Automated SharePoint Checked Out File Sweep
Every Monday, WebRun opens each SharePoint document library you watch, finds the files still checked out, records who holds each one and for how long, posts the list into the site's Microsoft Teams channel with the holders mentioned, and sends the site owner the oldest ones on Telegram.
How do I find SharePoint files that colleagues left checked out?
Every Monday WebRun opens your SharePoint document libraries, finds the files still checked out, and records who holds each one and for how long. It posts the list into the site's Microsoft Teams channel with holders mentioned and sends the site owner the oldest cases on Telegram, so blocked documents get released.
- Blocked documents are released in days instead of months
- Every stuck file arrives with a named holder and an age
- Nobody starts a duplicate copy because the original was locked
Built for SharePoint site owners · IT admins · document controllers · operations teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
sharepoint.comin a real browser with your saved login - no setup, no API keys. -
1
SharePoint - find files left checked out
sharepoint.com
WebRun opens SharePoint to find files left checked out. - Open each document library on the sites you watch
- List every file in a checked out state with the person holding it and the date it was checked out
- Note whether the last saved version is older than the checkout, which means unsaved work is trapped
Done when Every checked out file is listed with a holder and an age.
-
2
Microsoft Teams - post the list with holders
microsoft.com
WebRun opens Microsoft Teams to post the list with holders. - Post one message per site listing the stuck files, grouped by holder
- Mention each holder next to their files so the nudge lands with the right person
- Sort oldest first and link straight to the file in SharePoint
Done when Every holder can see, in their site channel, what they are blocking.
-
3
Telegram - send the owner the worst cases
telegram.org
WebRun opens Telegram to send the owner the worst cases. - Send the site owner the count of stuck files and the five oldest
- Flag anyone who has left the same file checked out for more than a month
- Note that WebRun never discards a checkout or forces a check-in, so no unsaved work is lost
Done when The site owner has this week's worst cases in Telegram.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it check files back in or discard changes?
No. WebRun only reads the checkout state and reports it. Discarding a checkout can destroy unsaved work, so that decision stays with a person.
Does it message people individually?
It posts one internal list in the site's Teams channel with holders mentioned. Any direct message to a colleague is drafted and left for you to send.
What if the file was checked out five minutes ago?
It is ignored. You set the age threshold, for example anything held longer than two days, so people working right now are never nudged.
Related templates
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