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Metalogix ControlPoint 8.2 - User Guide

Preface Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Searching for SharePoint Sites Managing SharePoint Objects
Accessing SharePoint Pages Viewing Properties of an Object within the SharePoint Hierarchy Creating Dashboards for Monitoring Statistics within Your SharePoint Farm Setting Object Properties Managing Site Collection and Site Features Managing Audit Settings Creating and Managing SharePoint Alerts Setting ControlPoint Alerts Managing Metadata Copying and Moving SharePoint Objects (Version 8.0 and Earlier) Moving a Site Collection to Another Content Database Deleting Sites Deleting Lists Archiving Audit Log Data Before Moving or Deleting a Site Collection Duplicating a Workflow Definition from one List or Site to Others Removing a Workflow from One or More Lists (or Sites)
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 Executing Instructions for a ControlPoint Operation Using the ControlPoint Governance Policy Manager (SharePoint 2010 and Later) Using Sensitive Content Manager to Analyze SharePoint Content for Compliance Using ControlPoint Sentinel to Detect Anomalous Activity Default Menu Options for ControlPoint Users About Us

Running a Full or Partial Discovery Manually

You can run a Discovery on your entire farm or a Partial Discovery on selected Web applications/site collections either interactively or on a one-time or recurring schedule.

You may want to manually run a Full Discovery when:

·the nightly Full Discovery job is disabled or has failed to run, or

·you want to perform an ad hoc update to the ControlPoint cache.

A Partial Discovery can be useful:

·when you want to update the ControlPoint cache for specific Web applications/site collections only without having to run a more resource-intensive Full Discovery.  (For example, if you just granted new permissions to a user in the Business Administrators group and want sites to be visible to that user in the SharePoint Hierarchy, you can run a partial Discovery just on the Web application(s) containing the sites that the user manages.)

·for Web applications or site collections that you have excluded from the Full Discovery process.  For example, some Web applications, such as those that contain My Sites, can greatly increase the Full Discovery run time.  Web applications containing such sites may be excluded from the Full Discovery process and scheduled to run less frequently.

IMPORTANT:  Unlike Full Discovery, which runs under the ControlPoint Service Account, manual Discovery is run under the credentials of the logged-in user.  Therefore, you can only discover site collections for which you are a Site Collection Administrator.

To run a Discovery manually:

1From the Manage ControlPoint tree choose ControlPoint Management > Discovery.

Partial Discovery

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

If you want run a...

Then ...

Full Discovery

do not modify the Selection section.

NOTE: The default selection encompasses the entire farm, except for any Web applications and/or site collections that have been excluded from the Full Discovery process.  

Partial Discovery

select the Web application(s)/site collection(s) on which you want to run Discovery, using the procedure for Changing Your Selection.

NOTE:  The Partial Discovery will include all Web applications/site collections that you explicitly select, regardless of whether they have been excluded from the Full Discovery process.

3Either:

§run the Discovery immediately (by clicking the [Run Now] button).

OR

§schedule the Discovery to run on a one-time or recurring basis.  

 

Searching for SharePoint Sites

The ControlPoint search functionality is designed to complement that used by native SharePoint.  

The SharePoint search focuses on content (documents, users, and so on) based on metadata and/or words within the content.  The ControlPoint search focuses on finding SharePoint sites based on their properties.

ControlPoint lets you:

·locate SharePoint sites by entering simple search terms or using an Advanced Search, and

·find a SharePoint site within the context of the ControlPoint SharePoint Hierarchy using the Search Hierarchy function.

A search can also be used to locate objects in the Change Selection pane and the various object pickers used throughout ControlPoint.

TIP:  For locating sites within a very large farm, consider using the ControlPoint search functionality as a time-saving alternative to browsing through the SharePoint Hierarchy.

Performing a Simple or Advanced Search

To locate sites within your SharePoint environment, you can perform either:

·a simple search (by entering a full or partial site name or url), or

·an advanced search (by selecting from a variety of criteria on which to base your search).

NOTE:  Simple and advanced searches use cached data collected by the Discovery job.  This means that it will take less time to process then a hierarchy search, which by default uses real-time data.  

To perform a simple search:

1From the left navigation frame choose Search.

2Enter a full or partial site name in the Simple Search Terms box.

Search terms

3Click the magnifying glass icon ().

NOTE:  Results will include sites that match any part of the text string that you entered.

Simple Search Results

To perform an advanced search:

1Use one of the following options:

§From the SharePoint Hierarchy or Search Hierarchy results, select the object(s) on which you want to perform your search.  Right-click and choose Advanced Search.

Advanced Search Left menu

§From the left navigation frame Search tab, choose Advanced Search.

Search Header

NOTE:  When you initiate your search from anywhere within the SharePoint Hierarchy, the scope of the search will be limited to sites within that level of the hierarchy.  When you initiate the search from the Search tab, the search will include all matching sites within the farm.  The Central Administration site, however, is always excluded from search results.

2In the Parameters section, select/enter the criteria you want to use to narrow your search.

Advance search CRITERIA

You can:

§enter a full or partial Site Name and/or Site URL

NOTE:  If you enter a Site URL, only the URLs of sites within the SharePoint farm for which you have management permissions will be included in the search.  Links from a page in the farm to other sites in the farm or content outside the farm will not be searched. In addition, unlike the simple search, if you enter more than one word in the name field, the full string as you typed it must occur within a site name for it to display in the results.

§select one or more site attributes:

§Site Template Used or Not Used

§Web Parts Used or Not Used

§System Master Page Used or Not Used, and/or

§Site Theme  Used or Not Used.

NOTE:  Because the search uses cached data, the drop-down lists for the above attributes are populated with items that are current as of the last time Discovery was run and contain values that have actually been used within the selected scope.

§specify one or more site parameters, by selecting the appropriate operator (>=, <=, or =) and entering a value for:

§number of Files

§Size (KB)

§Quota

§% of Quota

§Created date, and/or

§Last Modified date.

NOTE:  If you enter a Quota <= a specified value, sites for which a quota has not been set will also be included in results.

§select a Security level that is currently in use in the site's "has permissions" field.

§select whether you want to find sites which have permissions that are either Inherited or Unique.

§find sites for which a specific user has permissions; by selecting a user.

You can, optionally, further narrow your search by locating only those sites for which the user or group has permissions at a specific level.

If you have a SharePoint Server farm and the ControlPoint Application Administrator has defined Custom Properties, you can locate sites that have been assigned specific Custom Properties via the Set Site Properties action. (This section does not display for SharePoint 2007 or for Foundation farms.)

NOTE:  The search will return only those sites that meet all of the criteria you specify, including Not Used criteria. For example if you are searching for sites that do not use the Team Site template and do not use the Cardinal theme, only sites which use neither will be included in results.

All of the sites that meet the criteria you specified display in the Search Results.

Advance search EXPANDED

If you want to initiate a new search or change search criteria, first click [Reset] to clear the contents of the Advanced Search window.

 

Working with Simple or Advanced Search Results

All simple and advanced search results pages include a standard header and footer, in addition to search results detail.

Search Results Toolbar

ControlPoint search results pages employ a report toolbar that contains page navigation, zoom, find, export, and print capabilities.

Analysis Results HEADER

Search Results Header

The search results header sections contains summary information, including the search criteria used, as well as the scope of the search (as determined by the level at which the search was initiated).

The Cached field displays the date and time that the cache was last refreshed via the Discovery task.  The search results are current as of that date and time.

Search Result Detail 1

Search Results Footer Information

The search footer contains the following information:

·the name of the administrator who generated the search (which can be useful if search results are exported or printed and distributed, since the content of the search reflects that administrator's permissions)

·the number of pages in the search (you can scroll through multi-page search results from the results toolbar in the search results header), and

·the date and time when the search results were generated.

Search Results Footer

Acting on Search Results

From search results you can perform any of the actions described in the following table.

If you want to ...

Then ...

print search results

from the results toolbar:

a)Click the Print Preview icon (Print Preview icon ).

b)Click the print icon ( ).

 

(Printed results will contain only the data that is currently expanded.)

export search results

choose an Export to the selected format option from the drop-down, then

click the Export link.

Export Options

NOTE:  If you export to Excel, all data will be exported, regardless of whether it is expanded.  If you export to an Acrobat (PDF) file, only data that is currently expanded will be exported.

download raw analysis result data to a CSV file that can be imported into another program for further examination

click the Download Report Data as CSV hyperlink in the results toolbar.

csv link

This option differs from the csv option in the Export... drop-down in that it provides all of the raw data (including object GUIDs and internal field names, for example) used to create the results.  This may be useful for troubleshooting or for more in-depth analysis.

perform a ControlPoint action or analysis within the current workspace

use the procedure for Acting on Search or Data Analysis Results.

 

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