ControlPoint 8.8 - for Office 365 User Guide

Deleting Lists

The ControlPoint Delete Lists action lets you delete one or more sites from your SharePoint farm in real time.  

To delete one or more lists from your SharePoint farm:

1Select the list(s) that you want to delete.

2Choose Content > Delete List.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be run at a later time.

If you chose the Run Now, option, after the action has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the action and displays in the Results section.

If you schedule the action, a link to the Task Audit is included in the scheduled action notification email.

See also The ControlPoint Task Audit.

Managing Audit Settings

The Manage Audit Settings action lets you to manage (enable and disable) SharePoint audit settings from within the ControlPoint application interface.

NOTE:  Using "Manage Audit Settings" to disable or enable Audit flags will not affect auditing enabled through a SharePoint Information Management Policy for a list or library. These Audit flags are enabled at the Content Type level, and disabling auditing at the Site Collection level will not disable Content Type auditing.

In a multi-farm environment, audit settings can be managed across multiple farms.

NOTE:  This feature is only available at the site collection level.

To access the Manage Audit Settings workspace:

1Select the object(s) whose audit settings you want to manage.

NOTE: If you select the entire farm or one or more Web applications or site collections, the audit settings will be applied to the site collection(s) and inherited by child objects (sites, libraries, and lists).  If you want a site collection to be included in the GDPR Dashboard Sites with Auditing Enabled calculation, you must enable audit settings at the site collection level or above.

2Choose Audit and Alerts > Manage Audit Settings.

It is important to note that if your selection includes a single object, audit settings currently enabled for that object will be checked.  (Enabled settings will not be checked if your scope includes multiple objects.)

To enable or change audit settings:

1Select Enable Audit.

2Use the information in the following table to determine the appropriate action to take.

* For most audit settings, SharePoint will only recognize and report on those that have been set at the site collection level (in the Effective for Site Collections Only section).  The only setting that can be set explicitly at the site or list/library level that SharePoint will recognize is Opening or downloading documents, viewing items in lists, or viewing item properties (in the Effective for all SharePoint Objects section).
 
If you are enabling audit settings at the site collection level or above, all settings (except for Deleting child objects) must be enabled if you want the affected site collections to be included in the GDPR Dashboard Sites with Auditing Enabled calculation.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·complete the Enforce Policy section and schedule the operation to run at a later time.

OR

·save the operation as XML Instructions that can be run at a later time.

If you chose the Run Now, option, after the operation has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the operation and displays in the Results section.

If you schedule the operation, a link to the Task Audit is included in the scheduled action notification email.

See also The ControlPoint Task Audit.

To disable audit settings:

Select Disable\Inherit Audit.

If you select this option for site collections, auditing for individual sites and lists/libraries within the site collection depends on whether auditing has been enabled for the site or list/library.  If you select it for sites, libraries, or lists, whether SharePoint captures audit events depends on whether auditing has been enabled for the site collection.  (By design, sites, lists, and libraries inherit most audit behavior from the site collection.)

NOTE:  If you disable the auditing of any event type(s) for which ControlPoint alerts have been scheduled, you will no longer receive alerts for those events.  See also Setting ControlPoint Alerts.

Managing Metadata

ControlPoint offers two actions for managing metadata created via the SharePoint Online Term Store Management Tool:

·Set Metadata Value lets you change Managed Metadata, text, or numeric value values for one or more lists or libraries.

·Create Managed Metadata lets you create or update a Managed Metadata column on a list or library from an existing text column.

You can also analyze Managed Metadata usage within your SharePoint Server environment.

It is assumed that, when using these features, you are familiar with the use and behavior of SharePoint Content Types and Managed Metadata.

Setting Metadata Values

ContolPoint lets you populate or change Managed Metadata, a single line of text, or numeric values within a list column for a selected Content Type.  

You can also run a simulation of how the operation will be carried out before committing to the action.  This can be valuable, for example, to identify exactly which items would be changed.

EXAMPLE:

The Shared Documents library on the company website has a Managed Metadata column called Location.

I want to make sure that the value Woburn is added to the Location column for all documents in that library.

To set a metatdata value:

1Select the object(s) whose column data you want to set.

2Choose Automation > Set Metadata Value.

3Select the type of metadata you want to set:

§Managed Metadata

§Single Line Text, or

§Numeric

4Use the information in the following table to determine the appropriate action to take.

5If you want to filter content types by a specific text string, complete the Content Type Contains field.

6To populate the Content Type drop-down with relevant Content Types, click [Get Content Types].

7Select a Content Type from the drop-down.

NOTE:  If you have selected objects above the list level (for example, Web applications, site collections, and/or sites), the drop-down will be populated with all Content Types that are available for use by lists and libraries within the scope of your selection.  If you have selected multiple lists, only Content Types that are currently in use by those lists will be available for selection.

8Select the Column whose value you want to set.  (This drop-down is populated with all of the columns used by lists within the scope of your selection that match the selected data type and content type.)

NOTE:  If your selection includes more than one list, custom columns will only appear in the drop-down if they have been added to the Content Type at the site level. If a column was added directly to a particular list (or to a Content Type on the list), it will appear in the drop-down if your selection consists of only that list.  

9For Choose a Value:

a)Enter the new value for the column (For Managed Metadata, you can also click the icon and select from available values.)

b)If you want to Overwrite existing values, check this box.

NOTE:  If you leave this box unchecked and a value already exists in that column for an item, it will be skipped.  If you selected a Managed Metadata column that allows multiple values, you also have the option to Append to existing values.

Now you can:

·run a simulation of the action (by clicking [Run Simulation])

·run the action immediately (by clicking [Run Now]),

OR

·schedule the action to run at a later time .

OR

·create an xml file with instructions for the analysis that can be run at a later time (by clicking [Save Instructions]).

If you click [Run Simulation], ControlPoint runs through the process without actually making changes.  A Task Audit will be generated with a description of what ControlPoint would have done if the action had been carried out.  Text in the task description identifies it as a simulation.

If you chose the Run Now, option, after the action has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the action and displays in the Results section.

If you schedule the action, a link to the Task Audit is included in the scheduled action notification email.

See also The ControlPoint TaskAudit.