I want to be able to hunt down naughty users who aren't checking in their files regularly. Is there any way to search for them in Enterprise EDM? I tried to create a search to do this, but I couldn't find a variable that would correspond to "Checked out Date".
There is no out of the box way to do this.
You can either write a report or use the Workflow tab of the default search card. (Assuming of course you don't allow your users to checkout files in every workflow state.)
?? Lee!! How?
How can I know when the file is checked out from the workflow tab? Can you post a screen shot?
Heya Jeff,
I don't think when is a requirement. If I understand the OP correctly, he is looking for a way to tell if the file has been checked out for more than a certain period of time. (Say a week.) So, one could choose the state the file should be in while checked out and 'Only transisitions made before' a week ago. The checked criteria would need to go in the Checked in/out tab of course.
Now if one wanted to know when the file was checked out, that's another story and would need a report. Which isn't available out of the box.
Chris,
When the time for "marshall law" arrives and I need to policy my department, here is how I would do it.
First do a PDM search for all the files that are checked out. Assuming you have admin rights.
Second click on the Modified tab and let the results rearrange by date order.
Then scroll and see by date relevance.
Old are on top.
New are on the bottom.
Shine that riot gear,
Mark
I also thought of this solution before I posted here, but then I realized that the "Modified" column shows the date that the file was last modified, not checked out. Checking out does not necessarily modify a file; you can check out a file that was last modified 10 years ago and end up at the top of the hit list, but you may have actually only had the file checked out a day.
Here is a report you can run in Report Generator.
I ran this report, but it didn't finish (it hung) and I had to close the report generator window. Have you tested this report on your system? Does it just take a huge amount of time to run?
Yes, runs on my system in less than a second. I only have 5k files in the vault. When you run it, it prompts you for the minimum number of days. It is greater than or equal to. So if you enter 2, it will report all files that have been checked out 2 days or more. What version of EPDM are you running? I have tested 2010 and 2011.
I can confirm this report works great with 100,000+ files in my vault (2010 SP4)
We are using EPDM 2011. I am asking our head EPDM administrator to look at the report code and see if he can identify what may be causing the report to take so long. I'll post here again if he sees something that is causing the problem.
Yes, it worked for me finally, without any changes. It took a long time to run, +/- 20 minutes. I suppose it is a WAN issue, because our EPDM administrator runs the query in under 10 seconds (he is on the local network).
Sorry to resurrect such an old thread.
I am trying to do something similar, but I don't care if my users have a file checked out for days. At the end of the day, for backup purposes, I want them to checkin, but keep checked out whatever files have been modified. Is there a way to modify this report to show who didn't follow directions?
Yes, runs on my system in less than a second. I only have 5k files in the vault. When you run it, it prompts you for the minimum number of days. It is greater than or equal to. So if you enter 2, it will report all files that have been checked out 2 days or more. What version of EPDM are you running? I have tested 2010 and 2011.