In a SharePoint Library that has “Required Check Out” turned on in the Library’s Versioning Settings, there is a risk that brand new files that are uploaded to the library will be hidden from other people’s view.
The user who uploads the file has to know that they need to check in the file to make it visible to their peers.
Some of you may think that having a file hidden from other’s view is a great thing, especially if you’re not ready for others to see it… BUT if someone else tries to upload a file with the exact same file name, they are going to get a vague warning message that looks like this:
Unless you’re a seasoned SharePoint veteran who’s seen this issue before, you’ll likely have to phone Help Desk for assistance. Fortunately my colleague Bruce Smith, author of seek Blog, recently assisted a client who was experiencing this very issue, and shared how he was able to resolve the issue with me.
Here’s how to make the hidden file visible again:
- Go into the Library Settings. Under the Permissions and Management heading, click on “Manage files which have no checked in version”.
- Find file that is “checked out to others”. Check the box beside the file and select “Take Ownership of Selection.”
- Press Ok in the”Are you sure you want to take ownership of [file name]?” popup.
- The file will now appear under the list of files “Checked out to me”.
- Go into the library and find the file.
- Check the file back in.
- Add a checked in comment.
- The file will now be visible to everyone.
Reminder: You will have to have “owner” level permissions (i.e. Design or Full Control) in the Library to be able perform the steps listed above.