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ControlPoint 8.8.1 - User Guide

Preface Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache 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 Provisioning SharePoint Site Collections and Sites Default Menu Options for ControlPoint Users About Us

How New Sites and Site Collections Are Requested

An end user can request a new site or site collection from the SharePoint Site Actions menu as long as the ControlPoint Site Provisioning feature has been activated for that site.  

Request Site Menu Item

When the user chooses Request a New Site Collection or Site, the Request Site or Site Collection page is launched, and the user can select from the  available Profiles that were created via the ControlPoint Provisioning Profile Manager.

Provisioning Profiles

Upon selecting a Profile, the Create Site (or Site Collection) page displays, prompting the requester for the following information:

·a Title and Description for the new site

·the Web Site Address that the requester wants to use for the new site

NOTE:  The requester must enter a full URL, including the name of the new site.  For example, if the requester wants to create a subsite called Employee Contact Information under myportal/sites/hr, a valid URL might be http://myportal/sites/hr/employeecontacts

The Requester Name and Requester Email address pre-populate with the login name and email address of the current user.  The Requester Email Address can, however be changed.  If the request is for a Site Collection, Primary Site Collection Administrator and Primary Site Collection Email Address fields are pre-populated with the current user's information, but they can also be changed.

·When the requester places the request, ControlPoint validates the information provided by the requester, including that the URL is valid and available.  If the validation fails, any error messages display at the top of the form.

Site Request ERROR

If the validation is successful, a confirmation number is generated and displays at the top of the form, and a confirmation email is automatically sent to the requester.

Site Request SUCCESS

NOTE:  Once a request is submitted, it is registered in the Site Creation Requests list on the ControlPoint Configuration Site.

 

Managing Site Provisioning Requests

From the Manage Site Provisioning Requests page, you can:

·monitor incoming requests for site collections and sites

·approve or reject the requests, and

·edit request details, such as title, description or url.

As an alternative to manually approving or rejecting requests, you can use a SharePoint workflow to handle the approval process.  For details, refer to the topic "Configuring the Site Provisioning Workflow Settings" in the ControlPoint Administration Guide.

To launch the Provisioning Requests Manager:

From the Manage ControlPoint tree, choose Governance Policy Manager and Provisioning > Provisioning Requests Manager.

Provisioning Request Manager

Note that you can filter your view based on the state of the request:

Site Provisioning FILTER VEW

·The Incomplete view, includes requests with a status of:

§Requested

§Approved

§In Process

§Error

·The Completed view shows all requests which have been processed and  for which site collections/sites have been created and all of the Additional Profile Settings (properties and Governance Policies) been applied.

·The Rejected view shows all Rejected requests.

If the approval process uses a workflow:

The grid displays an additional column, Workflow Status, so that you can  monitor the progress of workflow instances.  You can also view/update a workflow in SharePoint.  (For example, if the Workflow Status is Failed on Start, you may want to start in manually.  

To view/update a workflow instance, check the box to the left of the applicable request, then click [Workflow].

To edit/view details of a Provisioning Profile:

1In the Manage Provision Requests grid, check the box to the left of the request that you want to view/edit.  

2Click [Edit].

Note that you can edit the Title, Description, and URL of the request.  You can also approve or reject the request by changing the Request Status.

If a request is Rejected, an email is automatically sent to the requester.  If a request is Approved, it automatically starts Processing and is Completed when the site collection or site is created.  Once the site or site collection is created, an email is automatically sent to the requester.

Note that you can edit the Title, Description, and URL of the request.  You can also approve or reject the request by changing the Request Status.

If a request is Rejected, an email is automatically sent to the requester.  If a request is Approved, it automatically starts Processing and is Completed when the site collection or site is created and all of the Additional Profile Settings (properties and Governance Policies) been applied per the new site collection or site.  Once the site or site collection is created, an email is automatically sent to the requester.

NOTE:  Additional Profile Settings are applied the next time the scheduled job that has been defined for the operation has run.

Site Provisioning EDIT REQUEST

1Click [Update].

To approve one or more requests without viewing or editing details:

1From the Provisioning Request Manager main page, check the box to the left of each request you want to approve.

2Click [Approve].

To delete one or more requests:

1From the Provisioning Requests Manager main page, check the box to the left of the request(s) that you want to delete.

2Click [Delete]

You will be prompted to confirm your action before continuing.

Default Menu Options for ControlPoint Users

The following tables identify ControlPoint default menu items at all levels of the SharePoint Hierarchy as well as the Manage ControlPoint panel.

The following terms are used to describe menu item behavior in a Multi-farm  installation:

·Home Only - The operation can be performed on the home farm only.

·Home or Remote - The operation can be performed on a single farm; either home or remote

·Multiple - The operation can be performed on multiple farms.

·Farm-Independent - The operation is not farm-specific.

 

Farm-Level Default Menu Items

Farm-Level Item

Type

Multi-Farm

Central Administration

Not available to members of the Business Administrators group.

SharePoint

Home or Remote

Advanced Search

Search

Home or Remote

SharePoint Summary

Not available to members of the Business Administrators group.

Analysis

Home only

Refresh SharePoint Hierarchy

Action

Home or Remote

Properties

Action

Home or Remote

Run Saved Instructions

Not available to members of the Business Administrators group.

Action

Home only

Farm Summary Dashboard

Available for Standard installations.

Action

Home only

GDPR Dashboard

Action

Home only

Activity folder:

Most/Least Activity

Analysis

Home only

Site Collection Activity Analysis

Analysis

Multiple

Site Activity Analysis

Analysis

Multiple

Trend Analysis for Activity

Analysis

Home only

Activity by Profile Property

Available for SharePoint Server farms.

Analysis

Home only

Activity by User

Analysis

Multiple

Activity by Document

Analysis

Multiple

Checked Out Documents

Analysis

Multiple

Blog Post Activity

Analysis

Home only

Inactive Users

Analysis

Home only

Audit and Alerts folder:

Manage Audit Settings

Action

Multiple

ControlPoint Alerts

Action

Home only

Create SharePoint Alerts

Action

Home only

Manage SharePoint Alerts

Action

Home only

Audit Log Analysis

Analysis

Multiple

Change Log Analysis

Analysis

Multiple

SharePoint Alerts by Site

Analysis

Multiple

SharePoint Alerts by User

Analysis

Multiple

Automation folder:

Create ControlPoint Policy

Action

Home only

Manage ControlPoint Policies

Action

Home only

Governance Policy Manager

Not available to members of the Business Administrators group.

Action

Home only

Set Metadata Value

Not available for Foundation farms.

Action

Home only

Create Managed Metadata

Not available for Foundation farms.

Action

Home only

Manage SharePoint Groups

Action

Home or Remote

ControlPoint Policies

Analysis

Home only

Change Management folder:

Content Types

Analysis

Multiple

Web Parts by Part

Analysis

Multiple

Web Parts by Site

Analysis

Multiple

Workflow Analysis

Analysis

Multiple

Compliance folder:

Available to members of the Compliance Administrators group.

Analyze Content

Action

Home only

Compliance Summary

Analysis

Home only

Compliance Actions Audit

Analysis

Home only

Sensitive Content Activity

Analysis

Home only

Scanned files by Scope

Analysis

Home only

Scanned files by Search terms

Analysis

Home only

Configuration folder:

Set Site Collection Properties

Action

Multiple

Set Site Properties

Action

Multiple

Set List Properties

Action

Multiple

Manage Site Collection Features

Action

Multiple

Manage Site Features

Action

Multiple

SharePoint Hierarchy

Analysis

Multiple

Site Collection Properties

Analysis

Home Only

Site Properties

Analysis

Home Only

List Properties

Analysis

Multiple

Content folder:

Managed Metadata Usage

Not available for Foundation farms.

Analysis

Multiple

Trend Analysis for Site Count

Analysis

Home only

Broken Links

Analysis

Multiple

Solution Summary

Not available to members of the Business Administrators group.

Analysis

Multiple

Storage folder:

Most/Least Storage

Analysis

Home Only

Site Collection Storage Analysis

Analysis

Multiple

Site Storage Analysis

Analysis

Multiple

Content Database Storage

Analysis

Multiple

Trend Analysis for Storage

Analysis

Home only

Duplicate Files

Analysis

Home only

Storage by File Type

Analysis

Home only

Recycle Bins

Analysis

Multiple

Users and Security folder:

Set User Direct Permissions

Action

Multiple

Delete User Permissions

Action

Multiple

Duplicate User Permissions

Action

Multiple

Add User to SharePoint Group

Action

Home or Remote

Delete SharePoint Groups

Action

Home only

Backup Permissions

Action

Home only

Manage Permissions Backups

Action

Home only

Manage Permissions Inheritance

Action

Multiple

Orphaned Domain Users

Analysis

Multiple

Site Permission

Analysis

Multiple

Comprehensive Permissions

Analysis

Multiple

Comprehensive User Analysis

Analysis

Home only

SharePoint Group Analysis

Analysis

Multiple

 

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