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© 2017 BY Purple Oyster

How can Duke help?

Duke is a desktop application and consists of two principal modules:

 

  • Data Capture: This module communicates with the selected SharePoint enviromnent, gathers a variety of information which it stores in a local database.  A single data capture is called a Snapshot.
     

  • Reporting: Duke includes a large number of reports that can be run offline, reflecting the data stored in the local database.  This includes a number of reports than can be imported into a Duke Power BI module.  This is a great way to review key aspects of SharePoint content and especially as a means to monitor the progress of data clean-up or migration projects.

The purpose of Duke is as a method to understand the contents of an entire site collection by reviewing a single, one-page dashboard and to then be able to drill into progressively more detail using the reports provided or where alternative analysis is required, by exporting this data into other tools such as a dektop database or spreadsheet.

The reports help to identify potential problem areas quickly - lists with versioning enabled but with no limits, empty lists and sites, items with bad or missing metadata, duplicate documents, site columns, content types or metadata.  They will also provide analysis of items that have not been updated for a predetermined period and if usage data is available, of items that have not been accessed for this period.

All of this is a huge aid to cleaning your SharePoint environment prior to migration but also on an ongoing basis, thereby avoiding the growth of redundant, duplicate and misleading information.

Reports include but are not limited to the following

  • Dashboards.  One-page summaries of the contents identified by the snapshot.  This will include the total number of items, total size, number of major versions, number of minor versions and the number of items with no title.
     

  • Master list of all items in the snapshot.  This can be exported to an Excel-compatible spreadsheet application for detailed analysis.
     

  • Items sorted by document size or by the size of all versions.
     

  • Items sorted by the number of versions.
     

  • Items with no title.
     

  • Item metadata usage.

    This is really two reports - one that shows the metadata values used with each item and can be useful when analysing how (or even if) items are being tagged.  The second report is a where-used report and identifies where indivudual metadata values (eg terms from the term store) are being used.  There are also reports that indentify how Choice and Lookup columns are being used and help identify where the values these columns provide are similar to to or would be better deployed as managed metadata.
     

  • Governance report.  This reports lists all document names that are longer than the prescribed maximum or contain characters that do not conform to governance criteria.
     

  • Site columns.  This is a report of all site columns and where they are being used.
     

  • Content types.  A report of content types and where they are being used.
     

  • Managed Metadata.  A report of all managed metadata terms and where they are being used - and if they are not.
     

  • Alerts. Reporting all alerts configured in the sites reveiwed in the snapshot.
     

  • List settings.  This includes versioning settings, search configuration and workflows.
     

  • List values.  A summary of the number of items in a list, total item size, total version size, number of versions.
     

  • Users and groups.  Group membership, last activity, items created and modified, inactivity report (users who haven't created or modified content for a predetermined period).
     

  • Site featues.  A list of featues and whether they are active.
     

  • Recycle bin.  Reports the contents of both site and site collection recycle bin.  This can be useful if you're approaching storage allocation and need to free up space quickly.  It also shows who has been deleting what and when.
     

  • Views.  A report of views for each list in the snapshot.
     

  • Usage.  Item-level usage.
     

  • Unique permissions.  These reports show sites, lists or items that do not inherit permissions from their parent.
     

  • Search.  The search report is not part of the snapshot data capture but is run independently and in real time and lists the results that would be displayed when searching for a set of search terms that are entered before the report is executed.  For example, you can take the list of 100 most popular search terms and produce a report showing what the results would be if someone were to search for each term.  This is a good way to understand how well search is able to index your content and how relevant these results may be, and is a starting point in improving the quality of your search results.
     

The availability of this information depends to an extent on the version of SharePoint involved (eg SharePoint 2010 provides no out-of-the-box way to capture web analytics (usage) data) and whether the components involved have been enabled (if usage is not being captured then it won't be possible to collect usage data).

Duke also provides a Site Heirarchy reports which is an interactive list of sites lists and list items displayed in a tree views.