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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 Site Activity

The Site Activity Analysis provides activity statistics for one or more selected sites, including the distribution of activity among sites within the scope of your analysis.

If you have selected a single site collection in a SharePoint 2007 MOSS farm, analysis results also include the number of top pages (that is, pages within the site collection with the most activity).  

NOTE:  This analysis is not available for SharePoint 2007 WSS-only farms.

To generate a Site Activity Analysis:

1Select the object(s) for which you want to analyze site activity.

2Choose Activity > Site 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 pages with the most activity that you want to compare graphically (in the form of a pie chart).

Top Sites field

The Site Activity Analysis displays the following sections:

·site collections and sites

·Activity Distribution

Site Collections and Sites Section

The site collections and sites section lists the sites within the scope of your analysis, along with the following statistics for the specified day or time period:

·each site and subsite within the scope of your selection

·the site URL

·the Avg. Unique Users/Day

·total Requests (SharePoint 2007 and later) and Home Page Requests (SharePoint 2007) or Page Views (SharePoint 2010 and later)

·the date when the site was Last Accessed.

NOTE:  The Last Accessed date shows the last time the site 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.

Site Activity 2010

Note that the indentation of each site and subsite within a site collection reflect the appropriate hierarchical level.

Activity Distribution Section

The Activity Distribution section consists of a pie chart that depicts the distribution of activity among sites within the scope of your analysis.

Site Activity Distribution

NOTE:  If the analysis encompasses only one site, the pie chart will appear solid.

 

Analyzing Activity by User

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

You can analyze activity for MOSS and all SharePoint 2010 and later farms over the past 30 days.  

You can analyze activity beyond 30 days for SharePoint 2010 Server farms, as long as the Web Analytics Service is used by the Web Application.

You can also use this analysis to identify only files that are currently checked out.

NOTE:  This analysis is not available for SharePoint 2007 WSS-only farms.

Note About "Common" File Names

Lists of "common file names" and "common file extensions" are maintained in XML files located on the Web front-end server where ControlPoint is installed, in the following SharePoint hive subdirectory: \TEMPLATE\LAYOUTS\Axceler\App_Data.  

The purpose of this list is to give you the option of either including or excluding frequently used files from analysis results.  You can customize the XML files to include file names specific to your environment.  For example, you may want to filter out image files used on many pages that do not reflect actual patterns of user activity.  You can also remove any of the default file names provided by Metalogix.  Files containing common file names and extensions are described in the following table.

File

Description

ActivityByUserOrDoc_ExcludedFileNames2007.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2007 farm.

By default, this list includes SharePoint 2007 internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

ActivityByUserOrDoc_ExcludedFileNames_2010.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2010 or higher farm.

By default, this file includes SharePoint internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

Changes that you make to these files must be copied to any additional Web front-end servers in your farm.  Also, whenever you install a ControlPoint update or patch, these files are overwritten with files containing the default lists.  Therefore, if you choose to make modifications, it is recommended that you keep a backup of the file in a different location so that you can replace the default version after an update or patch.

To generate an Activity by User analysis:

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

2Choose Activity > Activity by User.

3Specify the parameters for your analysis.

In addition to "standard" parameters (and the ability to exclude files, as described above), you can choose to have analysis results display information about Checked-out documents only.  Results will include documents that were checked out between the specified start and end date, but have not been checked back in as of the analysis run date.  If you select this option and also check Include Documents with no checked-in version, only documents that have never been checked in (which may happen, for example, if a document was uploaded but a value was not provided for a required property).

Site Activity Distribution

NOTE:  If you accept the default (All Activity), the Include Documents with no checked-in version checkbox will always be ignored.

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 analyze...

Then ...

All Activity

The top level of the analysis displays the following information for each user:

·username (login name) and Display Name

·for each Web application: the cumulative number of user Requests (the term for MOSS) or Page Views (the term used for SharePoint 2010) for all selected site collections within the Web application (as determined by the scope of your selection)

·for each site collection:  the cumulative number of user Requests/Page Views for all of the sites within the site collection

·for each site: the total number of user Requests/page views for pages and documents within the site, and

·the total number of requests/page views made by the user.

When a site is expanded, a list of all of the documents and pages that the user requested/viewed displays, along with the following information:

·the relative url for each page or document, and

·the number of requests by the user for each page or document.

Activity by User PAGE DETAIL

Note that, if the analysis was run on a SharePoint 2010 Server farm beyond the past 30 days, individual file detail cannot be reported and file exclusions cannot be applied.

Activity by User MORE THAN 30

Checked-out documents only

Analysis results display the following information for each checked out document:

·the Document Name (with a link to the ControlPoint Audit Log analysis or the specified date range)

NOTE:  If SharePoint auditing is not enabled for the check in/check out event, the Audit Log analysis will show No Results to Display.

·the URL to the document within the library

·the date and time that the document has been Checked Out Since

·the Last Modified Time

Checked Out Documents RESULTS

If you chose to Include Documents with no checked-in version, documents that meet that criteria (if any) will also be included in analysis results, identified by the symbols ##.

 

Analyzing Activity by Document

The Activity by Document analysis lets you examine request detail for each document or page within a selected scope for a selected date range.

You can analyze activity for MOSS and all SharePoint 2010 and 2013 farms over the past 30 days.  

You can analyze activity beyond 30 days for SharePoint 2010 Server farms, as long as the Web Analytics Service is used by the Web Application.

You can also use this analysis to identify only files that are currently checked out.  (If you want to identify all currently-checked out documents, regardless of date range, use the Checked Out Documents analysis.)

NOTE:  This analysis is not available for SharePoint 2007 WSS-only farms.

Note About "Common" File Names

Lists of "common file names" and "common file extensions" are maintained in XML files located on the Web front-end server where ControlPoint is installed, in the following SharePoint hive subdirectory: \TEMPLATE\LAYOUTS\Axceler\App_Data.  

The purpose of this list is to give you the option of either including or excluding frequently used files from analysis results.  You can customize the XML files to include file names specific to your environment.  For example, you may want to filter out image files used on many pages that do not reflect actual patterns of user activity.  You can also remove any of the default file names provided by Metalogix.  Files containing common file names and extensions are described in the following table.

File

Description

ActivityByUserOrDoc_ExcludedFileNames2007.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2007 farm.

By default, this list includes SharePoint 2007 internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

ActivityByUserOrDoc_ExcludedFileNames_2010.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2010 or higher farm.

By default, this file includes SharePoint internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

Changes that you make to these files must be copied to any additional Web front-end servers in your farm.  Also, whenever you install a ControlPoint update or patch, these files are overwritten with files containing the default lists.  Therefore, if you choose to make modifications, it is recommended that you keep a backup of the file in a different location so that you can replace the default version after an update or patch.

To generate an Activity by Document analysis:

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

2Choose Activity > Activity by Document.

3Specify the parameters for your analysis.

In addition to "standard" parameters (and the ability to exclude files, as described above), you can choose to have analysis results display information about Checked-out documents only.  Results will include documents that were checked out between the specified start and end date, but have not been checked back in as of the analysis run date.  If you select this option and also check Include Documents with no checked-in version, documents for which no checked version exists (which may happen, for example, if a document was uploaded but a value was not provided for a required property) will also be included and will be flagged.

Checked In Document Parameters

NOTE:  If you accept the default (All Activity), the Include Documents with no checked-in version checkbox will always be ignored.

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 analyze...

Then ...

All Activity

The top level of the analysis displays the following information:

·for each Web application: the cumulative number of document or page Requests (the term used for MOSS) or Page Views (the term used for SharePoint 2010) within the Web application (as determined by the scope of your selection)

·for each site collection:  the cumulative number of document or page Requests/Page Views for all of the sites within the site collection, and

·for each site: the total number of document or page Requests/Page Views within the site.

·for each document or page which has had activity: the total Requests/Page Views for that document or page.

Activity by Document RESULTS

When a site is expanded, the following information displays for each document/page:

·the relative url for the page  or Document

·the Username (login name) and Display Name of each user who requested/viewed the document or page, and

·the number of Requests/Page Views for each document or page.

Activity by Document USER DETAIL

Note that, if the analysis was run on a SharePoint 2010 Server farm beyond the past 30 days, individual file detail cannot be reported and file exclusions cannot be applied.

Activity by Document USER DETAIL

Checked-out documents only

Analysis results display the following information for each checked out document:

othe Document Name (with a link to the ControlPoint Audit Log analysis for the specified date range)

NOTE:  If SharePoint auditing is not enabled for the check in/check out event, the Audit Log analysis will show No Results to Display.

·the URL to the document within the library

·the date and time that the document has been Checked Out Since

·the Last Modified Time

Checked Out Documents BY DOCUMENT

If you chose to Include documents that have never been checked out, documents that meet that criteria (if any) will also be included in analysis results, flagged by the symbols ###.

 

Identifying Checked Out Documents

The Checked Out Documents analysis lets you identify all files that are currently checked out of SharePoint for a selected scope.

NOTE:  If you want to identify only those files that have been checked out over a given date range, use the Activity by Document analysis.

Note About "Common" File Names

Lists of "common file names" and "common file extensions" are maintained in XML files located on the Web front-end server where ControlPoint is installed, in the following SharePoint hive subdirectory: \TEMPLATE\LAYOUTS\Axceler\App_Data.  

The purpose of this list is to give you the option of either including or excluding frequently used files from analysis results.  You can customize the XML files to include file names specific to your environment.  For example, you may want to filter out image files used on many pages that do not reflect actual patterns of user activity.  You can also remove any of the default file names provided by Metalogix.  Files containing common file names and extensions are described in the following table.

File

Description

ActivityByUserOrDoc_ExcludedFileNames2007.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2007 farm.

By default, this list includes SharePoint 2007 internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

ActivityByUserOrDoc_ExcludedFileNames_2010.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2010 or higher farm.

By default, this file includes SharePoint internal files.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

Changes that you make to these files must be copied to any additional Web front-end servers in your farm.  Also, whenever you install a ControlPoint update or patch, these files are overwritten with files containing the default lists.  Therefore, if you choose to make modifications, it is recommended that you keep a backup of the file in a different location so that you can replace the default version after an update or patch.

To generate a Checked Out Documents analysis:

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

2Choose Activity > Checked Out Documents.

3Specify the parameters for your analysis.

In addition to "standard" parameters (and the ability to exclude files, as described above), you can choose to Include Documents with no checked-in version. When this box is checked, documents for which a checked-in version does not exist (which may happen, for example, if a document was uploaded but a value was not provided for a required property) will also be included in results and will be flagged.

Include No Checked In Version

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.

For each user who has checked out documents, analysis results display the following information for each:

·the Document Name (with a link to the ControlPoint Audit Log analysis for the specified date)

NOTE:  If SharePoint auditing is not enabled for the check in/check out event, the Audit Log analysis will show No Results to Display.

·the URL to the document within the library

·the date and time that the document has been Checked Out Since

·the Last Modified Time

Checked Out Documents RESULTS

If you chose to Include Documents with no checked-in version, documents that meet that criteria (if any) will also be included in analysis results, flagged by the symbols ###.

 

Related Documents