PowerShell Script To Get A List of All Checked - Out Files

Objective

This purpose of this document is to mention the steps to get a list of all the checked out files in a web application. The reusable script for this job is also attached with this document. This script offers,

• To select the a web application to operate on
• To generate a report in CSV format, which will be helpful for excel reporting.

Business Case

S. No.	Business Case
1	Before we go ahead and start doing migration we need to extract many report and insights about the current SharePoint environment. One of those need is to get a list of checked out files in your SharePoint. This script will allow administrator to do this job easily.

Targeted Audience

• SharePoint Application Developers
• SharePoint Administrator
• SharePoint Architect

Offerings

• One reusable PowerShell script is provided which needs to be run to get a list of Checked out files.
  
• Generate a report in excel format which includes information like
  
  
  • Site Collection Title
  • Site Collection URL
  • Web Title
  • Web URL
  • Library Name
  • File Name
  • File URL
  • Last Modified
  • Checked-out By
  • Checked-out By Email Address
  • Primary Admin
  • Primary admin Email
  • Secondary Admin
  • Secondary Admin Email

Technical Details

Below are the technical details for this PowerShell script,

1. Execution
   
   Prerequisite:
   
   Login to SharePoint Server as Farm Administrator and copy the required files as per your requirement.
   
   Run:
   
   
   • Run the PowerShell Script as “Run as Administrator“.
   • Browse the folder path where you have kept this PowerShell script file and execute a command.
     
     
     

PowerShell Script

##########################################################################################################################
######## V 1.0
######## PowerShell Script to get a list of checked out files in your SharePoint Environment
################################################################################################################################

#check to see if the PowerShell Snapin is added
if((Get-PSSnapin | Where {$_.Name -eq "Microsoft.SharePoint.PowerShell"}) -eq $null) {
    Add-PSSnapin Microsoft.SharePoint.PowerShell;
}

## SharePoint DLL
[void][System.Reflection.Assembly]::LoadWithPartialName("Microsoft.SharePoint")
$global:currentPhysicalPath = Split-Path ((Get-Variable MyInvocation -Scope 0).Value).MyCommand.Path

Function Get-SPWebApplication()
{
  Param( [Parameter(Mandatory=$true)] [string]$WebAppURL )
  return [Microsoft.SharePoint.Administration.SPWebApplication]::Lookup($WebAppURL)
}

Function global:Get-SPSite()
{
  Param( [Parameter(Mandatory=$true)] [string]$SiteCollURL )

   if($SiteCollURL -ne '')
    {
        return new-Object Microsoft.SharePoint.SPSite($SiteCollURL)
    }
}

Function global:Get-SPWeb()
{
    Param( [Parameter(Mandatory=$true)] [string]$SiteURL )
    $site = Get-SPSite($SiteURL)
    if($site -ne $null)
    {
        $web=$site.OpenWeb();
    }
   return $web
}
#EndRegion

 Function GetCheckedOutFiles([string]$WebAppURL)
 {
    try
    {
        $results = @()

        #Get the Web Application
        $WebApp=Get-SPWebApplication($WebAppURL)

        #Arry to Skip System Lists and Libraries
        $SystemLists =@("Converted Forms", "Master Page Gallery", "Customized Reports", "Form Templates",
                 "List Template Gallery", "Theme Gallery", "Reporting Templates",  "Solution Gallery",
                 "Style Library", "Web Part Gallery","Site Assets", "wfpub","Site Pages")

        #Loop through each site collection
        foreach($Site in $WebApp.Sites)
        {
            #Loop through each site in the site collection
            foreach($Web in $Site.AllWebs)
            {
                #Loop through each document library
                foreach ($List in $Web.GetListsOfType([Microsoft.SharePoint.SPBaseType]::DocumentLibrary))
                {
                    #Get only Document Libraries & Exclude Hidden System libraries
                    if (($List.Hidden -eq $false) -and ($SystemLists -notcontains $List.Title) )
                    {
                        #Loop through eadh Item
                        foreach ($ListItem in $List.Items)
                        {
                            if( ($ListItem.File.CheckOutStatus -ne "None") -and ($ListItem.File.CheckedOutByUser -ne $null))
                            {
                                $sitecollectionUrl =  "<SiteCollection relativeURL=" + $Site.RootWeb.ServerRelativeURL + "></SiteCollection>"
                                #Create an object to hold storage data
                                $resultsData = New-Object PSObject
                                $resultsData | Add-Member -type NoteProperty -name "SiteCollection Title" -value $Site.RootWeb.Title -Force
                                $resultsData | Add-Member -type NoteProperty -name "SiteCollection URL" -value $sitecollectionUrl -Force
                                $resultsData | Add-Member -type NoteProperty -name "Web Title" -value $Web.Title -Force
                                $resultsData | Add-Member -type NoteProperty -name "Web URL" -value $Web.url -Force
                                $resultsData | Add-Member -type NoteProperty -name "Library Name" -value $List.Title -Force
                                $resultsData | Add-Member -type NoteProperty -name "File Name" -value $ListItem.Name -Force
                                $resultsData | Add-Member -type NoteProperty -name "File URL" -value $Web.Site.MakeFullUrl(“$($Web.ServerRelativeUrl.TrimEnd(‘/’))/$($ListItem.Url)”)  -Force
                                $resultsData | Add-Member -type NoteProperty -name "Last Modified" -value $ListItem['Modified'].ToString() -Force
                                $resultsData | Add-Member -type NoteProperty -name "Checked-Out By" -value $ListItem.File.CheckedOutByUser -Force
                                $resultsData | Add-Member -type NoteProperty -name "Checked-Out By User Email" -value $ListItem.File.CheckedOutBy.Email -Force
                                $resultsData | Add-Member -type NoteProperty -name "Primary Administrator" -value $Site.Owner -Force
                                $resultsData | Add-Member -type NoteProperty -name "Primary Administrator Email" -value $Site.Owner.Email -Force
                                $resultsData | Add-Member -type NoteProperty -name "Secondary Administrator" -value $Site.SecondaryContact -Force
                                $resultsData | Add-Member -type NoteProperty -name "Secondary Administrator Email" -value $Site.SecondaryContact.Email -Force
                                $results += $resultsData
                            }
                        }
                    }
                }
                $Web.Dispose()
            }
            $Site.Dispose()
        }
        $results | export-csv -Path $currentPhysicalPath/ListAllCheckedOutFiles.csv -notypeinformation -Force

        #Send message to output console
        write-host "Checked out Files Report Generated Successfully!"
    }
    catch [System.Exception]
    {
        write-host -f red $_.Exception.ToString()
    }
}

# Function Call
$WebApp = Read-Host "Enter the web application URL to work on:"
GetCheckedOutFiles $WebApp