Check-In and Check-Out

The SharePoint Connector supports SharePoint's check-in/check-out functionality for document version control. This page explains how to enable and use this feature.

What is Check-In/Check-Out?

Check-in/check-out is a SharePoint feature that:

Prevents conflicts: Only one person can edit at a time
Tracks versions: Changes are versioned
Provides accountability: Know who edited what
Enables review: Documents can be reviewed before publishing

How It Works

Check-Out Process

User checks out a file
File is locked for editing by that user
Other users can view but not edit
User makes changes
User checks in with comments
File is unlocked and available

Visual Indicators

In the FactBox:

Status	Indicator
Available	No special indicator
Checked out (by anyone)	File name is followed by ✅

The FactBox only shows a single ✅ marker; it does not distinguish between your checkouts and another user's, and it does not display the user name or checkout date. To see those details, open the file in SharePoint.

Enabling Check-In/Check-Out

Authentication Requirement

Check-in/check-out requires Personal authentication — the checkout is performed with the signed-in user's own SharePoint token. It is not available when the connector uses application (client credentials) authentication.

In SharePoint Setup

Open SharePoint Setup
Find the Enable Check In/Out in UI setting (hidden by default, may need to show via personalization)
Enable the option
Save

In SharePoint Document Library

The document library must also support versioning:

Go to SharePoint document library
Library Settings > Versioning settings
Enable "Require documents to be checked out before they can be edited"

Combined Configuration

Both must be configured:

Location	Setting
BC SharePoint Setup	Authentication = Personal
BC SharePoint Setup	Enable Check In/Out in UI = Enabled
SharePoint Library	Require checkout = Enabled

Using Check-In/Check-Out

Checking Out a File

Select a file in the FactBox
Choose the Check out file action
File is now locked to you
The ✅ indicator appears the next time the file list is refreshed (it does not update immediately after the action)

Working with Checked Out File

While checked out:

Open and edit normally
Save changes
Other users see "checked out" status
Take your time making changes

Checking In a File

Select your checked-out file
Choose the Check in file action
Confirm the check-in at the "Check in this file on SharePoint?" prompt (the BC UI does not prompt for a check-in comment -- add one from SharePoint directly if needed)
File is released for others
A new version is created in SharePoint

Discarding Checkout

If you don't want to keep changes, use SharePoint directly to discard the checkout. The Business Central FactBox does not have a dedicated "Discard Check Out" action.

Check-Out Scenarios

Normal Workflow

1. User A checks out Invoice.docx
2. User A edits the document
3. User A saves changes
4. User A checks in with comment "Updated terms"
5. User B can now check out if needed

Conflict Prevention

1. User A checks out Contract.docx
2. User B tries to edit → Sees "Checked out by User A"
3. User B waits or contacts User A
4. User A checks in
5. User B can now check out

Discard Workflow

1. User A checks out Document.docx
2. User A makes changes but decides against them
3. User A discards checkout
4. Document returns to previous state

Check-Out Status Display

In FactBox

The file list shows checkout status:

Display	Meaning
Normal filename	Available (not checked out)
Filename + ✅	Checked out

Check-Out Details

The FactBox itself only shows the ✅ marker on checked-out files -- it does not display who has the file or when it was checked out. To see the user name, check-out date/time, or version history, open the document library in SharePoint.

Working with Others

Seeing Who Has a File

When a file is checked out:

The FactBox shows only the ✅ marker — to see who has the file, open the document library in SharePoint
You can contact them if urgent
Wait for check-in or ask them to release

Long Checkouts

For files checked out too long:

SharePoint admin can force check-in
Contact the user
Admin override releases the lock

Best Practices

When to Use Check-Out

Scenario	Recommendation
Collaborative editing	Consider not requiring checkout
Controlled documents	Enable checkout requirement
Sensitive documents	Enable checkout
Quick reference docs	May not need checkout

Check-Out Etiquette

Check out only when editing - Don't hold locks unnecessarily
Check in promptly - Don't leave files locked overnight
Add meaningful comments - Describe your changes
Communicate - Let team know if extended checkout needed

Version Comments

Good check-in comments:

Good	Why
"Updated payment terms section"	Specific
"Fixed typo in customer name"	Clear
"Added 2024 pricing"	Descriptive

Poor comments:

Poor	Why
"Update"	Too vague
"Changes"	Not helpful
(blank)	No information

Troubleshooting

Can't Check Out

Symptom	Check
No checkout option	Is feature enabled?
Error on checkout	Already checked out by someone?
Permission error	SharePoint permissions

Can't Check In

Symptom	Check
Check-in fails	File still open?
Error message	SharePoint connection
Not your checkout	Someone else checked it out

Stuck Checkouts

If a file is stuck checked out:

Try discarding checkout
Have SharePoint admin override
Check if user is still active
Admin force check-in as last resort

Without Check-In/Check-Out

Alternative Approaches

If not using checkout:

Alternative	How
Co-authoring	SharePoint real-time editing
Communication	Team coordination
File naming	"Document_v2_John.docx"

When to Skip Checkout

Real-time collaboration needed
Simple, quick edits
Low-risk documents
Small teams with good communication