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Metalogix ControlPoint 8.1 - for Office 365 Administration Guide

Getting Started with ControlPoint Searching for SharePoint Sites Managing SharePoint Objects Managing Metadata Managing SharePoint User Permissions Data Analysis and Reporting Scheduling a ControlPoint Operation Saving, Modifying and Executing Instructions for a ControlPoint Operation Provisioning SharePoint Site Collections and Sites Using Sensitive Content Manager to Analyze SharePoint Content for Compliance Using ControlPoint Sentinel to Detect Anomalous Activity About Us

Analyzing Storage by File Type

The Storage by File Type analysis provides both a graphical and tabular representation of the amount of storage used by various file types in the content database(s), both by file size and count.  You have the option of including all file types, or including/excluding those with specified file extensions.

You can also drill down to a Most/Least Storage Analysis for a selected file type, to view files using the largest amount of storage.

NOTE:  This analysis encompasses files within SharePoint content databases.  Files stored within the file system, such as SharePoint Features, are not included.

To generate a Storage by File Type analysis:

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

2Choose Storage > Storage by File Type.

3Specify the following parameters for your analysis:

If you want include or exclude specific file types:

§Specify whether you want to Include Extensions or Exclude Extensions.

§Enter the file extension(s) you want to include or exclude in the File Extensions field.  Enter multiple extensions as a comma-separated list.

NOTE:  If you want include all file types, leave the File Extensions field blank.  If you chose Exclude Extensions, you must enter at least one file extension.

Now you can either:

·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 executed at a later time.

Analysis results include:

·two pie charts that depict the Storage by File Size and Storage by Type for the selected scope and file types.

Storage by File Type PIE CHARTS

·a listing that includes the Extension(s), Total Files and Total Size (MB) for each file type.

Click an Extension(s) hyperlink to generate a Most/Least Storage analysis that shows the files with that extension that use the most storage (the number of which was specified in the Number of Files to Show in Drill-down).

Storage by File Type LIST

 

Analyzing Trends

For a single farm, Web application, or site collection, you can analyze trends over a specified time period in:

·site count, and/or

·storage.

To generate a Trends analysis:

1Select the object for which you want to analyze trends.

NOTE:  You can only analyze trends for one object (farm, Web application, or site collection) at a time.  If you multi-select, only the object on which you right-clicked will apply.

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

If you want to analyze trends in ...

Choose ...

site count

Content > Trend Analysis for Site Count.

storage

Storage > Trend Analysis for Storage.

 

3Specify the following parameters for your analysis:

a)Enter or select a Start Date and End Date for your analysis.

The date range you select determines the time intervals captured in the analysis, as described in the following table.

If the time period you specified is ...

Then the Trend Analysis will be reported ...

up to 60 days

by Day

between 61 and 364 days

by Week

365 days or greater

by Month.

b)If you want to change the Statistics to Graph, select a different value from the drop-down.

c)If you want your graph to include a line that smooths out short-term fluctuations, check the Include moving Average box.

The default value for Moving average period (days) is 7, which represents the number of days within a given week.  This value is useful for many business users who can expect less activity, for example, on the weekend.  You can, however, change this value to measure moving average for a different time period.  For example, if you generally experience week-to-week fluctuations over the course of a month, you may choose to set the Moving average period to 31.

Now you can either:

·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 executed at a later time.

Trend Analysis results consist of two graphs:

·The Trend Analysis bar graph includes the statistics for the selected criterion.  (Note that if you selected ALL from the Statistics to graph drop-down, a separate graph will be included for each).  Below are examples of Trend Analyses by Day reports (including a 7-day moving average) for Storage, and Site Count over the same 28-day time period.

Storage Trend Analysis

Storage Trend Analysis

Site Count Trend Analysis

Site Count Trend Analysis

·The second graph is a line graph that shows statistics for both options (storage and site count) in terms of a percentage over the course of the selected time period. Note that the maximum value (100%) represents the most storage used and largest site count over the selected time period.

Trend Analysis ALL

 

Analyzing Managed Metadata Usage

The Metadata Usage analysis lets you analyze the use of managed metadata as list/library columns in your SharePoint environment.  You can group results by site or by term set and you have the option to Include usage count and the individual items in lists or libraries that use the metadata.

To generate a Managed Metadata Usage analysis:

1Select the object(s) whose managed metadata usage you want to analyze.

2Choose Content > Managed Metadata Usage.

3Specify the parameters for your analysis.  Use the information in the following table for guidance.

Metadata Usage PARAMETERS

If you  ...

Then ...

want results to include only metadata with term sets OR terms that contain a specific text string

 

·enter the string in Show only Metadata of TermSets/Terms containing field.

NOTE:  You can enter multiple text strings as a comma-separated list.

·choose the applicable Select by option  (to indicate whether you want ControlPoint to search for TermSet or Term)

want results to include the number of list items that have a value in the column that uses the metadata

check the Show item usage count box.

want results to include the actual list items that have a  value in the column that uses the metadata

check the Show items in list or library box.

NOTE:  If you check this box, ControlPoint must iterate through all list items.  Depending on the scope of your analysis and the number of items within that scope, processing time may increase noticeably.

want to group results by term set rather than by site

uncheck the Group by Site box.

Now you can either:

·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 executed at a later time.

If you chose to group results by site:

·The top level of the analysis shows each of the Web applications and sites within the scope of your analysis that use managed metadata

·When expanded, the following information displays each list that uses managed metadata, along with the following information:

§the name of the Column referencing the Metadata

§the Term Store, Term Group, and Term Set

§the Term specified for the list column (if applicable)

NOTE:  The Term column will also show item-level terms only if the Show items in list or library box.

§if the Item Usage count parameter was checked, the number of items for which the column has been populated with metadata.

Metadata Usage BY SITE

If you chose to group results by TermSet:

·The top level of the analysis shows each Term Store providing the metadata, followed by each Term Group and Term Set.

·When expanded, the following information displays for each term set:

§the site that uses the metadata

§for each list that uses the metadata:

§the name of the Column Referencing the Metadata

§if the Item Usage count parameter was checked, the number of items for which the column has been populated with metadata.

§the Term specified for the column (if applicable)

NOTE:  The Term column will also show item-level terms only if the Show items in list or library box.

Metadata Usage BY TERMSET

Note that if you have customized a term set for the site collection, SharePoint assigns the name of the Term Group.

Metadata Usage BY TERMSET

To open the SharePoint site that uses the metadata, click on the site url.

To open SharePoint list settings page for a list, click on the list name.

 

Analyzing Users and Permissions

ControlPoint provides the following tools that allow you to examine permissions of SharePoint users throughout your farm:

·Site Permissions shows the permissions of users for selected sites

·Site List Permissions shows user permissions for individual lists and list items within a site.

An additional analysis, Comprehensive Permissions, show permissions for all sites, lists, and optionally list items within a single result set.

NOTE:  In addition to showing user permissions at the individual site level, all Site Permissions analyses include any Web application policy permissions users may have.

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