In order to keep the data up-to-date within your Reports, it is necessary to run update collections. To perform an update collection do the following:
1.Within the Navigator pane, expand any existing Administrator project and select the first level. If the project is a single site or site collection, this will be the name of that location. If the project contains multiple sites or OneDrives, this will be a folder with the number of locations that were included.
2.Once selected, do one of the following
· Right click and choose Update Data
·Press the Update Data button in the Reports section of the ribbon.
3.Choose Finish to run it now.
After the data collection process has been completed, the Administrator Reports area should automatically populate with the first report. If you wish to load any other data into the reports area do the following:
1.In the Navigator pane, expand the Administrator project that you wish to load.
2.Select and then double click the specific location you wish to load. This could be the first level folder (if the collection included multiple site collections or OneDrives) or you could navigate lower to any site, list or OneDrive beneath that first level.
3.The first report will load into the Reports Area.
NOTE: this may take a few seconds or longer depending on the amount of data that was collected.
To configure how the data is displayed, there is a menu of options on the right hand side of the top toolbar.
NOTE: not all views are available for each report. Refer to the Reports section below for additional information and availability.
Sub-site data: A toggle used to include or exclude the sub-site data from the reports.
All Data Points: This generates a bar graph visualization that includes all data points.
Top 10 Data Points: This generates a pie chart visualization that includes the Top 10 data points.
Trending Data: This generates a line graph used for displaying trending data.
The Analysis section can also be tailored to the specific data that you wish to display. For example, if you are viewing the Documents Extensions report and wish to see the breakdown of all *.doc files, select this portion from the graph and the Analysis will update to show only the information about those documents.
The ability to export data is available within the Export section of the ribbon. Reports that contain a visual graph and an analysis list are exported to PDF format, while reports that contain just an analysis list are exported to a CSV file. The Export to Excel function can export all reports into a multiple worksheet Excel file with sub and trending data.
NOTE: Dashboards cannot be exported.
Exporting to PDF
To export a visual report to a PDF file do the following:
1.First select and load the report.
2.Press the Export to PDF button located in the ribbon.
NOTE: "Export to PDF" is not an available option for any of the Dashboard reports.
Export to CSV
To export an analysis only report to a CSV file do the following:
1.Select and load the report you wish to export.
2.Press the Export to CSV button located in the reports section of the ribbon.
Export to Excel
To export all the analysis data into a single, multi-worksheet Excel file (*.xlsx) do the following:
1.Click the the Export to Excel option located in the ribbon.
2.In the Export to Excel window, select whether you want to export to a local location, or save to SharePoint - and then select the respective location or library.
3.Configure the options for which data to include within the reports.
4.Click Finish to begin the export process.
Beyond just reporting and visualizing the data, Administrator provides a full assortment of real-time actions. Some actions are performed against your selected location (i.e. change version settings) while others may be used to trigger a separate operation within Essentials, like scheduling a Backup job.
The list of available Actions is determined by the license key, so some of the Actions described below may not be included in your version. For example, if you want to run a deeper security report, then Essentials Security Manager needs to be included in your license.
Actions can be run from either the Analysis portion of any report or by simply right clicking on that location in the Administrator project. Some Actions also support multi-select so you can run it once against several objects or locations.
Administrators list of Actions include:
·View in Browser: This will open your default Internet Browser and load your selected location.
·Create Backup (when licensed): Essentials Backup will open and pre-populate the URL with the site selected. See the Backup section for additional information.
·Change Content Approval: Select one or more lists and change the Content Approval setting to either Yes or No.
·Change Checkout Required: Select one or more lists and change the Checkout Required setting to either Yes or No.
·Change Versioning: Select one or more lists and change the Versioning setting to either No Versions, Create Major Versions, or Create Major and Minor Versions.
·Inherit Permissions (when licensed): Select one or more lists and set inheritance to "Inherit Permissions" or "Stop Inheriting Permissions" from the parent. If you select "Stop Inheriting Permissions" this will remove any unique permissions from the selected lists. See the Essentials Security Manager section for additional information.
·Grant Permissions (when licensed): Select one or more lists and the Grant Permissions window will open. From here, you can grant choose to Add users to a SharePoint group, or Grant users permissions directly to users or groups across the selected locations. This will make permissions unique on any location that currently inherits from their parent. See the Essentials Security Manager section for additional information.
·Site Content Reports (when licensed): The Site Content Report dialog will open, pre-populate with the selected Site URL and allow for the creation of a content inventory report.
o Permissions given to User/Group (when licensed): A real-time security report is run against the defined user or group. See the Essentials Security Manager section for additional information.
oUsers with permissions to Object (when licensed): A real-time security report is run detailing all users who have access to this selected object. See the Essentials Security Manager section for additional information.
oOrphaned Users (when licensed): A real-time security report is generated detailing the list of all orphaned users in this location. See the Essentials Security Manager section for additional information.
oPermission Inheritance (when licensed): A real-time security report is run displaying a list of all inherited or unique permissions within this location. See the Essentials Security Manager section for additional information.
oPermission Invenotry (when licensed): A real-time secrutiy report that details permissions related to the selected site collection, site or OneDrive for Business. Permission options include site, list and item permissions, inherited objects as well as group membership.
·Audit Users: Allows you to audit your list of users for a specified site within a specified date range.
oCreate Subsite: Select one or more sites from the Admin project navigator to create new, identical sub-sites in these locations. Note: This option is only available in the Navigator pane.
oCreate List/Library: Select one or more sites from the Admin project navigator to create new, identical lists or libraries in these locations. Note: This option is only available in the Navigator pane.