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File Level Analytics Report

Table of Contents

About this Report

File Level Analytics Report displays a list of all files on either the selected clients, agents, backup sets, or subclients and the selected MediaAgent, or the specified backup job at the current time. Information for the selected clients, agents, backup sets, or subclients includes files that were included in the latest backup cycle. Information for the specified job ID includes all files that were backed up during the job.

This option enables collection of information about files, volumes, and directories within the subclient being backed up.

Prerequisite

In order to generate this report, the MediaAgents must be installed with the same software version as the CommServe.

When To Use This Report

You can use the File Level Analytics Report to review all files on a client. This report is useful if you need to know:

  • All objects that were backed up.
  • Files that were modified at a certain time and have a specific size. You can predict the Archive Size by using the Modification Time and File Size filters.

    The results of this report can help in determining the values that must be specified while configuring the Archiving Rules using OnePass for Windows File System.

  • All the files that are backed up by a specific job or the latest backup cycle of a subclient.
  • List of files based on their modified times.
  • List of files based on their access times.

What this Report Contains

This report presents the data in the following sections:

Sections Description
Summary This table provides information about files on the any of the following CommCell entities that match the filter criteria. For more information about filter criteria, see Filters.
  • Client
  • Agent
  • Backup Set
  • Subclient

Client  Information displayed in the table includes:

  • Total number of files in the last backup on the selected CommCell entity.
  • Total size of all files in the last backup on the selected CommCell entity.
Details This table provides information about each file on the Client. The information that appears in this table depends on the filter criteria that you configure and the columns that you select on the Output tab. Information displayed in the table can include:
  • The name and location of each file.
  • The size of each file.
  • The time at which the file was last modified.
  • The name of each file.
  • The time at which the file was last accessed.
  • The time at which the file was created.
  • The name of the primary user of the file.
  • The name of the primary user group of the file.
Distribution by Modification Time This table provides information about all files on the selected client. Information is grouped into age categories based on the file's last modified time.
  • Number of files in each age category.
  • Total size of files in each age category.

How to Generate the Report

You can generate the default version of any CommCell Report on demand in the CommCell Console.

Before You Begin

  • Your CommCell user account requires a role with the Report Management permission.
  • To view report data for an entity, your CommCell user account must have an association with that entity.

    For more information on users, permissions, and associations, see User Administration and Security - Overview.

Procedure

  1. In the CommCell Console, select the Reports tab, click Other Reports > File Level Analytics.
  2. In the Report Selection dialog box, click Run.

    The report appears in your default Web browser.

You must select Allow Blocked Content in your browser window to see the count of files.

Scheduling the Report

  1. On the CommCell Console menu bar, select the Reports tab, and then click the button for the report that you want to schedule.
  2. In the Report Selection dialog box, click Schedule.
  3. In the Schedule Name box, enter a name for the schedule.
  4. Select the interval at which you want the report to run: One Time, Daily, Weekly, Monthly, or Yearly.
  5. Specify the exact times and days that you want the report to run.
  6. Click OK.

Customizations That You Can Perform With This Report

You can further customize the report by using the tabs that are available in the Report Selection dialog box. The following table describes the available report options for this report.

Options Description
General On this tab, you can select the backup set, subclient, and MediaAgent for which information is included in the report, or enter a job ID.

MediaAgents and Client computers must be at the same version as the CommServe in order to generate this report.

You can select one of the following options for report generation:

  • Clients, agents, backup sets, and subclients for which to report the data

    OR

    Job ID for which to generate the report

  • MediaAgent associated with selected client.

    If you do not select a MediaAgent, then the MediaAgent used by the last backup will be used. You cannot select a MediaAgent if you selected job ID option to run this report.

Filters On this tab, you can configure filters that determine the information that appears in the report.

Default options on this tab include the following:

  • File Name allows you to select a particular file type or extension to appear in the report. When you set this option, only those file types that you select appear in the report.

    You can enter file types or extensions in a custom pattern.

    For example:

    • *.doc
    • *.*
    • data*.*
    • Multiple file extensions can be specified using “OR” operator, for example: *.docx OR data*

    Alternatively you can double-click a file category or extension available in the File Categories and Extensions column to include in the report.

  • When you set the Date Modified option, only files that were last modified during the specified time appear in the report.

    This can be used to filter files modified on specific day or days. You can use this filter to include files based on its modification time such as files modified:

    • Today
    • Yesterday
    • This Week
    • This Month
    • This Year
    • Last Week
    • Last Month
    • Last Year

    Alternatively, you may also specify greater than or equal to, or lesser than or equal to, and then enter the number of years, months, and/or days.

  • When you set the File Size option, only files that match the size criteria appear in the report.

    Select greater than or equal to, or lesser than or equal to, and then enter a file size.

  • When you set the Date Accessed option, only files that were last accessed during the specified time appear in the report.

    This can be used to filter files accessed by a user on specific day or days. You can use this filter to include files based on its access time such as files modified:

    • Today
    • Yesterday
    • This Week
    • This Month
    • This Year
    • Last Week
    • Last Month
    • Last Year

    Alternatively, you may also specify greater than or equal to, or lesser than or equal to, and then enter the number of years, months, and/or days.

  • When you select Date Created, only files that were created during the specified time appear in the report.

    This can be used to filter files created on specific day or days. You can use this filter to include files based on its creation time such as files modified:

    • Today
    • Yesterday
    • This Week
    • This Month
    • This Year
    • Last Week
    • Last Month
    • Last Year

    Alternatively, you can also specify greater than or equal to, or lesser than or equal to, and then enter the number of years, months, and/or days.

  • When you select the User Name option, only files that belong to the specified user or users appear in the report.

    Select CONTAINS or NOT CONTAINS, and then enter a user name or names.

    User name must be specified in the following format:

    • localhost/administrator
  • When you select the Group Name option, only files that belong to the specified user group or groups appear in the report.

    Select CONTAINS or NOT CONTAINS, and then enter the name of a user group or groups.

    User name must be specified in the following format:

    • localhost/administrator
  • When you select the Folder Path option, only files that appear in the specified folder path appear in the report.
  • When you select from one of the File Filter Options, the selected filters are applied to the results of the report.

    Select one or both the filter options:

    • Include folders

      Selecting this option will include folders in the report output.

    • Include deleted files

      Selecting this option will include deleted files satisfying the filters selected for the report to appear in the report output.

Output You can set the report output to appear in one of several formats and save it to a variety of locations. To make Access Time and Creation Time appear in the report, you must set the Date Accessed and Date Created columns to appear in the report on the Output tab. Set any of the following options:
  • In the Output Fields section, you can select additional columns to include in the details table. You may also choose not to include a column in the output field, though that column was used in report output generation. For example:

    You may select File Size greater than 1MB in the Filters tab but not include File Size column in the Output tab.

  • Generate the report in one of the following formats:
    • HTML
    • Text separated by commas or tabs.
  • Enter the number of File/Folder rows to display in each report page.

    To specify the number of rows that appear on each page of the report, enter a number in the available limit box.

    You may alternatively select All or None for the File/Folder rows limit.

  • Specify the unit of measurement in which to display amounts.
  • Sort the report output by the available columns in ascending or descending order. This can be useful if you want the results to appear in a certain order for a specified column within the report.

    For example:

    You can sort the report output to display all files with File Size column (attribute) in Descending order which may be useful to eventually filter out files taking up more space on disk so that data aging operations may be scheduled to free up disk space.

  • Choose the language in which the report output generates.
  • Enter a location to save the report in one of these locations:
    • On your local computer
    • On a shared network drive
    • An FTP location to which you can upload.

It is recommended that you schedule this report, rather than running the report on demand. For instructions, see Scheduling the Report.

Additional Options

The following table describes additional operations that you can perform with the reports feature:

Option Description Related topics
Saving the Report Output

You can save the report output to a specified location.

  1. In the CommCell Console, select the Reports tab, and then on the ribbon, click the button for the report that you want to save.

    The Report Selection dialog box appears.

  2. Configure the report as needed.
  3. Select the Output tab, and then from the Output Format section, select a file format.
  4. Select Output To, and then enter the location to which you want to save the report.
    • To save the report to your local computer, select Use Local Drive On, and then in the Report Copy Location box, enter a location.
    • To save the report to a shared network drive, select Use Network Share, and then in the Report Copy Location box, enter a location.
    • To upload the report to an FTP site, select FTP Upload, and then click Settings to enter the FTP location and your credentials.

      You can use the default FTP location configured for the CommCell, or you can enter a different FTP location and credentials.

  5. From the Choose Locale list, select the language in which you want the report to appear.
  6. At the bottom of the Report Selection dialog box, click Run.

    The report opens in the file format that you specified and a copy of the report is saved to the location that you entered.

 
Saving a Report as a Template

You can save the report settings as a template in the CommCell Console, and then run the report at any time.

  1. In the CommCell Console, select the Reports tab, and then on the ribbon, click the button for the report that you want to make into a template.

    The Report Selection dialog box appears.

  2. Configure the report as needed.
  3. At the bottom of the Report Selection dialog box, click Save As.

    The Save As dialog box appears.

  4. Select Save a Report, and then enter a name for the template in the box.
  5. Click OK.

    The report template appears in the CommCell Browser under Reports > My Reports.

 
Generating a Report from a Template

You can generate a report from a template at any time.

  1. From the CommCell Browser, expand Reports > My Reports, and then click General.

    The General tab appears in the CommCell Console.

  2. In the General tab, right-click the name of the report that you want to generate, and then select Run Immediately.

    The report opens in the format that is specified in the template.

 
Modifying a Report Template
  1. In the CommCell Browser, go to Reports | My Reports | General.

    The General tab appears in the CommCell Console.

  2. In the General tab, right-click the name of the report that you want to change, and then select Edit.

    The Saved Reports dialog box appears.

  3. Select the Report Details tab, and then make changes on any of the available tabs.
  4. Click OK to save your settings.
 
Cloning a Report Template
  1. In the CommCell Browser, go to Reports | My Reports | General.

    The General tab appears in the CommCell Console.

  2. In the General tab, right-click the name of the report that you want to clone, and then select Edit.

    The Saved Reports dialog box appears.

  3. Select the Job Initiation tab, and then select Saved Report.
  4. Select Clone this report as, and then enter a name in the box.
  5. Click OK.

    The cloned report appears in the General tab.

 
Deleting a Report Template
  1. In the CommCell Browser, go to Reports | My Reports | General.

    The General tab appears in the CommCell Console.

  2. In the General tab, right-click the name of the report that you want to delete, and then select Delete.

    A message appears that asks if you are sure that you want to delete the selected Report Template.

  3. Click Yes.

    The report is removed from the General tab.

 
Setting a Report Alert This option allows users or user groups to get an automatic notification when a report is created. Follow the steps given below to set up the criteria to raise notifications/alerts:
  1. In the CommCell Console, select the Reports tab, and then on the ribbon, click the button for the report that you want to set alerts for.

    The Report Selection dialog box appears.

  2. Configure the report as needed
  3. At the bottom of the Report Selection dialog box, click Schedule.

    The Schedule Details dialog box appears.

  4. Configure the schedule as needed.
  5. Select the Notification tab, and then click Add Alert.
  6. From the Add Alert Wizard dialog box, select the types of notifications that you want to send, and then click Next.
  7. Add recipients to the selected list.
    • To add a recipient that is a user in the CommCell, from the Available list, select a user, and then click Add.
    • To add a recipient that is not a user in the CommCell, in the Email to Recipients box, type an e-mail address.
  8. Click Next, and then click Finish.
  9. Click OK.
Refer to Alerts.
Saving a Report as a Script

The Command Line Interface allows you to generate reports from the command line. The commands can be executed from the command line or can be integrated into scripts. You can generate command line scripts for specific operations in the CommCell Console by using the Save As Script option.

To create an XML script that generates a report:

  1. From the CommCell Browser, expand Reports > My Reports, and then click General.

    The General tab appears in the CommCell Console.

  2. In the General tab, right-click the name of the report that you want to save as a script, and then select Edit.

    The Saved Reports dialog box appears.

  3. Select the Job Initiation tab, and then click Save As Script

    The Save As Script dialog box appears.

  4. Enter the appropriate settings to generate a script file.
    1. From the Client list, select the name of the client where you want to save the script.
    2. In the Path box, enter the file path where you want to save the script, and then enter a name for the script file at the end of the path.

      Ensure that the name of the file contains the .xml extension

    3. Click OK to create the script.

      A message appears that says that the script saved successfully

    4. Click OK.

    The Save As Script and the Saved Reports dialog boxes close.

Refer to Command Line Interface.

Sample Reports

Multiple Clients with Large Files

View the space consumed by large files on multiple clients:

  • On the General tab, select multiple clients.
  • On the Filters tab, select File Size and then enter >= 1 MB.
  • On the Output tab, under Output Fields, verify that Size appears in the Selected list.

Generated Report

Files Eligible for Archiving

Identify files that are eligible for archiving:

  • On the Filters tab, select Date Modified, and then enter >= 9 months.
  • On the Filters tab, select File Size , and then enter >= 1 MB.
  • On the Output tab, under Output Fields, verify that Size and Date Modified appear in the Selected list.

The results of this report can help in determining the values that must be specified while configuring the Archiving Rules.

Users with the Largest Backups

Identify users with the largest backup jobs:

  • On the Filters tab, select File Size, and then enter >= 1 MB.
  • On the Output tab, under Output Fields, verify that Size appears in the Selected list.
  • On the Output tab, under Output Fields, add User Name to the Selected list.