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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 Storage Used by a Site's Lists, Libraries, and Files

The Site Lists and Libraries Storage analysis lets you view the storage usage of each list, library, and file on a selected site, including all hidden lists (such as Master Page Gallery, Reporting Metadata, and User Information).

You can also open a list, library, or file directly from analysis results.

To generate a Site Lists and Libraries Storage analysis:

1Select the site for which you want to analyze storage used by lists, libraries, and files.

NOTE:  This analysis can only be performed on a single site.  If you multi-select, only the site on which you right-clicked will apply.

2Choose Storage > Site Lists and Libraries Storage.

3If different than the default (1000), enter Number of files by size (that is, files that use the most storage) to display.

The Site Lists and Libraries Storage Analysis consists of the following sections:

·Lists and Libraries


Lists and Libraries section

The Lists and Libraries section lists all of the lists and libraries within the selected site, along with

·a SharePoint icon identifying the list or library type

·the Title of the list or library

·the list or library Type

·the number of Items in the list or library

·the URL (path) to the list or library

·the date and time when the list or library was Last Updated

·the Size of the list or library in kilobytes (KB)


The Total number of lists and libraries in the site, as well as the total size of all lists and libraries (excluding Recycling Bin contents) displays at the end of the section.

Note that, as long as a list is visible in SharePoint, you can link to a List Properties analysis for that list by clicking the Title hyperlink.  If a list is hidden, however the hyperlink will not be available.


Files section

The Files section lists up to the number of top files that you specified (which may include posted content, templates, aspx files and web parts if applicable), along with the following information:

·a Title hyperlink that links directly to the file

·the file Type

·the Directory in which the file is contained

·the current Version number

·if more than one version exists, the #Old Versions and the total Old Version Size (KB)

·the date and time when the file was Last Updated

·the Total Size of all versions of the file, in kilobytes (KB).

Site Storage FILES

The Total number of files (up to the limit specified in the Number of files by size parameter), as well as the total size of all files, displays at the end of the section.  

Site Storage FILES END


Analyzing Storage Used by Content Databases

The Content Databases Storage analysis provides current information about content databases used in your SharePoint farm, including:

·the Web application with which the database is associated

·the database's size, status, and the maximum number of sites allowed

·storage used by the database, the log file, and the audit log

·each of the site collections, sites, lists, and files that use the database.

To generate a Content Databases storage analysis:

1Select the object(s) for which you want to analyze content database storage.

2Choose Storage > Content Database Storage.

3Specify the parameters for your analysis.

Now you can either:

·run the operation immediately (by clicking the [Run Now] button)


·schedule the operation to run at a later time or on a recurring basis.


·save the operation as XML Instructions that can be executed at a later time.

Content Database Storage Analysis Results

The top level of the analysis lists the Web application(s) within the selected scope, the associated content database(s) along with the following information:

·Data File Size

·Data File Space Used

·the database's Log File Size

·the Log File Space Used

·the Audit Log Size (in MB)

·the database's Status, which may be:







(Consult your SharePoint documentation for status definitions)

·the Current # of Sites using the database

·the number of sites that can use the database before a Site Level Warning is generated

·the Max # of Sites that can use t++

·he database

NOTE:  All sizes are in megabytes (MB).  The Data File Size includes content, metadata and other storage overhead.

Content Database Storage RESULTS

When expanded, the following information displays for each content database:

·each of the site collections within the scope of your analysis that uses the database, along with:

§the number of Sites, Lists, and Files within the site collection

NOTE:  The number of Lists includes all hidden lists (such as Master Page Gallery and User Information).

§the total Size of the site collection in MB (and only if a quota has been set, hyperlinked to the SharePoint site Usage Summary page)

NOTE:   The Site Collection Size includes content only (no metadata or overhead).

Content Database Storage RESULTS


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.

Storage by File Type

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.

For Number of files to show in drill-down, enter the number of files that use the most amount of storage upon drilling down to an analysis for a selected file type.

Now you can either:

·run the operation immediately (by clicking the [Run Now] button)


·schedule the operation to run at a later time or on a recurring basis.


·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


Analyzing Content of Recycle Bins

The Recycle Bin Report lets you examine the contents of Recycle Bins for one or more site collections in your SharePoint farm.  

To generate a Recycle Bin Report:

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

2Choose Storage > Recycle Bins.

3Specify whether or not you want to Display with results expanded.

Now you can either:

·run the operation immediately (by clicking the [Run Now] button)


·schedule the operation to run at a later time or on a recurring basis.


·save the operation as XML Instructions that can be executed at a later time.

The top level of analysis results lists:

·the Web application(s) within the scope of your analysis that contain Recycle Bin items

·the site collection containing the recycle bin items  

·the total size of the items in all recycle bins.

When expanded, the following additional information displays:

·the Recycle Bin for each site collection within the scope of your analysis, along with the size (in KB) of all of the items contained within it

·for each item in a Recycle Bin:

§an icon that represents the file Type

§the Title of the item

§the Directory from which the item was deleted

§the user account that the item was Created by

§the user account that the item was Deleted By

§the date the item was Deleted On

§the Size of the item in kilobytes (KB):

Recycle Bin Report EXPANDED


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