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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

Finding Duplicate Files

The Duplicate Files Report lets you to locate files across lists and libraries in your farm that have the same file name, extension, and relative size.  You may want to use the information in this report to help you free up storage space in content databases.  

Note About "Common" File Names and Extensions

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 these lists 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 and extensions specific to your environment.  For example, you may want to filter out company-specific files that are in multiple document libraries by design.  You can also remove any of the default names and extensions.  

Files containing common file names and extensions are described in the following table.

File

Description

DuplicateFiles_CommonFileNames_2007.xml

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

By default, this list includes file names associated with SharePoint 2007 built-in templates.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

DuplicateFiles_CommonFileNames_2010.xml

Names in this file will populate the Exclude File Names parameter for a SharePoint 2010 or 2013 farm.

By default, this file includes file names associated with SharePoint 2010 built-in templates.  When you specify the parameters for your analysis, you can exclude some or all of the file names in this list.

DuplicateFiles_CommonFileNames_Wildcards.xml

Names in this file will be added to the Include File Extensions only parameter.

By default, this file includes the entry *.000, which gives you the option of excluding SharePoint temporary files from results.

You can specify additional  wildcards that you can exclude from analysis results.  Enter wildcards in one of the following formats:

·*name

·name*  

·*name*'

Examples:

·*.aspx

·template.*

·*master*

DuplicateFiles_Extensions.xml

By default, this file includes both file extensions associated with SharePoint templates and many common file formats, allowing you to filter results to include files with specific extensions.

NOTE:  This file is shared with the Storage by File type.

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 Duplicate Files Report:

1Select the object(s) for which you want to find duplicate files.

2Choose Storage > Duplicate Files.

3Specify one or more parameters for your analysis.  Use the information in the following table for guidance.

If you want to ...

Then ...

include only files that are either Files in Document Libraries or Attachments to List Items

select the appropriate option from the Include drop-down

Duplicate Files INCLUDE

include only files with specific file extensions

select from the Include File Extensions only list box.  (You can select multiple items using the [Shift] and [Ctrl] keys in the conventional manner.)

Duplicate Files EXTENSIONS

REMINDER: This list is populated by DuplicateFiles_Extensions.xml, located in the SharePoint hive subdirectory: \TEMPLATE\LAYOUTS\ Axceler\App_Data.

include only files whose name include a particular text string

enter the text string in the File Name Contains field.

Duplicate Files FILE NAME

include only duplicate files of which there are more than two (2) instance

change the default value for Minimum Number of Duplicates.

For example, if you enter 3, results will include only files for which three or more instances exist.

Duplicate Files MINIMUM

consider files whose size varies within a  specified percentage  to be "duplicates"

specify a File Size Matching Threshold (%)

NOTE:  The default value of 5% is intended to take into account variations in metadata and version histories that may be found in files that otherwise have exactly the same content (this often occurs with Microsoft Office files, for instance).  Changes in file size can occur when they are uploaded to SharePoint.  If you want all files with the same file name and type to be included, regardless of size, enter 0.

sort results by Number of Duplicates or File Size

select the appropriate option from the Sort By drop-down.

Duplicate Files SORT BY

By default, results are sorted by File Size..

 

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 all duplicate files that meet the criteria of your analysis, along with the following information:

·File Name

·Average Size (MB)

·Number of Duplicates

When expanded, the following additional information displays for each group of duplicate files:

·The URL for the list or library where each file is located

·The Size (MB) of each file

·The File Version Number

NOTE:  If versioning is not enabled for a document library or if the file is an attachment to a list, the version number will always display as 1.0.

·The user the file was last Modified By.

Duplicate Files RESULTS 2

NOTE:  The Number of Duplicates represents the total number of files found.  The URL column lists those for which you have permissions.

 

Analyzing Content

ControlPoint provides the following tools for analyzing site content:

·The Metadata Usage analysis shows where and how Managed Metadata is used in SharePoint 2010 and later Server farms

·The Content Types analysis shows properties and usage details of SharePoint content types.

·The Recycle Bin Report lets you examine the contents of recycle bins for one or more site collections.  

·Web Parts by Part and Web Parts by Site include detailed statistics about Web Parts used in selected sites.

You can also analyze trends in site count over a specified time period.

 

Analyzing Managed Metadata Usage

The Metadata Usage analysis lets you analyze the use of managed metadata as list/library columns in your SharePointServer environment.  You can group results by site or by term set and you have the option to Include usage count and the individual items in lists or libraries that use the metadata.

NOTE:  Because it relies on data from the Managed Metadata Service that is only available in the Server version of SharePoint 2010 and later, this analysis is not available for SharePoint 2007 or SharePoint Foundation.

To generate a Managed Metadata Usage analysis:

1Select the object(s) whose managed metadata usage you want to analyze.

2Choose Content > Managed Metadata Usage.

3Specify the parameters for your analysis.  Use the information in the following table for guidance.

Metadata Usage PARAMETERS

If you  ...

Then ...

want results to include only metadata with term sets OR terms that contain a specific text string

 

·enter the string in Show only Metadata of TermSets/Terms containing field.

NOTE:  You can enter multiple text strings as a comma-separated list.

·choose the applicable Select by option  (to indicate whether you want ControlPoint to search for TermSet or Term)

want results to include the number of list items that have a value in the column that uses the metadata

check the Show item usage count box.

want results to include the actual list items that have a  value in the column that uses the metadata

check the Show items in list or library box.

NOTE:  If you check this box, ControlPoint must iterate through all list items.  Depending on the scope of your analysis and the number of items within that scope, processing time may increase noticeably.

want to group results by term set rather than by site

uncheck the Group by Site box.

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 group results by site:

·The top level of the analysis shows each of the Web applications and sites within the scope of your analysis that use managed metadata

·When expanded, the following information displays each list that uses managed metadata, along with the following information:

§the name of the Column referencing the Metadata

§the Term Store, Term Group, and Term Set

§the Term specified for the list column (if applicable)

NOTE:  The Term column will also show item-level terms only if the Show items in list or library box.

§if the Item Usage count parameter was checked, the number of items for which the column has been populated with metadata.

Metadata Usage BY SITE

If you chose to group results by TermSet:

·The top level of the analysis shows each Term Store providing the metadata, followed by each Term Group and Term Set.

·When expanded, the following information displays for each term set:

§the site that uses the metadata

§for each list that uses the metadata:

§the name of the Column Referencing the Metadata

§if the Item Usage count parameter was checked, the number of items for which the column has been populated with metadata.

§the Term specified for the column (if applicable)

NOTE:  The Term column will also show item-level terms only if the Show items in list or library box.

Metadata Usage BY TERMSET

Note that if you have customized a term set for the site collection, SharePoint assigns the name of the Term Group.

Metadata Usage BY TERMSET

To open the SharePoint site that uses the metadata, click on the site url.

To open SharePoint list settings page for a list, click on the list name.

 

Analyzing Content Types

The Content Type Analysis provides information about SharePoint content types within a selected scope, including

·the content type's parent object

·the site or list where the content type was defined.

You can specify additional parameters to include more detail (such as a count of items that use the content type and/or a list of the items themselves), and you can choose to group results by either content type or site.

Note About "Common" Content Types

A list of "common content types" is maintained in the file CommonContentTypes.xml, which is located on the Web front-end server where ControlPoint is installed, in the following SharePoint hive subdirectory: \TEMPLATE\LAYOUTS\Axceler\App_Data.

By default, this list includes default content types associated with SharePoint built-in templates.  The purpose of this list is to give you the option to "filter out" commonly used content types from analysis results.

You can customize this file to include "common" content types specific to your environment that you would like to have the option of excluding.  For example, you may want to filter out a company-specific content type that is used in every site in your farm.  You may also want to remove a default content type from the list.  

Changes that you make to this file must be copied to any additional Web front-end servers in your farm.  Also, whenever you install a ControlPoint update or patch, this file is overwritten with a file containing the default list.  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 Content Type Analysis:

1Select the object(s) whose content types you want to analyze.

2Choose Change Management > Content Types.

3Specify the parameters for your analysis:

a)For Include sites where content types are, select one of the values described in the following table.

Content Types INCLUDE DROP-DOWN

If you want results to include sites ...

Select ....

for which the content types are available, regardless of whether they have been "adopted" by a list/library

Available.

where the content types are defined, regardless of whether they have been "adopted" by a list/library

Defined.

containing lists/libraries that have "adopted" the content types

In Use.

NOTE:  A content type that has been adopted by a list or library is considered "in use" regardless of whether it has actually been associated with any items.

for which the content types:

·are available, and

·have not been adopted by a list/library

Available, Not In Use.

where the content types:

·are defined, and

·have not been adopted by a list/library.

Defined, Not in Use.

If you want to limit results to content types that contain a specific text string, enter that string in the Limit report to content types containing field.  (You can enter multiple text strings as a comma-separated list).

b)Specify the remaining checkbox criteria using the guidelines in the following table.

 

If you ...

Then ...

want to group results by content type rather than by site

uncheck the Group results by site box.

want results to include the names of content type columns

check the Show content type column names box.

want results to include a count of the number of items with which the content type is associated

check the Show item usage count box.

NOTE:  If you check this box, ControlPoint must iterate through all list items.  Depending on the scope of your analysis and the number of items within that scope, processing time may increase noticeably.

want to exclude common content types from results  (see "About Common Content Types," above)

check the Exclude common content types box.

want results to include the lists and libraries that use the content type

check the Show items in list or library box.

NOTE:  If you check this box, ControlPoint must iterate through all list items.  Depending on the scope of your analysis and the number of items within that scope, processing time may increase noticeably.

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 analysis results header includes all of the parameters that you specified.

The top levels of the analysis shows either:

·all of the sites within the scope or your analysis, followed by the content types that are used within each site (if you chose to group results by site)

OR

·each of the content types within the scope of your analysis, followed by the sites that use it (if you chose to group results by content type).

When results are expanded, the following information displays for each content type:

·the name of the Content Type

·the content types Parent object (that is, the content type from which the content type was created)

·the content type's Source (that is, the site or list where the content type was defined)

·each of the Lists/libraries

·if selected in the Parameters section:  

§the item Count (that is, the number of items within each list or library using that content type )

§the content type's Column Names

§a list of the Items that use the content type.

Content Types RESULTS

NOTE:  If you chose Show item usage count  and/or Show items in list or library, an Item Count will be included.  If you chose neither of these parameters, the Item Count column header will not be visible.

 

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