Site Administrator for SharePoint: Report Guide. Report >> Act >> Enforce

Transcription

1 Site Administrator for SharePoint: Report Guide Report >> Act >> Enforce

2 Contents List of Dashboards... 4 Security Dashboard... 4 User Activity Dashboard... 5 Content Management Dashboard... 6 IT Infrastructure Dashboard... 7 List of Reports... 8 SharePoint Discovery... 8 Enterprise Overview... 9 Farm Overview Servers Web Applications Content Databases Site Collections & Site Collections I Own Sites User Permissions Site Permissions Site Metrics Document Libraries Lists Documents & Pages Usage Report Daily Usage Site Activity...27 Content Changes Security Changes SharePoint Online Index of Typical Questions Answered with Site Administrator s Reports Index of Typical Pre-Migration Assessment Reports Security Explorer for Advanced Permissions Management Site Administrator for SharePoint: Report Guide Dell Inc., 2012

3 What Is In This Guide This guide is designed to help you understand the depth and breadth of Site Administrator for SharePoint s reporting functions, highlighting our actionable, delegated and stylishly intuitive reports, including reports that enable you to: Discover every instance of SharePoint in your environment you are responsible for supporting, Evaluate SharePoint usage and activity across your enterprise to find the hot spots of activity, Review most/least active/viewed site collections, sites, document libraries, lists and documents and pages to determine which nodes to delete, retain or modify, Delegate usage/activity reporting on site collections and sites to the owners of those nodes, reducing your management burden, Monitor user, site and content activity to ensure only those who should be accessing those areas of SharePoint are the only ones accessing those areas of SharePoint, Anticipate and plan for SharePoint growth by monitoring the growth of sites, storage and activity, Prepare for migrations by performing an inventory of your environment and prioritizing what should be moved when and what should be archived and retired. To help you quickly grasp the scope of Site Administrator s reports, sample questions answered by each report are listed with each report as well as grouped according to category in the multiple indexes below. NOTE: The questions answered by each report represent the most common questions each report answers and does not list every possible nuanced question about your SharePoint environment that Site Administrator s reports can answer for you. NOTE: You may find this same reporting information as well as other product documentation here: What Is Not In This Guide This guide does not review the complete range of Site Administrator s functions and abilities. This guide is merely a tool to help you evaluate the reports available to you and your business content owners. This guide is also not intended as a how-to, quick start, user or installation guide. About Site Administrator for SharePoint Increase visibility into SharePoint for both administrators and business content owners while reducing the time it takes to report, act upon and enforce policies for your SharePoint governance plan. Site Administrator for SharePoint centralizes management actions and policy enforcement within each report so administrators and business content owners can save time making and executing on informed decisions about the sites that they own. Learn more at 3 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

4 List of Dashboards Security Dashboard Protect your valuable SharePoint content by managing the users who have access to your content. Site Administrator s Security dashboard gives you centralized SharePoint security reporting, management and policy enforcement to help you: Protect your SharePoint data Track security changes Close loopholes Manage user access rights Dashboard Drill-Down Reports Policy Enforcement User Permissions Site Permissions Security Changes Restore broken permissions inheritance Remove the Everyone group from permissions Disallow breaking permissions inheritance Disallow use of Everyone in site permissions Video: How to centralize SharePoint security with Site Administrator for SharePoint 4 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

5 User Activity Dashboard Reduce the time spent figuring out what s been happening your SharePoint environment. Site Administrator s User Activity dashboard provides comprehensive SharePoint user activity monitoring, management and policy enforcement to help you: Analyze usage and popularity of sites, pages and individual documents Identify stalled and unused content Track user activity and content changes Dashboard Drill-Down Reports Usage Report Daily Usage Content Changes Security Changes Video: How to track SharePoint user activity with Site Administrator for SharePoint 5 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

6 Content Management Dashboard Protect your SharePoint from out-of-control growth and content sprawl and plan for future expansions. Site Administrator s Content Management dashboard provides complete SharePoint content monitoring, management and policy enforcement to help you: Control your SharePoint storage and growth Secure your business critical content Restructure data Dashboard Drill-Down Reports Policy Enforcement Sites & Sites I Own Site Metrics Document Libraries Lists Documents & Pages Clean up excessive versions Propagate versioning settings across multiple document libraries Enforce document versioning settings Video: How to manage SharePoint content with Site Administrator for SharePoint 6 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

7 IT Infrastructure Dashboard Get quick insights from your SharePoint infrastructure across the enterprise. Site Administrator IT Infrastructure dashboard gives you detailed IT infrastructure reports of your SharePoint environment (across multiple farms and multiple versions), including: Approach SharePoint governance by discovering what s in your environment Inventory SharePoint physical and logical topology across multiple farms Start with enterprise view and drill down into any details on sites and users Dashboard Drill-Down Reports SharePoint Discovery Enterprise Overview Farm Overview Servers Web Applications Content Databases Site Collections & Site Collections I Own Sites & Sites I Own Documents & Pages SharePoint Online Video: How to know your SharePoint infrastructure using Site Administrator for SharePoint 7 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

8 List of Reports SharePoint Discovery Scope Enterprise (cross farm) SharePoint Discovery report shows you a list of all SharePoint instances in your environment (those you knew about and those you didn t know about). This report includes the following data: Every server where the product identified a possible SharePoint installation If available, the farm s configuration database and SQL Server instance where this database resides If available, SharePoint server version, including build number and SharePoint edition (free or Server version) Total numbers of SharePoint servers by identified versions Action: Export report to PDF. Action: Add any of the discovered servers to the management scope of Site Administrator for SharePoint. Typical questions answered by this report Are there any departmental or local SharePoint instances central IT is not aware about? For those unknown SharePoint installations, can I get details such as SharePoint version and farm configuration database? How many SharePoint farms/servers do I have in my environment? Which versions of SharePoint are running in my network? Video: Perform SharePoint Farm Discovery with Site Administrator for SharePoint 8 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

9 Enterprise Overview Scope Enterprise (cross farm) Enterprise overview report spans all SharePoint farms added to the Site Administrator management scope. Report includes the following data: Aggregated numbers such as total content size, total number of databases, web apps, site collections, sites, lists, document libraries, list items and documents Information about each of the farms SharePoint version, configuration database, farm content size, farm create date, and last content change time Enterprise information growth chart Top 5 largest: content databases, web applications, site collections, sites, and documents (select View More to see more than top 5) - Action: Drill down into these reports: Farm, Web Applications, Content Databases, Site Collections, Sites and Documents - Action: Drill down into these reports by selecting the a web application in the list: User Permissions, Documents and Site Collections > User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. - Action: Drill down into these reports by selecting the a site collection/site in the list: Site Metrics, Site Permissions, User Permissions, Usage, Documents, Sites and Activity > Site Permissions and User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. - Action: Open the web application, site collection or site by selecting the appropriate URL in the list. Storage space distribution (current content, previous versions, user and admin recycle bins) File types taking most space Typical questions answered by this report Where do I start with SharePoint reporting? How many farms, web applications, content databases, site collections, sites, document libraries, documents, list items and lists are in my SharePoint? What is the list of farms, web applications, content databases, site collections, sites and documents in my SharePoint enterprise? How big is my environment? When was the last time content was changed in this node? What is the growth of my SharePoint enterprise? Is my storage space used efficiently? Are document versions taking excessive storage space? 9 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

10 Are recycle bins taking excessive storage space? What are the biggest/smallest web applications, content databases, site collections, sites and documents in my SharePoint enterprise or in this node? What are the file types stored across my SharePoint enterprise? What are the most to least common file formats being stored in this node? How much space are the different file types consuming across my SharePoint enterprise? Video: How to maintain SharePoint governance with Site Administrator for SharePoint 10 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

11 Farm Overview Scope Farm Same data as in Enterprise overview displayed for a specified SharePoint farm Aggregated numbers such as total content size, total number of databases, web apps, site collections, sites, lists, document libraries, list items and documents Information about the farm SharePoint version, configuration database, farm content size, farm create date, and last content change time Enterprise information growth chart Top 5 largest: content databases, web applications, site collections, sites, and documents (select View More to see more than top 5) - Action: Drill down into these reports: Web Applications, Content Databases, Site Collections, Sites and Documents. - Action: Drill down into these reports by selecting the a web application in the list: User Permissions, Documents, & Site Collections > User Permissions report is also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. - Action: Drill down into these reports by selecting the a site collection/site in the list: Site Metrics, Site Permissions, User Permissions, Usage, Documents, Sites & Activity > Site Permissions and User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. - Action: Open the web application, site collection or site by selecting the appropriate URL in the list. Storage space distribution (current content, previous versions, user and admin recycle bins) File types taking most space Action: export reports to PDF Typical questions answered by this report How many web applications, content databases, site collections, sites, and documents are in my SharePoint enterprise or in this node? What is the list of farms, web applications, content databases, site collections, sites, document libraries, list and documents in my in this node? How big is this node? When was this node created? When was the last time content was changed in this node? What is the growth of this node and how fast has it grown? Is my storage space used efficiently? 11 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

12 Are document versions taking excessive storage space? Are recycle bins taking excessive storage space? What are the biggest/smallest web applications, content databases, site collections, sites and documents in this node? What are the different file types stored in this node? What are the most to least common file formats being stored in this node? How much space are the different file types consuming in this node? Video: How to prepare, scope, and prioritize SharePoint migrations with Site Administrator for SharePoint (features Farm Overview Report) 12 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

13 Servers Scope Enterprise (cross farm) Server report gives you detailed information about the servers support your SharePoint environment. This report includes the following data: Server name SharePoint version and build number on each server Windows version and service pack on each server Associated farm to which the server belongs Free disk space on each server hard drive Total RAM Server roles SharePoint services running on each server Typical questions answered by this report What role is this server playing in my SharePoint environment? What SharePoint versions are running on these servers? What operating system is running on this SharePoint server? How much free space is available on my server hard drives? Video: How to know your SharePoint infrastructure using Site Administrator for SharePoint Video: How to prepare, scope, and prioritize SharePoint migrations with Site Administrator for SharePoint 13 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

14 Web Applications Scope Enterprise (cross farm), Farm, Web Application All web applications within the enterprise or farm scope, including the following information: Web app URL and farm configuration database - Action: Open the web application. Last content modification date Content size Total number of content databases, site collections and sites that belong to the web app Number of users (calculated from the Users table in each content db) Action: Schedule the reports to export to CSV Action: Sort and filter directly within reports to explore millions of records. Action: Drill down into the Site Collections report for each web application Action: Drill down into User Permissions report for each web application - User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. Action: Drill down into the Documents and Pages report in each web application Typical questions answered by this report Can I get a single view of all web applications in my SharePoint enterprise or a particular farm? Which farms are hosting which web applications? How big are my web applications? Which web applications are the biggest/smallest in my SharePoint enterprise? How many users are accessing my different web applications? How many content databases does each web application have? How many sites and site collections are under each web application? When was the last time this node was modified? 14 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

15 Content Databases Scope Enterprise (cross farm), Farm, Web Application All content databases within the enterprise or farm scope, including the following information: Database and SQL server name Web application to which databases belong - Action: Open the web application - Action: Open the web application s Central Administration Last content modification date Database limits (max number of site collections) Total number of sites and site collections Content size (as reported by SharePoint) Physical database size on disk Farms associated to each database (via CSV pull) Action: Schedule the reports to export to CSV Action: Sort and filter directly within reports to explore millions of records. Typical questions answered by this report What content databases are in my SharePoint environment? Which farms / web applications do these content databases belong to? What is the name of the SQL server/farm associated to each content database? When was the last time content was modified in each content database? How many sites and site collections are in each content database? How much disk space is used by each content database? What is the total size of all content in each content database? Do any databases require maintenance? What are the current site limits for each content database? How close are content databases to the configured site limits? Video: Site Administrator for SharePoint Enterprise Content Database Reports 15 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

16 Site Collections & Site Collections I Own Scope Enterprise (cross farm), Farm, Web Application, Site Collection All site collections within the current scope, including the following data: Site collection name and URL - Action: Open the site collection Who created the site collection and when Primary and secondary administrators for the site collection Last content access and modification dates Site collection size and number of subsites Aggregated number of views and unique users for all sites within the site collection during last 30 days Action: Drill down into these reports for each site collection: Site Permissions, User Permissions, Usage, Documents & Pages, Sites and Activity - Site Permissions and User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more detailed security search/management capabilities. Action: Schedule the reports to export to CSV Action: Sort and filter directly within reports to explore millions of records. Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators and site collection owners can view reports on just the site collections they own. Typical questions answered by this report What are the site collections within the enterprise, a farm or a particular web application? When was a site collections created? Who created a site collection? Who is the administrator for a site collection? When was the last time content was changed within a site collection? When was the last time the site collection was modified? How many sites are within a site collection? What are the biggest/smallest site collections within the enterprise, farm or web application? What are the most active/least active site collections? How many times were documents/pages within a site collection viewed in the last 30 days? How many unique users access any content within the site collection in the last 30 days? What is the total size of the site collection? Video: How to delegate reporting and management in Site Administrator for SharePoint 16 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

17 Sites Scope Enterprise (cross farm), Farm, Web Application, Site Collection, Site Report shows all individual sites in the scope, including the following data: Site name and URL - Action: Open the site collection Who created the site and when Primary and secondary administrators for the parent site collection Last content access and modification dates Site size and number of subsites (if any) Number of views and unique users during last 30 days Action: Schedule the reports to export to CSV Action: Sort and filter directly within reports to explore millions of records. Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators, site collection owners and site owners can view reports on just the sites they own. Typical questions answered by this report What are the sites within my enterprise, a farm, a web application or a particular site collection? When was a site created? Who created a site? Who is the administrator for a site? What are my most active/least active sites? When was the last time a site was accessed? When was the last time the site was modified? How many subsites are within each site? What are my biggest/smallest sites within the enterprise, farm, web application or site collection? How many times were documents/pages within a site viewed in the last 30 days? How many unique users access any content within the site in the last 30 days? What is the total size of the site (excluding subsites)? Video: How to delegate reporting and management in Site Administrator for SharePoint 17 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

18 User Permissions Scope Farm, Web Application, Site Collection, Site Report shows the current effective permissions for the specified user or group (SharePoint or Active Directory) within selected scope: All sites/subsites where user/group is granted access within a given farm/web application/site collection/site - Action: Open the SharePoint location where user/group has access Any subsites, lists, libraries, folders, individual list items or documents that do not inherit permissions, where the user/group is granted access All group membership is expanded (SharePoint and AD groups, including nested groups) Report shows each permission level assigned to the user/group and how exactly this permission is assigned (explicitly or via group membership) Action: Schedule the reports to export to CSV Action: Report is action enabled. Permissions can be revoked, added, duplicated or re-assigned to a different account. Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators and site collection owners can view reports and manage permissions within this report. Site owners can view the report but not manage permissions. See Security Explorer for more in-depth user permissions management across the enterprise (cross farms). Typical questions answered by this report Can I see current effective permissions of the user within specific scope (farm, web app, site collection or site)? Can I clone permissions of a particular user/group for another user/group? Can I delete (revoke)/grant or reassign permissions for a particular user/group? How was a user/group granted access to SharePoint? Which AD groups authenticated a particular user/group for SharePoint access? Which subsites, lists, document libraries, folders or documents/items does a user/group have access without inheriting permissions? Which lists or libraries do not inherit site permissions? 18 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

19 Site Permissions Scope Site Collection, Site Report shows the current effective list of users who have access to site collections, sites, lists, document libraries folders and documents: List of site/site collection within the scope. - Action: Open the SharePoint location within the scope of the report Logon name and display name for each user All group membership is expanded (SharePoint and AD groups, including nested groups) Report shows all permission levels assigned to every user, and how exactly each permission is assigned (explicitly or via group membership) Any subsites, lists, libraries, folders, individual list items or documents that do not inherit permissions are also included in the report Permissions granted to well known catch-all groups are displayed on the top of the list (e.g., All authenticated users and Domain Users) Action: Schedule the reports to export to CSV Action: Report is action enabled. Permissions can be revoked, added, duplicated or re-assigned to a different account. Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators and site collection owners can view reports and manage permissions within this report. Site owners can view the report but not manage permissions. See Security Explorer for more in-depth user permissions management across the enterprise (cross farms). Typical questions answered by this report Who has permissions to these site collections, sites, lists, document libraries, folders or documents? Can I see all users who currently have access to any content within site or site collection, regardless of how access was granted? Who has permissions to a site or site collection that I own? Can I clone permissions of a particular user/group for another user/group? Can I delete (revoke)/grant or reassign permissions for a particular user/group? How was a user/group granted access to SharePoint? Which AD groups authenticated a particular user/group for SharePoint access? Which subsites, lists, libraries, folders, individual list items or documents do not inherit permissions within a particular scope? 19 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

20 Site Metrics Scope Site Collection, Site Report includes the following data for the site or site collection: Aggregated numbers such as total content size, total number of subsites, lists, document libraries, list items and documents - Action: Open the SharePoint location within the scope of the report - General site collection information (administrators, web application and content database, site collection quota) - Action: Open the web application and site collection or site by selecting the appropriate URL in the list. - Site information growth chart - Top 5 largest: subsites, lists, libraries and documents (select View More to see more than top 5) - Action: Drill down into these reports by selecting the a site collection/site in the list: Site Metrics, Site Permissions, User Permissions, Usage, Documents, Sites & Activity > Site Permissions and User Permissions reports are also action enabled reports, enabling you to edit, revoke, reassign or copy permissions. See Security Explorer for more search/management capabilities. - Action: Drill down into these reports by selecting the site collection/site in the list: Documents and Pages, Lists, and Document Libraries. Storage space distribution (current content, previous versions, user and admin recycle bins) File types taking most space Action: Export reports to PDF Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators, site collection owners and site owners can view site metrics reports on the information they own. Typical questions answered by this report How many subsites, lists, document libraries, documents and list items are in this site collection/site? How big is this site/site collection? When was this site collection/site created? Who created this site collection/site? Which web application or site collection does this site collection/site belong? Which content database does this site collection/site belong? What is the size quota for this site collection/site? Who are the owners of this site collection/site? When was the last time content was changed in this site collection/site? 20 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

21 What is the growth of this site collection/site and how fast has it grown? Is my storage space used efficiently? Are document versions taking excessive storage space? Are recycle bins taking excessive storage space? What are the biggest/smallest site collections, sites, lists, document libraries and documents in this site collection/site? What are the different file types stored in this site collection/site? What is the most/least popular file formats stored in this site collection/site? How much space are the different file types consuming in this site collection/site? 21 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

22 Document Libraries Scope Site Collection, Site Report shows all document libraries within a site or site collection: Library name and type - Action: Open the SharePoint location within the scope of the report Creation and last modification dates Who created and last modified the library Number of documents Total size Number of all document versions in the library Action: Schedule reports to export to CSV Delegation: SharePoint administrators, site collection owners and site owners can view site metrics reports on the information they own. Typical questions answered by this report What documents libraries are in this site collection/site? When was a document library created? Who created a document library? Who last modified content in a document library? When was content last modified in a document library? How many documents are in a document library? What is the size of a document library? How many versions exist in a document library? Which document library is the biggest/smallest? Which document library has the most/least versions? Which document library has the most/least documents? 22 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

23 Lists Scope Site Collection, Site Report shows all SharePoint lists within a site or site collection: List name and type - Action: Open the parent site where the list resides Creation and last modification dates Who created and last modified the list Number of items and attachments Total size Number of all item versions in the list Action: Schedule reports to export to CSV Delegation: SharePoint administrators, site collection owners and site owners can view site metrics reports on the information they own. Typical questions answered by this report What lists are in this site collection/site? When was a list created? Who created a list? Who last modified an item in a list? When was an item in a list last modified? How many items are in a list? How many attachments are in a list? Which lists have the most/least attachments? What are the sizes of these lists? 23 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

24 Documents & Pages Scope Enterprise (cross farms), Farm, Web Application, Site Collection, Site Report shows all documents and pages within the selected site, site collection, web application, farm or the enterprise scope: Document name and type Creation and last modification dates Who created and last modified the document or page Document or page size Number of document versions and the size of most recent version Last access date and number of views in the past 30 days Action: Schedule reports to export to CSV Action: Sort and filter directly within reports to explore millions of records. Accessed via Information Portal as well as from within SharePoint Site Settings page where they have permissions. Delegation: SharePoint administrators, site collection owners and site owners can view site metrics reports on the information they own. Typical questions answered by this report What documents/pages are in my selected scope? When was a document/page created? Who created a document/page? Who last modified a document/page? When was a document/page last modified? When was a document/page last accessed? How many views does a document/page have in the last 30 days? Which document/page is the most/least viewed/accessed in the last 30 days? How many versions exist for a document/page? What is the total size of a document/page? What is the size of the last version of a document/page? Which document/page is the biggest/smallest? Which document/page has the most/least number of versions? Which document/page has the biggest/smallest last version size? Which document/page has the most/least views? 24 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

25 Usage Report Scope Site Collection, Site Report aggregates usage information for the site (site collection) and all subsites in the last 30 days: Total and daily average number of views Number of unique visitors Number of subsites and total content size Last content access and modification dates Daily page views chart General site collection information (administrators, web application and content database, site collection quota) Most visited sites and most used documents and pages - Action: Clicking the subsite URL opens the selected site. - Action: Clicking the Site Metrics, Site Permissions, User Permissions, Usage, Documents, Sites, Activity link, which appears when pointing to a subsite URL, opens the corresponding report for the selected site. - Action: Click view more to open Site report - Action: Specify the file type to be displayed in the most used documents and pages Least visited sites and sites that have not been accessed for the longest time - Action: Clicking the subsite URL opens the selected site. - Action: Clicking the Site Metrics, Site Permissions, User Permissions, Usage, Documents, Sites, Activity link, which appears when pointing to a subsite URL, opens the corresponding report for the selected site. - Action: Click view more to open Site report - Action: Specify the file type to be displayed in the Most used documents and pages Most active users - Action: Click view more to open the Daily Usage report Action: export report to PDF Delegation: SharePoint administrators, site collection owners and site owners can view this report on the information they own. Typical questions answered by this report When was the last time content was changed in this node? What are the most/least active/viewed nodes in this range? How many times were documents/pages within a site collection viewed in the last 30 days? When was the last time this node was accessed? Who are the most active users of the site or site collection? What are the site collection quotas in this node? When was this SharePoint node created? Who created this node? Who is the administrator for this node? 25 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

26 Daily Usage Scope Site Collection, Site This report aggregates usage data for the site or site collection within the last 30 days. For each day it shows: Number of views on a date Number of unique users on a date Number of site views on a date Five most active users for each day, including user name, title and address (from Active Directory) Action: Schedule export to CSV Typical questions answered by this report Who are the most active users in a site/site collection? Who accessed this site/site collection recently? How many unique visitors/views does a site/site collection receive? What are the busiest days for this site/site collection? 26 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

27 Site Activity Scope Site Collection, Site Site activity report aggregates information about content and security changes within the site or site collection. Report spans the last 15 days for SharePoint 2007 and last 60 days for SharePoint Total number of changes and contributing users within the report period Daily changes chart Most recent content changes and who made the change - Action: browse out to the site where the content change was made from within the report - Action: Select View More to see the Content Changes report Most recent security changes - Action: Select View More to see the Security Changes report Breakdown of content changes by type: new content, modifications, and deletions Modification ratio to compare total size of the new/modified content and the content not modified within the report period General site collection information (administrators, web application and content database, site collection quota) Delegation: SharePoint administrators, site collection owners and site owners can view this report on the information they own. Typical questions answered by this report How active is a site/site collection? What was changed recently in this site/site collection? Who made a change (and what change did they make) in this site/site collection? What type of content changes were made in this site/site collection? What security changes were made in this site/site collection? What is the ratio of new, modified, and not modified content in this site/site collection? To which site collection, web application content database does this site/site collection belong? Who is the administrator for this site/site collection? What is the site collection quota? 27 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

28 Content Changes Scope Site Collection, Site Report shows content changes within the site or site collections. Report shows the change, item that was modified, when the change happen and user who performed the change (when available). Type of change What was changed When it was changed Who changed it Action: Open the content in question from within the report Action: Export report to CSV Delegation: SharePoint administrators, site collection owners and site owners can view this report on the information they own. Typical questions answered by this report What was changed recently in this site/site collection? Who made a change (and what change did they make) in this site/site collection? What type of content changes were made in this site/site collection? Video: Audit SharePoint Content and Security Changes with Site Administrator for SharePoint 28 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

29 Security Changes Scope Site Collection, Site Report shows security changes within the site or site collections. Report shows the change, what exactly was modified, when the change happen and additional event specific info when available (such as user granted permissions, permission level name, etc.) What permissions level was changed? When it was changed Action: Open the sites in question from within the report Action: Export report to CSV Delegation: SharePoint administrators, site collection owners and site owners can view this report on the information they own. Typical questions answered by this report What security changes were made in this site/site collection? When were security changes made in this site/site collection? Can I find out why users complain about lost access? How can I troubleshoot access settings? Video: Audit SharePoint Content and Security Changes with Site Administrator for SharePoint 29 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

30 SharePoint Online Scope Site Collection, Site Report shows: Available storage Total content size Storage consumed by versions Storage consumed by recycle bines Aggregate number of site collections, sites and documents List of largest Site Collections, including number of sites, quota, administrator - Action: Clicking the Site Collection URL opens the selected Site Collection. - Action: Clicking the Site Settings and Site Permissions takes you to the SharePoint Online Site Collection Site Settings and Site Permissions pages for easy access to modify permissions and settings. Typical questions answered by this report Who has access to SharePoint online? How many SharePoint online user licenses are available to be used? How much am I paying per month for SharePoint online? When does my SharePoint Online billing renew? What is the total size of my SharePoint online environment? How much SharePoint online storage am I using compared to what I have purchased? How much of my SharePoint online storage is taken up with content, versions and recycle bins? How many sites and sites collections are in my SharePoint online environment? What are my biggest/smallest collections and sites? How many documents are in my SharePoint online environment? Who is the administrator for my SharePoint online sites and site collections? How many sites are in each SharePoint Online Site Collection? What is the storage quote for each SharePoint Online Site Collection? Video: Report on Office 365 Users, Licenses and Storage 30 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

31 Index of Typical Questions Answered with Site Administrator s Reports To find the answers you need quickly, please use this index of questions answered by Site Administrator for SharePoint s reports. NOTE: This is a sampling of common questions you may have about your SharePoint environment, but this list and the list of questions under each report in the section above does not constitute all the questions answered by Site Administrator for SharePoint s reports. SharePoint Infrastructure Are there any departmental or local SharePoint instances central IT is not aware about? For those unknown SharePoint installations, can I get details such as SharePoint version and farm configuration database? How many SharePoint farms/servers do I have in my environment? Which versions of SharePoint are running in my network? What content databases are in my SharePoint environment? Which farms/web applications do these content databases belong to? What is the name of the SQL server/farm associated to each content database? When was the last time content was modified in each content database? What is the total size of this content database? What is the total size of all content in this content database? What are the current site limits for each content database? How close are content databases to the configured site limits? Do any databases require maintenance? What role is this server playing in my SharePoint environment? What SharePoint versions are running on these servers? What operating system is running on this SharePoint server? How much free space is available on my server hard drives? SharePoint Discovery SharePoint Discovery SharePoint Discovery SharePoint Discovery Content Databases Content Databases Content Databases Content Databases Content Databases Content Databases Content Databases Content Databases Content Databases Server Server Server Server 31 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

32 SharePoint Nodes (Enterprise, Farms, Web Applications, Site Collections, Sites, Document Libraries, Lists, Documents, Items) Where do I start with SharePoint reporting? How many farms, web applications, content databases, site collections, sites, document libraries, documents, list items and lists are in my SharePoint or within this node? What is the list of farms, web applications, content databases, site collections, sites, document libraries, list and documents in my SharePoint enterprise or in this node? How big is this node in my environment? When was this SharePoint node created? Who created this node? Who is the administrator for this node? When was the last time content was changed in this node? What is the growth of my SharePoint enterprise or node and how fast has it grown? Is my storage space used efficiently? Are document versions taking excessive storage space? Are recycle bins taking excessive storage space? How many versions are in this node? What are the biggest/smallest web applications in my SharePoint enterprise or in this node? What are the biggest/smallest content databases in my SharePoint enterprise or in this node? Enterprise Overview Enterprise Overview Farm Overview Web Applications Content Databases Site Collections Sites Site Metrics Document Libraries Lists Documents and Pages SharePoint Online Enterprise Overview Farm Overview Web Applications Content Databases Site Collections Sites Site Metrics Document Libraries Lists Documents and Pages SharePoint Online Enterprise Overview Farm Overview Web Applications Content Databases Site Collections Sites Site Metrics Document Libraries Lists Documents and Pages SharePoint Online Enterprise Overview Farm Overview Web Applications Site Collections Sites Site Metrics Document Libraries Lists Documents and Pages Usage Report Site Activity Site Collections Sites Site Metrics Document Libraries Lists Documents and Pages Usage Report Site Activity Site Collections Sites Site Metrics Usage Report Site Activity SharePoint Online Enterprise Overview Farm Overview Web Applications Content Databases Site Collections Document Libraries Lists Documents and Pages Usage Report Site Activity Content Changes Metrics SharePoint Online Metrics Document Libraries Lists Documents and Pages SharePoint Online Metrics Document Libraries Lists Documents and Pages SharePoint Online Metrics Document Libraries Lists Documents and Pages SharePoint Online Document Libraries Lists Documents and Pages Enterprise Overview Farm Overview Web Applications Enterprise Overview Farm Overview 32 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

33 What are the biggest/smallest site collections in my SharePoint enterprise or in this node? What are the biggest/smallest sites in my SharePoint enterprise or in this node? What are the biggest/smallest document libraries in my SharePoint enterprise or in this node? What are the biggest/smallest lists in my SharePoint enterprise or in this node? What are the biggest/smallest documents in my SharePoint enterprise or in this node? Collections SharePoint Online s Site Metrics SharePoint Online Site Metrics Document Libraries Site Metrics Lists Metrics Documents and Pages What are the site collection quotas in this node? Site Metrics Usage Report Site Activity SharePoint Online What are the file types stored across my SharePoint enterprise or in this node? Which farms/web applications do these content databases belong to? How much disk space is used by What is the total size of each content database? What are the current site limits for each content database? How close are content databases to the configured site limits? What are the most/least active/viewed nodes in this range? How many times were documents/pages within a site collection viewed in the last 30 days? When was the last time this node was accessed? What are the busiest days for this site/site collection? Metrics Documents and Pages Content Databases Content Databases Content Databases Content Databases Site Collections Sites Document Libraries Lists Usage Report Site Collections Sites Documents and Pages Usage Report Daily Usage Site Collections Sites Document Libraries Lists Documents and Pages Usage Report Daily Usage Daily Usage Security/Permissions Can I see current effective permissions of the user within specific scope (farm, web app, site collection or site)? Who has permissions to this node? How many users are accessing this node? How many times were documents/pages within a site collection viewed in the last 30 days? Which documents are the most/least viewed? When was the last time this node was accessed? User Permissions Site Permissions Daily Usage SharePoint Online Web Applications Site Collections Sites User Permissions Usage Report Daily Usage SharePoint Online Site Collections Sites Documents and Pages Usage Report Daily Usage Documents and Pages Usage Report Site Collections Sites Document Libraries Lists Documents and Pages Usage Report Daily Usage 33 Site Administrator for SharePoint: Report Guide Dell Inc., 2012

34 Can I clone permissions of a particular user/group for another user/group? Can I delete (revoke), grant or reassign permissions for a particular user/group? How was a user/group granted access to SharePoint? Which AD groups authenticated a particular user/group for SharePoint access? Which nodes does a user/group have access to without inheriting permissions? Which lists or libraries do not inherit site permissions? What was changed recently in this node and by whom? What type of content changes happened in this node? What security changes were made in this node and when? Can I find out why users complain about lost access? How can I troubleshoot access settings? User Permissions Site Permissions User Permissions Site Permissions User Permissions Site Permissions User Permissions Site Permissions User Permissions Site Permissions User Permissions Site Permissions Site Activity Content Changes Site Activity Content Changes Site Activity Security Changes Security Changes 1.1 Users Can I see current effective permissions of the user within specific scope (farm, web app, site collection or site)? User Permissions Who has permissions to this node? Site Permissions Usage Report Daily Usage SharePoint Online Can I see all users who currently have access to any content within site or site collection, regardless of how access was granted? How many users are accessing this node? Who are the most/least users in this nodes? Who are the most active users of the site or site collection? Can I clone permissions of a particular user/group for another user/group? Can I delete (revoke), grant or reassign permissions for a particular user/group? How was a user/group granted access to SharePoint? Which AD groups authenticated a particular user/group for SharePoint access? Site Permissions Web Applications Site Collections Sites User Permissions Site Permissions Usage Report Daily Usage Usage Report Daily Usage Usage Report User Permissions Site Permissions User Permissions User Permissions Site Permissions User Permissions Site Permissions 34 Site Administrator for SharePoint: Report Guide Dell Inc., 2012