Is there a setting within ProjectWise Web Parts/SharePoint that will prompt or automatically check in a document?
I have a project that is using ProjectWise Web Parts from a SharePoint site and have several users opening documents but not checking them in after they close the document. To there credit they do not know that the document is not being checked in nor do they remember if I tell them.
Anyone else have this same issue or have a solution?
PWV8i - SharePoint 2007
User can automatically check in a document only if he/ she is using integrated Office, MicroStation or AutoCAD. But ProjectWise Web Server does not support integration with Office, MicroStation or AutoCAD. So for now we have not possibility check in a document automatically.
Do these users (that forget to check-in documents) need to edit documents? Do they intentionally check-out documents to edit them? If check-out is made accidentally and they do not need to edit documents via the web interface - it might be possible to configure security settings so that these users would not have rights to modify documents and therefore would not be able to check them out. And that in turn would eliminate problem of forgetting to check back in documents.
Could you please tell us more how you're using PW Web Server Web Parts in this project? What are the roles of people who are accessing PW content via web interface? In what scenario are they using PW web access?
Thank you for the reply. To answer your question, yes an no. Depending on their access at that time they may need to edit the documents or just open read-only. The real problem is I have over 300 users that are not within the company I work for, so rights management can and will be an ongoing task. I would rather not take it to that level.
The company I work for is hosting the project so all documents reside on our network and the 20+ consultants login to our network with the PW Client or through the SharePoint website with PW Web Parts installed. If the consultants have PW Explorer they of course receive the check-in document dialog box but if logged in from the SharePoint site no dialog to check in document. The roles of the people can vary, some could just want to view but some could want to edit the documents from the SharePoint site. The dilema I am faced with is constantly reminding the users to always check-in the documents, or become the PW\Sharepoint police and constantly check for checked out documents.
I know there is the PW Web View Server but I am under the impression that this requires a separate web address that needs to be sent out to the read-only viewers. If I am wrong please let me know.
We usually handle people that need read-only via the folder permissions but you could remove the "Create/Modify/Delete/Free" in their user settings and they'd be read-only that way.
Doesn't help with people that forget to check-in when they really do need to edit. we don't really have a solution for that either but we usually delegate a person on the project to do the policing rather than try to do it ourselves. Global searches "checked out a week ago" and "checked out a month ago" are useful for those doing the policing
we try to get everyone to use the thick client because of issues like this.
Thanks for your feedback.
Would it help if there would be a dedicated web part created that could be placed on web page and would allow user to see all documents that she/he has checked out currently?
Or would you prefer a solution that on IE window close would pop-up dialog listing all currently checked-out documents and ask/allow user to check them back in?
Which of the options would you prefer and why? Or maybe you'd prefer some alternative option?
Could you please tell us more on "we try to get everyone to use the thick client because of issues like this"?
How many users (approximately) would use web interface but currently are not because of this issue? What are roles of these users? What would they be using PW web access for?
You said "issues" - what are other issues besides this one?