Automatic check-in behaviour in SharePoint Online

The Muhimbi PDF Converter for SharePoint Online behaves consistently, across all functionality provided, when it comes to automatically checking files in or out.

A similar article, for the on-premise version of the Muhimbi PDF Converter, can be found in this Knowledge Base article.

There are 2 different scenarios, which - for good reasons - behave differently:

  1. GUI / REST API (Explicit Login): Operations carried out via Muhimbi's user interface, as well as API access where user credentials are provided explicitly, are a bit more flexible as operations are carried out in the context of a real user.
  2. Workflows / REST API (Login via APP): Operations carried out via SharePoint Designer Workflows (not MS-FLOW), and those carried out via our API (where authentication is carried out by the Muhimbi App), run in the context of the App User. As a result files cannot be left checked-out, as regular users cannot see files left checked out by an App.

A full overview can be found in the table below.

  GUI / API
(Explicit login)
Workflow / API (Login via App)
Doclibs without explicit check-out / check-in    
Required metadata filled out    
- File is new checked-in checked-in
- Overwrite file that is not checked out checked-in checked-in
- Overwrite file that is checked out by current user checked-out error
- Overwrite file that is checked out by other user error error
     
Required metadata is missing     
- File is new  checked-in checked-in
- Overwrite file that is not checked out  checked-in checked-in
- Overwrite file that is checked out by current user  checked-out error
- Overwrite file that is checked out by other user  error error
     
     
Doclibs requiring explicit check-out / check-in    
Required metadata filled out    
- File is new checked-in checked-in 
- Overwrite file that is not checked out checked-in checked-in 
- Overwrite file that is checked out by current user checked-out error 
- Overwrite file that is checked out by other user error error 
     
Required metadata is missing     
- File is new  checked-out error
- Overwrite file that is not checked out  checked-out error
- Overwrite file that is checked out by current user  checked-out error
- Overwrite file that is checked out by other user  error error

 
If you wish to apply different criteria to check-out and check-in operations then we recommend creating a simple workflow that evaluates the status of the file and based on the outcome checks it in our out.

 

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