Sharepoint Content and Usage Reports - guide by SPDocKit
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SPDocKit is a tool that provides administrators with reports to help manage their SharePoint environment. It offers reports on content and usage which provide insight into storage usage, site collections, content types, and unmodified documents. The storage metrics report shows the storage space used by each SharePoint object. Usage reports provide useful information on unique visitors and site visitors. Content usage reports indicate where content types are used and identify documents whose authors no longer have access. SPDocKit aims to simplify common administrative tasks in SharePoint.
![Content Overview dashboard
The charts dashboard represents a basic overview of your SharePoint farm usage
metrics.
The Content Overview report shows useful information about content database
growth, used SharePoint space, site collection inventory, number of servers by
role, etc. It outlines and highlights some basic but useful SharePoint farm usage
metrics through multiple charts and graphs.
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Site Collection Sizes
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SharePoint Collections Sizes over Time
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>](https://image.slidesharecdn.com/sharepoint-content-and-usage-reports-guide-ebook-spdockit-161103094524/85/Sharepoint-Content-and-Usage-Reports-guide-by-SPDocKit-6-320.jpg)
![Storage Metrics report helps you view the entire SharePoint storage space
used by each SharePoint object on your farm. SharePoint's own storage
usage reports can be tricky to dig out. The platform provides these metrics
and data, but they are so well hidden, and that's why SPDocKit can provide an
easy solution.
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Refer to our article titled SharePoint storage metrics: How to report on SharePoint
storage space without Losingyour marbles for more detailed insights.
Unmodified Content report collects data to tell you how much time has
elapsed since certain SharePoint documents have been modified. You can
change the time frame for SPDocKit to report on all documents that haven't
been modified or used in X number of days, months, or years.
For example, use the reportto dig outthat particular document in the finance
department that has been left unmodified for nearly two years. Are you sure
you still need the document? If not, you can always archive or delete it.](https://image.slidesharecdn.com/sharepoint-content-and-usage-reports-guide-ebook-spdockit-161103094524/85/Sharepoint-Content-and-Usage-Reports-guide-by-SPDocKit-8-320.jpg)
Sharepoint Content and Usage Reports - guide by SPDocKit
- 1. SPDocKit Content and Usage Reports Your trick for seamless SharePoint administration Made with • by Acceleratio
- 2. Introduction SharePoint admins often find themselves in situations where they need to handle large amount of data while administering a SharePoint farm. Powers Users and Administrators, especially, have a lot on their plates. Problems range from planning the SharePoint architecture to imple mentation and daily management. And when you add to it the task of assigning and handling permissions, every SharePoint admin would admit that that they need help. The thing with SharePoint is that it's too complex. The platform goes to such lengths to provide a full range of features that, we admit, it's hard to keep track of it all. Then once you get accustomed to all the architec tural adjustments and get to know all the hidden SharePoint features, SharePoint admins still have to battle with their daily tasks. The tasks are often repetitive and boring; other times, the tasks require other solu tions, such as a custom-written PowerShell script or even a third-party tool to keep the company's SharePoint environment organized.
- 4. If you've never been a fan of PowerShell, SPDocKit replaces your administration headaches with a stress free SharePoint farm management. Reporting in your SharePoint farm now takesjust a few clicks. Reports containing all the needed information about your SharePoint environment are easily accessible and comprehensible. SPDocKit offers coherent reports that you can later export into Excel, Word and PDF formats.
- 5. SPDocKit SharePoint Content and Usage reports Content and Usage reports in the SPDocKit application provide detailed informa tion about farm storage and content usage. These reports also cover a very important segment - the structure - as well as features usage and activations. Among the Content and Usage reports currently available are: v Usage reports v Feature reports v Structure reports v SPCAF reports Usage reports are reports that offer more information on how your SharePoint is being used in the organization. SPDocKit retrieves vital information about disk size and storage, and many other metrics.
- 6. Content Overview dashboard The charts dashboard represents a basic overview of your SharePoint farm usage metrics. The Content Overview report shows useful information about content database growth, used SharePoint space, site collection inventory, number of servers by role, etc. It outlines and highlights some basic but useful SharePoint farm usage metrics through multiple charts and graphs. f- � a lo] Permissions Data Auto_Snapshot_2016_10_12_4_0_17 - SPDoc:Kit - Registered to Contoso Home Wizards 5i 1-,_ .Take Snapshot Open Snapshots � Sa'Ve View 0Refresh @Generate O,ange Export Export Styles as PDF as XLSX Documentation Export (9 � � � 0Export Compare Subscriptions Sdiedule Options as DOCX Wizard and Alerts this Report .. Changes Email Configuration {t) • If' r • �Content & Usage Reports • iiUsage Reports • �Content Overview > Site Collection Sizes PMD Inc. • Awesome Comp. • ProseWare, • School • Blue Yonder Northwind • City Power • Other SharePoint Collections Sizes over Time 0.6GB .....................03GB 0GB 9/27/2016 10/1/2016 10/5/2016 10/9/2016 10/13/2016 Site Collections per Web App 15GB Content Databases Sizes Used SharePoint Space Servers By Role Front-end --�• Custom(:; !!-IIApplication a0 Content Databases Sizes over Time 10GB •••••••••••••••••••• 5GB 0GB 9/27/2016 10/1/2016 10/5/2016 10/9/2016 10/13/2016 >
- 7. Usage reports For a better SharePoint reporting experience, SPDocKit offers multiple reports that reveal how the company's SharePoint adoption, and how end users utilize it. Number of Unique Visitors report will help you monitor SharePoint farm adoption. For instance, if you deploy SharePoint in your organization, at some point you would like to learn more about how your employees are using it. SPDocKit relies on SharePoint usage analytics and uses the data to get insights into the number of unique visitors. If the number of unique visitors drastically deviates from the number of your employees, you can conclude that employees aren't using SharePoint or that something wasn't deployed right - that it might not be working properly. list ofSite Visitors report offers insights on the number of users that visited the selected site in a certain time period. If you see that you have just a few visitors, you can check to see why is this the case - do employees dislike using the SharePoint site or is there another issue hidden there? The following Content Usage reports gather information on whether certain doc uments are active and in use, whether their authors are also active and have access to those documents, as well as whether documents have been modified. Content Type Usage report displays all lists that contain a specific content type within a selected site collection. This means you can see exactly where a particular content type document or content type folder is being used. For custom created-content types, there's an option to see them as well - which custom types are in question, and where on the site they are in use Dead Documents report lists documents who's author no longer has access, whether the author was disabled or deleted as a user from the Active Direc tory or the author can no longer access the document. SPDocKit can then help you find documents that are no longer in use.
- 8. Storage Metrics report helps you view the entire SharePoint storage space used by each SharePoint object on your farm. SharePoint's own storage usage reports can be tricky to dig out. The platform provides these metrics and data, but they are so well hidden, and that's why SPDocKit can provide an easy solution. f' � a lo] Pem,ssom Data SPOod<H -Registered to Ac�leratio r, H�e.W"� a @ � � � [g Take Snapshot Open Save Refioesh Generate 0,an,;ie Export Export Export Compare Wizard SUbsaiption Sdledue Options Viewl"I SharePoilt Snapshots Styles as POF as XLSX as OOCX E,q,ort Manager ti-is Report Conf9Jration Brow� ® • '1' r • �Content&UsageReports • iiiusageReports • iiiContentUsage • �StorageMrlrics 1Search content & usage Reports l!I Storage Metrics l!I Lkvnodified Content .,, iii Feab.Jre Reports *Feab.Jres List ,, ii Feab.Jre Activations �-·-1!1 Activations by Editicrl " ii Feature Usage by Editicrl '---"'"-Eeal�.LkN,e bv Fd,twr, !ii! Farm Expbrer � S�e Expbrer 8e Permissbns Expbrer a Permissions Reports Ii;') Content & Usage Reports ft Best Practices )! Queries & Rues Ji! Snapshots � Monitoring < VN!w thl! storagl!! ��by �d, Share)ointobj&t: cri th!!! farm. You can view the obje,ct's share siZI!' rdativl!' to the total size of th.. Name Si�[MBJ Percentage of ParentSite Collection ..i I! SP0EMO_?ortal80 9438.06 1.79%ful • in/stes,tiodata 44.21 0,47%ofcon�tdatabase .. m,#tesf,cDntoso 43.68 Q,qf,%ofcontentdatabase ,, [J Projects 22.12 ..• [J ProjffiMars 20.91 '"' • DJ Alfa Project 0.31 I 1% • [J SecretProject 0.31 I 1% � [u New York Pro� 0.29 l 1% a1 ii _catalogs 0.16 0% • ii Master Page Galery 0.13 0% • ii Con1)0SeCI Looks 0.03 0% • ii Site Assets 0.05 0% a1 ii Site Pages 0.04 0% • ii Forms 0.03 0% Cl Home.asox 0.01 0% Number of rows: 91 © Storage Metrics Details for Site Pages. 0% 50% 100% .Forms .Home.aspx • How To Use This Library.aspx .Other o' Refer to our article titled SharePoint storage metrics: How to report on SharePoint storage space without Losingyour marbles for more detailed insights. Unmodified Content report collects data to tell you how much time has elapsed since certain SharePoint documents have been modified. You can change the time frame for SPDocKit to report on all documents that haven't been modified or used in X number of days, months, or years. For example, use the reportto dig outthat particular document in the finance department that has been left unmodified for nearly two years. Are you sure you still need the document? If not, you can always archive or delete it.