SharePoint Online - Check in files

Use the SharePoint Online - Check in files action A tool for building the processes, logic, and direction within workflows. Actions are the steps the workflow performs to complete a process. to check in files that have been checked out from a SharePoint Online document library. When a file or item is checked out by a user, it can't be edited by other users and must be checked in again to allow other users to edit the item.

For more information about the SharePoint Online connector, go to SharePoint Online.

Before you begin: 

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Configure the SharePoint Online - Check in files action

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

  1. Open the action configuration panel. For more information, see Add an action to the workflow.

  1. Select a Connection. If you do not have a connection, see Add a connection.

Note: Only the connections created with the List and libraries authentication method are available in the Connection drop-down list. For more information about authentication methods for SharePoint Online connections, see Authentication methods for SharePoint Online connections.

  1. Type a SharePoint site URL and click Retrieve libraries.

    2. Example: https://domain.sharepoint.com/sites/hr

  1. Select the Document library you want to check items into.
  2. Specify the maximum number of files to check in Check in file limit.
  3. Select a Check in version option.

SharePoint Online - Check in files action fields and settings

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

Section Field Description Variable types
(unlabeled) Connection Credentials and other settings that enables workflows to communicate with external systems, services, or applications. It's required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store.

SharePoint Online connection to connect to the SharePoint Online site containing the document library you want to check items into.

To refresh the available connections, click Refresh.

 (n/a)
Source files SharePoint site URL

The URL of the SharePoint Online site containing the document library you want to use.

To retrieve the libraries for the SharePoint site URL, type the SharePoint site URL and click Retrieve libraries.

Example: https://domain.sharepoint.com/sites/hr

 Text, Decimal, Integer, Boolean, DateTime, Collection
  Document library

The document library that has the files you want to check in.

When you specify the SharePoint Online site URL, all the document libraries in the selected site will be available to select from in the drop-down list.

Text, Decimal, Integer, Boolean, DateTime, Collection
Conditions Add conditions/Edit conditions

Add or edit conditions to specify the files to check in. Only the files that match the conditions set are checked in.

For conditions involving columns with multiple values, you need to create conditions for each available value and select And or Or options accordingly.

Displays the condition builder to define new conditions or edit existing conditions.

  • Add conditions - Displayed when there are no existing conditions specified for the action.

  • Edit conditions - Displayed when there are existing conditions set for the action. You can edit the conditions.

The Condition builder supports nested conditions, enabling you to create conditions within another condition.

(n/a)
  Condition builder

For fields and settings, see Condition builder.

 
  Include files in subfolders Select the check box to include files that are inside sub folders as well. (n/a)
  Check in file limit

The maximum number of files to check in.

Important: Maximum number of files that can be checked in at a time is 5000.

 Integer
  Check in version

Select an option for the check in version:

Major: Check in the item with a Major version increment. Major version number is a whole number and the version number increments sequentially. For example, if the current version is 1.0, the next major version is 2.0.

Minor: Check in the item with a Minor version increment. Keeps major version and increments the decimal. For example, if the current version is 1.0 and a minor version is created the version number used is 1.1.

Overwrite: Doesn't change the version number and overwrites the file. Previous document versions and the history (such as comments) associated with each version will not be retrievable.

  1. On the item row, click to show actions.
  2. On the menu that is displayed, click Version history.

    3. The Version history of the item is displayed.

Boolean, Collection, DateTime, Decimal, Integer, Text
  Comments Comment to add to the check in. You can include a descriptive detail as a comment. Comments are stored with the meta data of the item. Boolean, Collection, DateTime, Decimal, Integer, Text
Output

Result

Stores the result of the action in an object with the following variables:

  • Outcome: Boolean variable to store the outcome of the action. Returns Yes if all of the specified files are checked in successfully. Returns No, even if one file check in fails.

Object