Data Analytics - File Analytics Report

You can use the File Analytics report to locate outdated, redundant, and unauthorized files on your client computers.

Table of Contents

View File Analytics Reports from the Web Console

After running an analytics job, you can view the File Analytics Report from the Web Console.

Only users with the following capabilities can view the File and Email Analytics reports:

  • Browse capability
  • Report Management capability

Also, users can only view the analytics information for clients that are:

  • owned by the user
  • associated with the user through a user group

For instructions on user capabilities and user group associations, refer to User Administration and Security - Managing User Groups.

    File Analytics reports can be accessed through the Web Console.

  1. Log on to Web Console.
  2. Click Reports.

    The Worldwide Dashboard appears.

  3. At the top of the page, click Worldwide Reports.
  4. Click File Analytics.

    A list of available reports appear.

From here you can:

Use the File Analytics Report to... Refer to...
view a summary of information for data on a specific client or client group, including space usage by:
  • Modified Date
  • File Size
  • File Type(s)
View Summary Information for a Client or Client Group
find outdated files, which can be deleted or moved to secondary storage Analyze Outdated Files
find large or redundant files that can be deleted Analyze Large Files
find unauthorized file types such as:
  • videos
  • MP3 music files
  • other non-business essential files
Analyze Files by Type

View Summary Information for a Client or Client Group

You can view a summary of information for the data residing on a specific client or client group with the File Analytics report. The summary contains information regarding space usage distribution by:

  • Modified Date
  • File Size
  • File Type(s)

To view summary information for a client or client group:

  1. On the File Analytics page, proceed as follows:
    To view summary information for... Then...
    a client
    • Under Client Computers, click the name of the client you want to view.
    a client group
    • Under Client Computer Groups, click the name of the client group you want to view.

    The summary report for the selected client or client group appears.

  2. To view more detailed information for the selected client or client group, click Interactive to access the complete analytics report.

Analyze Outdated Files

To analyze outdated files, view the Space Usage Distribution by Modified Date data view.

You can also analyze outdated files by configuring the File Analytics Reports to include file access time. For instructions, see Configuring Analytics for File Access Time.

  1. In the File Analytics screen, click View Report for the client or client group you want to view.

    The Space Usage by Modified Date data view appears.

  2. To further analyze the information in the report, proceed as follows:
    If you want to... Then...
    view detailed data information for data in a specific range
    • Point to a bar on the graph.
    modify the data ranges (y-axis)
    1. Click the Customize Categories button.

      From here, you can:

      • Type or select new values of a range to display in the graph.
      • Remove a range by clicking the minus button.
      • Add a range by clicking the plus button, up to a maximum of 6.
    2. Click Apply to save your changes and update the graph.
    view more granular data information for a specific range
    • Click on a y-axis value.

      More granular data for the selected range appears.

      For example, from the default Modified Date data view, click Less than 1 year to view a quarterly distribution of the data in the selected range.

    view a detailed list of data included in the current view
    • Click the Listing View button .

      The Listing View appears with the following information:

      • The full path of each file
      • The date when each file was last modified
      • The size of each file

      Information in the listing view can be sorted by clicking on the column titles.

    approximate savings of archiving items in the current data view
    • In the Cost in $ box below the data view, enter your storage costs (in dollars per GB).

      The Save Approx value updates to reflect the amount you could save by moving data in the current data view to archival storage.

Analyze Large Files

To analyze large files, use the Space Usage Distribution by File Size data view.

  1. In the File Analytics screen, click View Report for the client or client group that you want to analyze.

    The Space Usage by Modified Date data view appears.

  2. Click a bar on the graph to view size information for files within a specific modified date range.

    If you want to view size information for all files, first create a category that will capture all files:

    1. Click the Custom Categories button.
    2. Create a date range of Beyond 0 Years.
    3. Click the bar on the graph for Beyond 0 Years.

    The Space Usage Distribution by File Size data view appears.

  3. To further analyze the information in the report, proceed as follows:
    If you want to... Then...
    view detailed data information for data in a specific range
    • Point to a bar on the graph.
    modify the data ranges (y-axis)
    1. Click the Customize Categories button.

      From here, you can:

      • Type or select new values of a range to display in the graph.
      • Remove a range by clicking the minus button.
      • Add a range by clicking the plus button, up to a maximum of 6.
    2. Click Apply to save your changes and update the graph.
    view more granular data information for a specific range
    • Click on a y-axis value.

      More granular data for the selected range appears.

      For example, from the default Modified Date data view, click Less than 1 year to view a quarterly distribution of the data in the selected range.

    view a detailed list of data included in the current view
    • Click the Listing View button .

      The Listing View appears with the following information:

      • The full path of each file
      • The date when each file was last modified
      • The size of each file

      Information in the listing view can be sorted by clicking on the column titles.

    approximate savings of archiving items in the current data view
    • In the Cost in $ box below the data view, enter your storage costs (in dollars per GB).

      The Save Approx value updates to reflect the amount you could save by moving data in the current data view to archival storage.

Analyze Files by Type

To analyze files by type, use the Space Usage Distribution by File Type data view.

  1. In the File Analytics screen, click View Report for the client or client group that you want to analyze.

    The Space Usage by Modified Date data view appears.

  2. Click a bar on the graph to view size information for files within a specific modified date range.

    If you want to view size information for all files, first create a category that will capture all files:

    1. Click the Custom Categories button.
    2. Create a date range of Beyond 0 Years.
    3. Click the bar on the graph for Beyond 0 Years.

    The Space Usage Distribution by File Size data view appears.

  3. Click a bar on the graph to view file type information for files within a specific size range.

    If you want to view file type information for all files, first create a category that will capture all files:

    1. Click the Custom Categories button.
    2. Create a size range of Beyond 0 MB.
    3. Click the bar on the graph for Beyond 0 MB.

    The Space Usage Distribution by File Type(s) data view appears.

  4. To further analyze the information in the report, proceed as follows:
    If you want to... Then...
    view detailed data information for data in a specific range
    • Point to a bar on the graph.
    modify the data ranges (y-axis)
    1. Click the Customize Categories button.

      From here, you can:

      • Type or select new values of a range to display in the graph.
      • Remove a range by clicking the minus button.
      • Add a range by clicking the plus button, up to a maximum of 6.
    2. Click Apply to save your changes and update the graph.
    view more granular data information for a specific range
    • Click on a y-axis value.

      More granular data for the selected range appears.

      For example, from the default Modified Date data view, click Less than 1 year to view a quarterly distribution of the data in the selected range.

    view a detailed list of data included in the current view
    • Click the Listing View button .

      The Listing View appears with the following information:

      • The full path of each file
      • The date when each file was last modified
      • The size of each file
    approximate savings of archiving items in the current data view
    • In the Cost in $ box below the data view, enter your storage costs (in dollars per GB).

      The Save Approx value updates to reflect the amount you could save by moving data in the current data view to archival storage.