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Metalogix ControlPoint 8.1 - for Office 365 User 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

Deleting Sites

The ControlPoint Delete Sites action lets you delete one or more sites from your SharePoint farm.  

If you delete an entire site collection (by deleting its root site) from the source content database, any activity  associated with it remains but becomes "orphaned."   The site collection in the source content database will display as a deleted site collection in Site Collection Activity results only if it was active during the period covered by the analysis.  A deleted site will continue to be included in activity and storage analysis results if it was active during the period covered by the analysis.

To delete one or more sites from your SharePoint farm:

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

NOTE: If you want to delete a an entire site collection—and have permissions to do so— select the root site (which, by extension, includes all of its subsites).

2Choose Content > Delete Site.

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 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 Auditing ControlPoint Administrator Tasks.

 

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 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 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 Auditing ControlPoint Administrator Tasks.

 

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.

Set Metadata Column BEFORE

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

Set Metadata Column AFTER

To set a metatdata value:

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

2Choose Automation > Set Metadata Value.

Set Column Metadata

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.

If the scope of your selection ...

Then ...

·is at the site level or above

and/or

·includes more than one list

go to the next step.

NOTE:  Before you can select a list column, you must first choose from available Content Types.

consists of only one list

you may want to go to Step 8.

NOTE:  It is not necessary to choose a Content Type for a single list.  The Column drop-down will automatically populate with all of the columns used by that list.

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

Create Managed Metadata CONTENT TYPE CONTAINS

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

7Select a Content Type from the drop-down.

Set Metadata Column CONTENT TYPE

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.

Set Column Metadata NEW VALUE

Now you can either:

·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 executed 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 Auditing ControlPoint Administrator Tasks.

 

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