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Metalogix ControlPoint 8.2 - for Office 365 Administration Guide

Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Searching for SharePoint Sites Managing SharePoint Objects Managing Audit Settings 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

Generating a SharePoint Summary Report

The SharePoint Summary report provides a comprehensive summary of the components (servers, services, Web applications, site collections, and sites) in the  SharePoint Online environment currently being managed in ControlPoint, along with various size  statistics.

You also have the option of including details about servers in your SharePoint farm—such as storage, performance, and usage statistics—which is collected from Windows Performance Monitor.  This option can, however, significantly increase the time it takes to generate the report.

NOTE:  For a server's details be included in report results, the ControlPoint Service account must have permissions to request status information from the server. Details can be found in the ControlPoint Administration Guide.

To generate a SharePoint Summary report:

In the SharePoint Hierarchy, select the farm node, the choose SharePoint Summary.

Farm Summary Report CP Online PARAMETERS

Note that the View activity for: drop-down is disabled as it does not apply for this report.

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.

The SharePoint Summary consists of the following sections:

·a summary of farm components

·Servers and Services

Farm Components Summary

The top of the report displays the total number of servers, Web applications, site collections, and sites in the farm.

Note that the Total # of Sites includes root sites (whereas in the SharePoint Hierarchy, the number that displays in parentheses beside a site collection excludes the root site).

Servers and Services

If you chose to Show Servers Details, the Servers and Services section lists all of the servers in the farm, as well as all of the services currently installed on each server.  Storage, performance, and usage details also display.

NOTE:  Information reported varies, depending on the nature of the server.  For example, Web Requests are not relevant for a SQL server.  Depending on how WMI captures the information, if a statistic is irrelevant for the server, the value will display as either N/A or  0.

Web Applications

In addition to the Web application name and url, the Web Applications section displays the following statistics for each individual Web application, as well as aggregated totals for the entire farm:

·the number of:

§Site Collections

§Sites - which includes root sites and any subsites that have been created

§Lists - which includes both user-created (visible) lists and internal (hidden) lists, such as galleries, that are necessary for the functioning of the site, and

§Files - which includes web pages as well as documents

·Size, (in MB) - the total size of the Web application's content, which:

§does not include elements such as metadata, logs, free space, and other overhead

§is not the disk size of the content database

·If all site collections within a Web application have quotas:

§Free Space

§% Usage

NOTE:  If there are site collections within a Web application that do not have quotas set, "N/A" will display in the Free Space and % Usage columns.

·Number of Requests for the specified date or date range.

EXCEPTION:  If you have WSS only installed, only cumulative data is available.  For more detail, see Variations in Activity Data.

When expanded, the following information about each Web application's content database(s) displays:

·the corresponding IIS application pool and the source account that runs the application pool

·the name of both the content database and the server on which it resides

·the current number of site collections in the database, and

·the maximum number of site collections allowed in the database.

Service Application Associations  (SharePoint 2010)

If you are running SharePoint 2010, two additional sections are included in report results:

The Service Application Associations per Web Application section lists each Web application, along with the application Proxy Group to which it is mapped.  When expanded, each Service Application associated with the Web application is listed along with its Status.

The Web Applications Associated With Service Applications section lists each of the Service Applications that have been associated with one or more Web applications.  When expanded, all of the Web applications with which the Service Application is associated are listed.

 

Object Summary

The top of the report displays the total number of site collections and sites in the environment.

Farm Summary CP Online TOTALS

Site Collection Detail

The Site Collection Details section displays the following statistics for each individual site collection, as well as aggregated totals for the entire environment:

·the number of Sites, Lists, and Files in the collection

·the Size of the collection as well as Free Space and % Usage of allocated storage space.

 

Analyzing Storage

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

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

·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.

 

Analyzing Site Collection Storage

The Site Collection Storage Analysis provides storage statistics for selected site collections, including:

·the distribution of storage among Web applications selected for analysis, and

·the number of top site collections (that is, site collections with the scope of your analysis using the most storage).  

To generate a Site Collection Storage Analysis:

1Select the object(s) on which you want to perform the analysis.

2Choose Storage > Site Collection Storage Analysis.

3Specify the parameters for your analysis.

Note that, in addition to the "standard" parameters, a Limit display to must be specified.  The value in this field (which is 10 by default, but may be changed), represents the number of sites using the most storage space that you want to examine more closely.  These sites are listed in a separate section at the bottom of the analysis results.

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.

Storage Analysis RESULTS

The Site Collection Storage analysis consists of the following sections:

·Web Applications

·Size Distributions

·Storage Usage

·Top Site Collections

Web Applications Section

The Web Applications section lists the Web application(s) within the scope of your analysis, along with the following statistics for individual Web applications and cumulative totals:

·the number of site Collections, Sites, Lists, and Files.

·the Size, in megabytes (MB) of storage used.

NOTE:  Size includes content but excludes logs, metadata and other storage overhead.  It is not meant to reflect the size of the content database.  

When expanded, these statistics display for individual site collections, along with:

·the Content DB used by the site collection

·Quota in megabytes (MB)

·%Usage relative to the quota..

Storage Analysis WEB APPLICATIONS

Size Distributions and Storage Usage Sections

The Size Distributions section consists of a pie chart that depicts the size distribution among the Web applications within the scope of your analysis.  (If you generated the report for a single Web application, the chart will appear solid.)

The Storage Usage section consists of a bar chart that shows the amount of storage space used by each Web application relative to the Web application's quota.  

NOTE:  If a quota has not been set for the Web application, Used Space will not be captured.

Storage Analysis SIZE DISTRIBUTION

Top Site Collections by Size

This section shows statistics for the site collections using the most storage space. The number of site collections that display in this section is determined by the value you specified for Limit display to.

Storage Analysis TOP SITES

 

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

 

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