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Metalogix ControlPoint 8.5 - O365 User Guide

Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Searching for SharePoint Sites Managing SharePoint Objects Managing Audit Settings Managing Metadata Managing SharePoint User Permissions Data Analysis and Reporting Scheduling a ControlPoint Operation Saving, Modifying and Executing Instructions for a ControlPoint Operation Provisioning SharePoint Site Collections and Sites Using Sensitive Content Manager to Analyze SharePoint Content for Compliance Using ControlPoint Sentinel to Detect Anomalous Activity Default Menu Options for ControlPoint Online Users About Us

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.

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.

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.

Now you can:

·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 run 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 Trends

For a single farm, Web application, or site collection, you can analyze trends over a specified time period in:

·site count, and/or

·storage.

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 Server farms

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

·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 SharePoint 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.

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:

·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 run 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.

 

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