Note: This product is not compatible with SPS 2003 and WSS v2
Browser:	Microsoft Internet Explorer 6 or greater is recommended for Advanced Administration features

Technical Notes

• Would pop up a confirm-dialog window for each document if it has been checked out to local draft.

Release Notes

2.3.1125.0 Nov 30, 2011	Bug Fixed: - An error will occur if the document library contains multiple content types and Managed Metadata column.
2.2.1116.0 Nov 17,2011	Bug Fixed: - Columns still show up in the Edit Document Properties even though they have set to be hidden in content type.
2.1.1103.0 Nov 03,2011	New Feature: - Support Japanese - Support German
2.0.923.1 Oct 24th,2011	New Feature: - Support editing the Managed Metadata columns. - Support editing the External Data Columns. - Auto enters the default value to columns. - Can be used in the custom document library. - Users can choose to replace the original non-blank value of columns. - Compatible with SharePoint Cascaded Lookup and Cross-Site Lookup Column. - Compatible with SharePoint Column Permission. - Check in the local draft that has been checked out to a local draft folder.
1.7.1201.0 Dec 1st, 2010	New Feature: - Supports German.
1.6.816.4 Aug 16th, 2010	New Feature: - Announced compatibility with SharePoint 2010.
1.5.624.1 Jun 25th, 2010	New Features: - Server License is available; - Support more list types: Master Page Gallery, Site Template Gallery, List Template Gallery and Web Part Gallery.
1.3.106.0 Jan 13rd, 2010	Licensing module upgraded.
1.2.1229.1 Dec 31st, 2009	New Features: - A new option is added to insure value is entered to the required column before checking in; - Introduced a new option to hide "Title" column when edit properties.
1.2.820.0 Aug 21st, 2009	Licensing module upgraded.
1.2.717.1 Jul 17th, 2009	New Feature: - Automatically update column values for all the documents as they are checked in.
1.1.429.0 Apr 29th, 2009	New Feature: - Support Japanese.
1.0.223.0 Feb 26th, 2009	Initial Release

Purchase FAQ

Questions about Licensing:

• What is the difference between a Server License and a Site Collection License/Farm License?
  • Currently, we can provide Server License, Site Collection License and Farm License:
  • Each WFE will require a Server License (For SharePoint 2007: all servers running the SP Web Application service will need to be licensed; for SharePoint 2010: all servers running the "Microsoft SharePoint Foundation Web Application" service will need to be licensed). SPB Server Licenses do NOT limit the number of end-users.
  • A Site Collection License (with end-user number limit) can be applied to one site collection only, you would need to make sure the number of end-users is within the end-user number limit provided by your license;
  • A Farm License can be used across all site collections within a SharePoint farm; however the maximum number of users within each site collection is limited by the end-user number limit provided by your license. For example, a 400-end user Farm License means that the number of users within a site collection should not exceed 400.
  • To find out the number of end-users you have in your site collection/farm, please check the license management page (this will appear after you install the trial version of our software on your SharePoint servers), or download and run the free End User Viewer Tool available here: http://www.sharepointboost.com/end-user-viewer-tool.html.
• Which type of license should I choose?
  • Server Licenses are better if you would like to use the product without site collection or end-user restrictions.
  • A Site Collection License/Farm License is better if you only want to use the product in one site collection/farm and the number of end-users is unlikely to grow rapidly or change frequently.
  • If you are still unsure as to which license type is best for you, please email sales@sharepointboost.com for assistance.
• What are "end-users" and how do they affect my Site Collection License/Farm License?
  • End-users do NOT affect Server Licenses. An end-user count is only needed for a Site Collection License or Farm License.
  • An end-user is defined as any user who has access to, or has accessed any site in your Site Collection/Farm at any point in time, either directly (e.g. signing in) or indirectly (e.g. assigning him a task). And the number of end-users in the site collection means the total number of users across all sites in the site collection.
  • Once a user has accessed a site in the site collection/farm, he is counted, regardless of whether or not this user is active on the site where the product is used. For example, while you may only have 50 users who would need to use the product on Site A in the site collection, there are 360 users accessing Site B (including the 50 accessing Site A), making a total of 360 users with access to the site collection. Since Site A and Site B are in the same site collection, you would need to purchase a license for at least 360 users. SPB licenses increase in increments of 100 users, so if there are 360 people who have access to the site collection, you will need to purchase a 400 end-user license.
• If the current end-user number exceeds the end-user number allowed by my Site Collection License/Farm License, what will happen?
  • Please note that end-users do NOT affect Server Licenses.
  • If the current end-user amount exceeds the amount of end-users allowed by your Site Collection License/Farm License, the original functions and settings of the software will NOT be influenced until you change them (e.g. additions, deletions, modifications, etc.)
  • You can either use our End User Viewer Tool to delete some inactive or disabled SharePoint users (http://www.sharepointboost.com/end-user-viewer-tool.html) or upgrade your license with more end-users.The cost of a license upgrade is equal to the price difference between the old and new licenses, plus a standard fee of 50 USD applied to all upgrates submitted. For example, if you had purchased a 200 end-user license for $500 and now you want to upgrade to a 300 end-user license (Price: $600), you only need to pay the difference (600-500=$100) plus the standard upgrade fee ($50), therefore in total $150. It also applied to Farm License.
• What will happen if I buy a new server or add another server? How will this affect my license?
  • Please note that adding an additional server/replacing an old server with a new one will NOT affect Site Collection Licenses/Farm Licenses. Please contact sales@sharepointboost.com for more information only if your Site Collection ID/Farm ID has changed.
  • However, if you are using Server Licenses for an SPB product and you subsequently add an additional WFE to your environment, you will need to purchase another Server License. Also, if you elect to replace an old server with a new server, and the Server Code subsequently changes, you will need to contact sales@sharepointboost.com for more information.
• What is Premium Annual Support? If I buy it, what do I get?
  • For detailed information regarding SharePointBoost's Premium Annual Support plan, please visit our support page.
  • Premium Annual Support must be renewed each year. Support fees are charged per license per year.
• How can I find my Server Code or Site Collection ID/Farm ID?
  • To find your Server Code or Site Collection ID/Farm ID, please check the license management page (this will appear after you install the trial version of our software on your SharePoint servers – for help finding this information, please email support@sharepointboost.com, or download and install the free License Management Center here: http://www.sharepointboost.com/licensecenter.html.
• What is the price for DEV/Test environment? Is there any discount?
  • SharePointBoost offers 50% discount off the list license price for DEV/TEST environment when customers purchase license for their production environment.
• Do I have to pay for updates as new versions of the product are released?
  • Do I have to pay for updates as new versions of the product are released?
  • A minor release contains bugs fixes and minor feature changes (e.g. 1.0 to 1.1). Major releases include significant feature additions and enhancements (e.g. 1.x to 2.0), and Major releases (usually with significant functionality added) require the payment of an upgrade fee. However, if you purchase our Premium Annual Support plan, then all major and minor releases are free for one year.
• Do I need to apply for a new license if the site collection ID/farm ID/server CODE has been changed?
  • Yes. Since the license is generated based on the specific site collection ID/farm ID/server CODE, which means, once the site collection ID/farm ID/server CODE is changed, the original license CODE would be invalid as well. You need to contact our sales team(sales@sharepointboost.com ) for further assistance.

Questions about Purchasing Process:

• Does SharePointBoost accept Purchase Orders?
  • Yes, we accept purchase orders from our customers, for more details on purchasing via PO, please contact sales@sharepointboost.com.
• Which payment methods does SharePointBoost allow?
  • PayPal:
  • The preferred method of payment is PayPal. You can either purchase SharePointBoost products via PayPal account or via credit card. If you would like to purchase a Site Collection License/Farm License where the total number of end-users is greater than 900, we will generate a PayPal purchase link and send it to you in an email (paying via purchase link does not require that you have a PayPal account).
  • Secure Purchase Link:
  • If purchasing our products through PayPal is not possible for you, then you may contact sales@sharepointboost.com to get a secure purchase link generated and then emailed to you. Here you may pay with a credit card online, by phone, or by fax.
  • Bank Transfer:
  • If purchasing our products through PayPal or via a secure purchase link is not possible for you, then you may contact us to get bank information for a wire transfer. Note that you are responsible for any bank transfer fees.
  • If you do not specify one currency from USD, HKD, JPY, or EUR, we will take USD as the default payment currency.
  • SHAREPOINTBOOST DOES NOT ACCEPT CORPORATE OR PERSONAL CHECKS. PLEASE USE PAYPAL, SECURE PURCHASE LINK OR BANK TRANSFER TO PURCHASE OUR PRODUCTS.
• What is SharePointBoost's refund policy?
  • A request for a refund will only be granted if it is received BEFORE the license code has been sent. Once SharePointBoost has sent you a license code, the sale is considered final. We recommend that you take advantage of the 30-day trial period to download and test the product. This should allow you to fully test and make sure the product meets your needs before making a final purchase decision.
• Does SharePointBoost offer a discount for non-profit organizations, government agencies, or educational institutions?
  • Yes, SharePointBoost can offer discount on condition that you can provide proof that your organization is a registered non-profit, please contact sales@sharepointboost.com for the discount.