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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

Analyzing Activity

ControlPoint offers the following analysis tools that enable you to examine activity within your organization's SharePoint farm for a specific date or time period:

·Most/Least Activity analysis lets you examine site collections, sites, users, lists, and list items that have had the most and/or least activity over a specific time period

·Site Collection Activity Analysis provides detailed activity statistics for one or more site collections.  

·Site Activity Analysis provides detailed activity statistics for one or more sites  

·Activity by User analysis lets you examine specific pages and documents requested by one or more users.

·Activity by Document analysis lets you examine request detail for each page and document within one or more sites.

·Inactive Users analysis lets you find users who have had no activity for one or more site collections or sites over the past 30 days.

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

NOTE:  The nightly Full Discovery task accumulates and caches activity data that is collected by the nightly SharePoint Usage Analysis tasks. Therefore, activity data is as current as the last time the nightly Full Discovery task was run (that is, the option to run an activity analysis on real-time data is not available, and you cannot capture this data by running a manual (interactive) Discovery).

IMPORTANT:  To generate a fully-functional Activity analysis:

·in SharePoint 2007:

§MOSS must be installed, and

§Usage Tracking must be enabled for both MOSS and WSS.  (Consult your SharePoint documentation for specific instructions.)

·in SharePoint 2010 and later, Usage Data Collection must be used by all Web applications in the farm.

 

Variations in Activity Data

Activity Data for WSS-only Environments

On a MOSS or SharePoint Server system, you can report daily requests/page views or cumulative hits.  If you have WSS only, only cumulative activity data can be reported, as identified by two asterisks (**) following the activity data.

Variations in Site Usage Data

Typically, ControlPoint activity analysis data (including Farm Summary and Top Sites) is based on daily request data compiled by SharePoint.  

At the site level, this data is normally presented:

·in a SharePoint 2013 and later environment, in various Usage and Search reports.

Activity 2013 USAGE DETAILS

·in a SharePoint 2010 environment, in SharePoint Web Analytics reports.

SP Web Analytics

·in a SharePoint 2007 (MOSS) environment, in Site Usage reports.

SP Sit Usage Summary 2

You can link directly to the applicable page for your SharePoint environment from ControlPoint Activity Analysis results.

Depending on a number of factors, including the SharePoint variation that you are running and which features are activated in a particular site collection or site, the SharePoint site usage report data may be different from either of those shown in the example above.

NOTE:  Because they are calculated differently, if the SharePoint site usage page reports Hits, this number will typically be higher than the number of Requests/Page Views reported by ControlPoint.

 

Analyzing Most/Least Activity

Use the ControlPoint Most/Least Activity analysis to examine SharePoint objects within a selected scope and specific date range, ranked according to:

·most or least active site collections and/or sites

·most or least active lists, list items, users, and/or pages.

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

NOTE:  In a MOSS environments, activity reporting is done for the last 30 days for lists, list items, and users.  This analysis is not available in WSS-only environments.

To generate a Most/Least Activity analysis:

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

2Choose Activity > Most/Least Activity.

3Specify the following parameters for your analysis:

a)Select the object types you want to analyze:  

§Site Collections and Sites

OR

§Documents, Pages, and Users.

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

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

Most Least Activity INCLUDE

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

c)If you want results to cover a time period different than the default date range (the past 30 days), specify a different Start Date and/or End Date.

Most Least START END

EXCEPTION:   In a MOSS environment, the past 30 days is the only option for documents, pages, and/or users

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

MosLeast Activity ADVANCED

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 more or less than 10 objects

change the Limit results to number of Objects default value.

NOTE:  If this field is blank, the default value (10 objects) will be used.

based on number of requests*

enter a number for Number of Requests per Object.

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 activity 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 (+).

based on number of items in a list*

enter a number for Limit results to number of List Items per List.

* NOTE:  If your analysis includes "most" activity, results will include objects at or above that limit; for "least" activity, results will include objects at or below that limit.  

b)If your analysis includes site collections and you want to use usage data collected directly from SharePoint rather than the ControlPoint cache, uncheck the Use cached data box.

NOTE:  Using cached data can significantly reduce the time it takes to generate an analysis on large site collections.  Activity at other levels of the hierarchy is always performed in real-time.  

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 body of the analysis includes a subsection for each usage type.

Site Collections, Sites, or Users with No Activity

Note that if the number of site collections, sites, or users with no activity exceeds the value you specified for Limit Display to, a single line item with the total number with no activity will be returned rather than individual line items.

EXCEPTION:  If your analysis includes Site Collections -Least Active and is run using cached (not realtime) data, results will show only site collections with the least amount of actual activity (site collections with no activity will not be included).

Usage NO ACTIVITY

TIP:  If you want to see all of the site collections, sites or users with no activity, generate another analysis with Limit Display to set to the number shown as the Inactive Count.

 

Analyzing Site Collection Activity

The Site Collection Activity Analysis provides activity statistics for selected site collections, including:

·the distribution of activity among Web applications and site collections selected for analysis, and

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

To generate a Site Collection Activity Analysis:

1Select the object(s) (farm, Web application(s), or site collections) for which you want to analyze activity.

2Choose Activity > Site Collection Activity 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 site collections with the most activity that you want to examine more closely.  These sites are listed in a separate section at the bottom of the analysis Results section.

EXCEPTIONS:  If you are running in a WSS-only environment, you can only View Activity for Cumulative Hits, and Top Sites are not displayed. See Variations in Activity Data.

NOTE:  If you want to perform an analysis that focuses exclusively on top site collections that meet specific activity or storage criteria, you can generate a Most/Least Activity Analysis.

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.

Activity Analysis RESULTS

The Activity Report displays the following sections:

§Web Applications

§Activity Distribution

§Top Site Collections

Web Applications Section

The Web Applications section lists all of the Web applications within the scope of your analysis, along with the following statistics for individual Web applications, as well as cumulative totals:

§the number of Collections, Sites, and Lists in each Web application

NOTE:  The number of Lists includes both user-created (visible) lists and internal (hidden) lists, such as galleries, that are necessary for the functioning of the site.

§the total number of Requests (the term used for MOSS farm), or Page Views (the term used for SharePoint 2010 farm) cumulative Hits (for a WSS-only farm) that site collections within the Web application have received for the specified day or time period.

Most statistics are hyperlinked to relevant SharePoint pages for Usage (for a MOSS or 2010 Foundation farm) or Web Analytics (for a SharePoint 2010 Server farm).

When expanded, statistics for individual site collections within each Web application displays, including:

·the site collection name (with a hyperlink for generating a ControlPoint Site Activity analysisfor the selected site collection/time period.)and url

·the number of Sites and Lists within the collection

· the Avg. Unique Users/Day who have visited the site collection for the specified day or time period (That is, any user who has more than one set of permissions to a site is only counted once.)

·the number of Requests (the term used for a MOSS farm), cumulative Hits (for a WSS-only farm) or Page Views (the term used for a SharePoint 2010 farm) that the site collection has received for the specified day or time period.

·the date when the site collection was Last Accessed (within the date range specified by the analysis).

Activity WEB APPLICATIONS

Most statistics are hyperlinked to relevant SharePoint pages for Usage (for a MOSS or farm) or Web Analytics (for a SharePoint 2010 Server farm).

Activity Distribution Section

The Activity Distribution section consists of a pie chart that depicts the distribution of activity among the Web applications returned by your analysis.

NOTE:  If the analysis was generated for a single Web application, the pie chart will show the distribution of activity among site collections within that Web application.  If your environment is WSS-only environment or you chose to view activity for Cumulative Hits, this data is unavailable.

Top Site Collections Section

This section shows statistics for the site collections within the scope of your analysis with the most activity. The number of site collections that displays in this section is determined by the value you entered in the Parameters section for Limit Display to.

NOTE:  The Last Accessed date shows the last time the site collection was accessed within the date range covered by the analysis.  Any activity that occurred before or after the specified date range will not be reflected in results.

Activity TOP SITES

See also Analyzing Most/Least Activity.

 

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