Brian G. Riesen
My feedback
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9 votes
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12 votesBrian G. Riesen
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26 votesBrian G. Riesen
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165 votes
An error occurred while saving the comment An error occurred while saving the comment Brian G. Riesen
commented
One report area where Microsoft's reports are lacking, and that I get asked for frequently by users, is a report of file views and downloads. The Last Modified dates do not reflect the popularity of a document in a library, just when it was last edited.
For example, HR policies may not change for three years but are still relevant
Being able to run a report on how many views and/or downloads for all of the files in a library, list, or even all the libraries in a site, would be extremely helpful. It's not enough to know just what's "popular". I'd argue it's MORE important to know what's unpopular, i.e. obsolete, and can be archived or removed completely. This would help us be able to have tangible reporting to apply against our data retention and records policies.
An error occurred while saving the comment Brian G. Riesen
commented
Reporting on when a file or list was last accessed (not just modified) is the MOST frequent reporting question I receive. Having a report that can provide this information would help with data retention policies and archiving of unused files, freeing up storage, which will naturally clean and trim search results by removing obsolete results.
Brian G. Riesen
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55 votes
Hello ShareGaters,
I was going through the comments in this thread and clearly understood your desire of visibility over user alerts (who created them, type of alerts, etc.) but I am curious to hear how the info would be used, how you would consume the info and most importantly, do you also feel the need to take any kind of actions over the alerts?
I hope I’ll hear from you soon!
Thank you
An error occurred while saving the comment Brian G. Riesen
commented
We use Announcement lists to post team updates and then set up alerts to Azure AD groups. This way covers attrition to and from the team automatically. Some staff outside the team also choose to opt-in subscribe via User Alerts. I'm often asked "who else outside this team is subscribed to our alerts?" Some document libraries also have user alerts so people know when a new white sheet or user guide is posted. I'm asked who is subscribed to these alerts as well.
I get asked quarterly to report on NEW subscriptions, so if the date they subscribed is tracked that would be nice to know and be able to filter on.
I do have a workaround to use the browser's DEV tools to copy the HTML list code, then parse it out in Excel to get the names to send. It's a mild hack per list, but it would be nice to be able to do this for all User Alerts across all lists and libraries on a site at once. There's no date, so I have to manually compare month to month to see new user alerts.
Brian G. Riesen
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275 votes
This is not currently in our plan to allow our users to compare two environments.
We might do it in the future, possibly starting with permission as it seems like it would be the most useful part on security level.
Brian G. Riesen
supported this idea
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File VIEWS and DOWNLOADS are extremely valuable to know and not part of the OOTB reporting. For example, HR policies may not be updated for a few years but are still relevant. They don't show as modified lately and therefore can be seen as obsolete. Other docs, if not modified in 6-12 months can be archived no problem. There's no granular file level reporting from Microsoft. This data is captured in the O365 audit logs but Microsoft's response was to "use PowerShell" as usual. It would be really nice to report on a given library on how many people viewed or downloaded a PDF, Excel, etc.