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Metalogix ControlPoint 8.5 - User Guide

Preface Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Using ControlPoint Dashboards Searching for SharePoint Sites Managing SharePoint Objects 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 Running Instructions for a ControlPoint Operation Using the ControlPoint Governance Policy Manager 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 SharePoint Workflows

The Workflow Analysis provides the following information about workflows in your SharePoint farm:

·a summary of all workflows defined for a site collection

·each list and library with which a workflow is associated

·optionally, detail about each workflow instance, including item name, workflow state, time started, last modified date, and last modified by.

NOTE:  This analysis only includes workflows that have been defined within SharePoint or SharePoint Designer.  Workflows created by other methods (for example, using Visual Studio Designer or third-party tools) will not be included in the analysis.

To generate a Workflow Analysis:

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

2Choose Change Management > Workflow Analysis.

Workflow Analysis

3If you want to limit results to specific lists, specify the appropriate parameters.  Use the information in the following table for guidance.

If you want to limit results to ...

Then ...

workflows in specific types of lists

select one or more List Types.

By default, analysis results include all list types.

lists whose name contains a specific text string

complete the List Name Contains field.

4If you want analysis results to include each instance of a workflow that has been associated with a document or list item:

a)Check the Show instances 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.

b)If you want to further filter your results, specify the appropriate parameters.  Use the information in the following table for guidance.

Workflow Analysis INSTANCES

If you want to show only instances ...

Then ...

that are currently in a specific state

select one or more values from the Limit by State list box.

containing tasks assigned to one or more specific users

for Limit by users with tasks, select the user(s) whose workflow instances you want to analyze.

that were started after a particular date

specify a Start date after.

that ended before a particular date

specify an End date before.

that have been running for—or were completed within—more than a specified number of days

enter a value for Limit by duration > (days).

that have been inactive for a specified number of days

enter a value for Limit by inactivity for > (days).

Now you can:

·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 run at a later time.

The top level of results show all of the site collections within the scope of your analysis where workflows have been defined, followed by a list of all sites for which workflows have been enabled.

When a site collection is expanded, a summary of workflows that are defined for each site collection displays.

NOTE:  This information will be reported only if workflows are enabled on at least one site within the collection.

Workflow Analysis DETAILS

When a site is expanded, all of the lists with which workflows have been associated display.

Workflow Analysis NO INSTANCES

If you chose to Show Instances, the following additional detail displays for each workflow instance:

·the Item with which the instance is associated

·the name of the Workflow instance and the workflow Template on which it is based

·the user the workflow instance was Created By

·a link to the Workflow History and Task List for the workflow instance (if applicable)

·the date when the workflow instance was Started and Last Run

·the workflow instance's current State as well as the instance's duration (in days) and number of days it has been inactive.


Analyzing Broken Links in SharePoint Lists

The Broken Links Analysis enables you to identify broken links in SharePoint linked lists. Included in the analysis is the reason why the link is considered "broken," as well as a link to the SharePoint Links Edit form, providing you with the opportunity to "fix" the link.

To generate a Broken Links Analysis:

1Select the object(s) for which you want to analyze broken links.

2Choose Content > Broken Links Analysis.

Now you can:

·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 run at a later time.

The top level of the analysis lists all of the Web applications within the scope of your analysis.

When expanded, the following information displays for each broken link:

·the name of the Site and List where the broken link is located

·the Web Address of the broken link

·the Reason for reported failure.

Broken Links RESULTS

Some Reasons Why Links May Be Considered "Broken"

The following table describes some of the common reasons why a link on a SharePoint Linked List may be considered "broken."



The operation has timed out

The request timed out before the page could be accessed.

The remote name could not be resolved

The url may be invalid.

The remote server returned an error:  (401). Unauthorized

The ControlPoint Service Account does not have permissions to access the page.

The remote server returned an error:  (404) Not Found

The page may not exist (or may no longer exist).

To view/edit the broken link:

Click the Link hyperlink to open the SharePoint Links Edit page

Broken Links LINK

Generating a Solution Summary Analysis

The ControlPoint Solution Summary analysis lets you view details about solutions deployed within or across SharePoint farms:

·if you are a Farm Administrator, all deployed Farm Solutions


·for SharePoint 2010 and later farms, sandboxed solutions deployed to site collections within your selected scope.

To generate a Solution Summary analysis:

1Select the object(s) you want to include in your analysis.

2Choose Content > Solution Summary.

3Specify the parameters of your analysis:

§If you want your results to include only solutions whose name matches a specific text string, enter the string in the Solution name contains: field.

§If you want results to include ONLY Farm solutions OR Sandboxed solutions, select the appropriate option from the drop-down.

Solution Summary SHOW SOLUTION OF TYPE html

REMINDER: Farm solutions will be included only if you are a Farm Administrator.

Now you can:

·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 run at a later time.

For each solution type you chose to include, the farm(s) within the selected scope display.

Farm Solutions section

If you are a Farm Administrator, the Farm Solutions section lists all of the solutions deployed to the entire farm (regardless of the selected scope), along with the following information:

·the Solution Name

·its current deployment Status

·where the solution is Deployed To

·the Last Operation Time that an action was taken

·whether the solution contains a Web Application Resource, Global Assembly, and/or Code Access Security (CAS) Policy:

·the Solution ID, and

·upon further drill-down, the Last Operation Detail.

Solution Summary FARM

Sandboxed Solutions section

If any sandboxed solutions have been installed in site collections within your selected scope, the Sandbox Solutions section lists each of these site collections, along with the following information about the installed solution(s):

·the Solution Name

·the solution's deployment Status

NOTE: A blank Status indicates that the solution is installed but has never been activated.

the installed Version of the solution

·the solution's Last Modified date and time

·the solution's Resource Usage.

NOTE: For information on the concept of Resource Usage, consult your SharePoint documentation.

the Solution ID

Solution Summary SANDBOXED


Analyzing Web Parts

The following analysis tools provide detailed statistics about Web Parts used in your SharePoint environment:

·Web Parts by Part lists all of the sites within the scope of your analysis that use a particular Web Part.  (You can also choose whether to include or exclude Web Parts that are not currently in use.)

·Web Part by Sites lists all of the Web Parts used by each site within the scope of your analysis.

Statistics include:

·the page(s) on which the Web Part appears

·the user account that the Web part was both created by and last modified by

·the dates when the Web Part was both created and last updated, and

·the size of the Web Part (in KB).


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