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ControlPoint 8.8.1 - User Guide

Preface Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Searching for SharePoint Sites Managing SharePoint Objects Using ControlPoint Policies to Control Your SharePoint Environment Managing SharePoint User Permissions Data Analysis and Reporting
Specifying Parameters for Your Analysis Analysis Results Display Generating a SharePoint Summary Report Analyzing Activity Analyzing Object Properties Analyzing Storage Analyzing Content Generating a SharePoint Hierarchy Report Analyzing Trends Auditing Activities and Changes in Your SharePoint Environment Analyzing SharePoint Alerts Analyzing ControlPoint Policies Analyzing Users and Permissions The ControlPoint Task Audit Viewing Logged Errors
Scheduling a ControlPoint Operation Saving, Modifying and Running Instructions for a ControlPoint Operation Using the ControlPoint Governance Policy Manager Using Sensitive Content Manager to Analyze SharePoint Content for Compliance Using ControlPoint Sentinel to Detect Anomalous Activity Provisioning SharePoint Site Collections and Sites Default Menu Options for ControlPoint Users About Us

Analyzing Site Properties

The Site Properties analysis provides information about one or more sites in your farm, including:

·the account that created the site as well as the date and time when the site was created and last updated

·the size of the site

·whether the site has unique permissions

·users with Full Control permissions for the site.

·audit settings that are/are not enabled for the site (with the option of including only sites for which auditing has been enabled at the site collection level)

·a list of site features (with the option of including activated features only and/or hidden features)

To generate a Site Properties analysis:

1Select the object(s) you want to include in your analysis.

2Choose Configuration > Site Properties.

3Specify the following parameters for your analysis:

Site Summary PARAMETERS

a)If you want to Show activated features only, check this box.

NOTE:  If you leave this box unchecked, all installed features will be listed beneath each site, and those that are currently activated will be flagged.  If you check this box, all installed features will be listed once, at the top of the result set, and only activated features will be listed beneath each site.

b)If you want to limit results to sites for which one or more features are activated/deactivated:

§Select the appropriate option from the Limit Report to Sites with the following features: drop-down.

Site Summary FEATURE LIMIT

§From the Selected Feature(s): list, select the feature(s) you want to include/exclude (you can select multiple features using the [CTRL] or [SHIFT] key in the conventional manner).

NOTE:  If you select multiple features, results will include sites for which any one or more of those features has been activated/deactivated.

c)If you want to Include hidden features, check this box.

NOTE:  Hidden features are those that are not visible in the SharePoint Site Features list. (Hidden features are activated from a command line, using custom code, or through the dependency of another feature.)

d)If you want to Include only sites with auditing enabled at the site collection level, check this box.

NOTE:  If you check this box, results will include sites that inherit audit settings from the parent site collection.  See also Managing Audit Settings.

e)If you want to Include only sites with auditing enabled at the site level, check this box.

NOTE:  The only audit setting that can be enabled directly for a site is Opening or downloading documents, viewing items in lists, or viewing item properties via the ControlPoint action Manage Audit Settings.  

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.

Site Properties analysis results list each site within the scope of your analysis, along with the content database it uses (from which you can link directly to a Content Database Storage analysis.

Site Summary RESULTS

REMINDER:  If you chose to show activated features only, an expandable list of all Installed Site Features displays at the top of the result set, with only activated features displaying beneath each site.  (Otherwise, the full set of installed site features will display beneath each site.)

Site Summary INSTALLED FEATURES

When expanded, the following information displays for each site:

·the account that the site was Created By

·the site's Size (in KB)

·the date and time when the site was Created and Last Updated

·whether the site has Unique Permissions

·whether the site has been configured to Allow RSS Feeds

·the Language used by the site

·a list of users with Full Control permissions (that is, users considered to be site Owners).

Site Summary SUMMARY INFO

·All of the available Audit Settings, with settings that are currently enabled for the site identified with a plus sign (+).   Audit settings that are inherited from the parent site collection are also flagged with >.

Site Summary AUDIT SETTINGS

·For SharePoint farms running the Managed Metadata Service Application, any Custom Properties that have been applied to the site.

Site Property Report CUSTOM PROPERTIES

·Site collection Features.  Hidden features (if included) and Activated features are flagged.

Site Summary FEATURES

 

Analyzing List Properties

The List Properties analysis provides information about one or more lists in your farm, including:

·the properties of the list, including versioning and advanced settings

·audit settings that are/are not enabled for the list.

To generate a List Properties analysis:

1Select the object(s) you want to include in your analysis.

2Choose Configuration > List Properties.

3If you want results to include only lists that meet one or more specific criteria, specify one or more of the parameters described in the following table.

If you want results to include only lists...

Then ...

whose name contains a specific text string

enter the text string in the List Name contains field.

List Summary LIST NAME

that have a particular version setting

select from the Versions Setting drop-down.

List Summary VERSION SETTINGS

of one or more specific types

select from the List Types drop-down.

List Summary LIST TYPES

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.

The top level of the analysis lists each Web application, site collection, site, and list within the scope of your analysis, along with the list's Base Type.

List Summary RESULTS

When expanded, the following information is displayed for each list:

·list Properties, including versioning and advanced settings detail

List Summary PROPERTIES

·all of the available Audit Settings, with settings that are currently enabled for the list identified by a plus sign (+).

NOTE:  Audit settings that are inherited from the site collection are flagged with >.

List Summary AUDIT SETTINGS

·list Columns settings

List Summary COLUMNS

 

Analyzing Storage

ControlPoint offers the following analyses that enable you to examine storage usage for a specific date or time period:

·Most/Least Storage analysis lets you examine site collections, sites, lists, and list items that are using the most and/or least amount of storage space.

·Site Collection Storage Analysis shows storage usage for one or more site collections.

·Site Storage Analysis shows storage usage for sites within one or more site collections.  

·Content Database Storage shows current information about content databases used by site collections in your SharePoint farm.

·Site Lists and Libraries Storage shows storage usage for each individual page and document within a site.

·Storage by File Type shows the amount of storage used by file extension.

You can also analyze trends in storage use over a specified time period.  See Analyzing Trends.

In addition, the Duplicate Files Report lets you locate files across lists and libraries in your farm that have the same file name, extension, and relative size.  You can use this information to help you free up storage space in content databases.

 

Analyzing Most/Least Storage

Use the ControlPoint Most/Least Storage analysis to examine SharePoint objects (site collections, sites, lists, and/or list items) within a selected scope ranked according to those using the most or least amount of storage.

You can further narrow your result set to include only objects that meet specific criteria and/or thresholds.  

To generate a Most/Least Storage analysis:

1Select the object(s) for which you want to analyze most/least storage.

2Choose Storage > Most/Least Storage.

3Specify the parameters for your analysis:

a)Select the object types you want to analyze:

§Site Collections and Sites

OR

§Lists and Files

Note that remaining parameters are populated based on the object type selected.

b)From the Include Report list box, select the type(s) of storage that you want to include in your analysis.

Most Least Storage INCLUDE

NOTE:  If you choose multiple storage types, each result set will be displayed in a separate subsection.

c)If you want to limit each result set to more or less that 10 objects, change the default value for Limit Results to number of Objects field.

NOTE:  This field cannot be left blank.

d)If you want to limit each result set based on the amount of storage used, complete the Limit results to the amount of Storage used (in MB) field.

NOTE: If your analysis includes "most" storage, results will include objects at or above that limit; for "least" storage, results will include objects at or below that limit.  If you leave the field blank, no storage size limit will be applied.

e)If you are reporting on Lists and Files and you want to limit each result set based on number of items within a list, complete the Limit results to number of List Items per List field.

NOTE: If your analysis includes "most" storage, results will include lists with the specified number of items or more; for "least" storage, results will include lists with the specified number of items or fewer.  If you leave the field blank, no limit will be applied.

4If you want to further refine your results, expand the Advanced Options tab.

a)If you want to limit your result set to objects that meet one or more specific criteria, use the information in the following table for guidance.

If you want to limit each results set...

Then ...

to objects with one or more specific site definitions (templates)

select from the Limit Site Reports to Site Definitions list.

to objects whose url contains a specified text string

enter that string in the Limit results to objects whose URL field.

NOTE:  If your analysis includes multiple types, this limit will apply to each individual result set.

For Documents, Pages, and Users:

to lists of one or more specific list definitions

select from the List Definitions list.

to exclude lists that do not display in the site's View all Site Content page

check the Omit Hidden Lists box.

NOTE:  If you choose to include hidden lists in analysis results, they are flagged in analysis results with a plus sign (+).

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.

The body of the analysis includes a subsection for each usage type, as shown in the following examples:

Largest and Smallest Storage Used (Sites)Usage STORAGE

Largest Number of Items (Lists)

Usage ITEMS

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