In December of last year we spoke with Adam Harmetz, the Lead Program Manager for the SharePoint Document and Records Management engineering team at Microsoft, about some of the new records management features coming out in SharePoint 2010.  Response to that post has been overwhelming.  Adam has graciously agreed to sit down with us one [...]

As part of SharePoint Server 2010, we have created a new set of features to help you collect, report, and analyze the usage and effectiveness of your SharePoint 2010 deployment – whether it’s used as an internal or external web portal, a collaboration tool or a document and records management repository.  These features are part of the Web Analytics capabilities of SharePoint 2010.

This blog post is the first of several that will give you more insight into the enhanced Web Analytics features that we have built into SharePoint 2010. This first post will provide an overview of the new Web Analytics features and we’ll take a deep dive in to specific scenarios in future posts.

Overview

Web Analytics Reports

In SharePoint 2010, we have improved the set of Web Analytics reports that are available out-of-the-box, which will provide insights into the behavior of users of your SharePoint sites.  There are three categories of reports that you will find:

• Traffic reports: These reports provide metrics such as:
1. How much traffic your site gets (Number of Page Views);
2. Who visits your sites (Top Visitors);
3. How visitors arrive at your site (Top Referrers);
4. Daily Unique Visitors, Top Destinations, Top Browsers, etc;
• Search reports: These reports give you insight into what users are searching for, for example:
1. How many times users searched (Number of Queries);
2. What were the most used search terms (Top Queries);
3. What queries have high failure rates (Failed Queries);
4. Best Bet Usage, Search keywords, etc;
• Inventory reports: These reports display key metrics regarding the inventory of your sites:
1. What is the total disk drive space user (Storage Usage);
2. How many sites exist (Number of Sites);
3. Top Site Product Versions, Top Site Languages, etc;

We aggregate these reports aggregated at the following levels:

1. Per web application in the farm
2. Per site collection
3. Per site
4. Per search service application

Out-of-the-box, these reports are visible to Administrators at each level.  For example, site-level reports are available to Site Administrators of those sites.  We have also added a new permission level, “View Web Analytics Data,” that will allow users to access these reports without having to give them Administrator privileges.

You can access Web Analytics reports by going to Site Actions -> Site Settings.  Under the Site Actions heading you will see two links, Site Web Analytics Reports and Site Collection Web Analytics Reports. 

When you click on either link, you are taken to an overview page that shows you key metrics for your site.  You can then drill down to other reports by clicking on them on the left navigation. You can also change the date range for the reports by clicking on the Analyze tab on the Ribbon.

Custom Web Analytics Reports

The out-of-the-box reports are useful to get a general understanding of what is happening on your sites.  However, we have made it easy for you to get a deeper level of analysis, or to simply create your own reports.  To get started, click on the Customize Report button under the Analyze tab in the Ribbon.  Clicking this button will export the data contained in this report to Excel.  Excel is a power analytics tools and makes it easy for non technical users to add your own charts, set specific filters, and combine data from multiple reports.  In addition, the data within Excel is refreshable, which means that, once you customize the report, it will always be up-to-date with the latest data.  To get more details on the great new features in Excel 2010 for building charts, reports and pivot tables, take a look at the Excel Team blog.

Web Analytics Workflows

Web Analytics Workflows is a powerful new feature set that enables you to get reports sent out either on a schedule or when specific conditions are met.  For example, you can set them up to receive an email every time the total number of pages views drop by 80% week over week.

To setup a Web Analytics Workflow, go to the Web Analytics report that you are interested in and click on Schedule Alerts or Reports on the Analyze tab in the Ribbon.

Clicking this button will guide you through a series of steps to create your Workflow.

Best Bets Suggestions

Best Bets allow Search Administrators to determine what the most relevant search result is for a given keyword. Up until now, Search Administrators had to look at different reports and data to determine which best bets needed to be added. That process is no longer necessary as SharePoint 2010 periodically sends out suggestions for new Best Bets using all the search metrics it has collected. Now, Search Administrators can simply look through each of the Best Bet suggestions and easily accept or reject them.

To access the Best Bet Suggestions, go to Site Actions, click on Site Collection Web Analytics Reports, and the click on Best Bets Suggestions on the left navigation.

Web Analytics Web Part

We have created a new web part, the Web Analytics Web Part, targeted at Site Managers. This new Web Part is an end-user facing Web Part that can be easily inserted into any page on your site.  It can be configured to display the ‘most viewed content’ or the ‘most frequent search queries’ in the site. The data in the Web Part is continuously refreshed as new content or new search queries become more popular.

To use this Web Part, go into the Edit mode of one of your Site Pages and click on any place you can add a Web Part.  Then, from the Insert tab on the Ribbon, click on Web Part.  Finally, click on the Content Rollup category and select the Web Analytics Web Part.

After you have inserted the Web Analytics Web Part, you can then configure it to display the data you are interested in.

Conclusion

Using the new Web Analytics features in SharePoint 2010, you will be able to get a deeper understanding of what users are doing, what they want from your site and how you can tailor the SharePoint experience to bets meet their needs.   Keep an eye out for future posts where we will delve deeper into each of the features mentioned above.

Hi everyone, I am Quentin Christensen and I work on document and records management functionality for SharePoint. Electronic discovery (commonly referred to as eDiscovery) is an area we are supporting with new set of capabilities in SharePoint Server 2010. In case you are not familiar with eDiscovery, it is the process of finding, preserving, analyzing and producing content in electronic formats as required by litigation or investigations. eDiscovery is an important concern for all of our customers and given that SharePoint has grown to be an integral part of collaboration, document, and records management for many organizations, we recognize the need to support the eDiscovery process for SharePoint content.

Microsoft Office SharePoint Server 2007 included a hold feature that could be used for eDiscovery, but it was scoped to the Records Center site template. With SharePoint Server 2010 the eDiscovery capabilities have been greatly expanded to provide more functionality and the power to use these features across your entire SharePoint deployment.

In this post, I want to highlight three major improvements in SharePoint that support eDiscovery. You can:

• Manage holds and conduct eDiscovery searches on any site collection
• Use SharePoint Server Search or FAST Search for SharePoint out of box to search and process content
• Automatically copy eDiscovery search results to a separate repository for further analysis

Read on to learn how SharePoint Server 2010 can support your eDiscovery initiatives and provide you with the tools you need to manage holds, identify, and collect SharePoint content.

The eDiscovery Process

The Electronic Discovery Reference Model from EDRM (edrm.net) provides an overview of the different parts of the eDiscovery process:

SharePoint Sever 2010 addresses the Information Management, Identification, Preservation and Collection stages. While this blog post will focus mostly on the identification, preservation and collection components, SharePoint provides a rich Information Management platform for Collaboration, Social Computing, Document Management and Records Management.  This means that you can take a proactive approach to eDiscovery by putting a governance framework in place and using appropriate disposition policies to expire content. Managing content and deleting it when it is no longer needed will reduce the amount of content that must be indexed and searched, and collected for eDiscovery.  The result is that eDiscovery costs can be dramatically reduced, changing the problem from finding a needle in a hay stack to finding a needle in a hay bale. Ultimately, the key to achieving legal compliance for eDiscovery obligations is built upon a foundation of robust Information Management.

When an eDiscovery event occurs, such as a receipt of complaint, discovery, or notice of potential legal claim, the identification stage begins. Content that may be subject to eDiscovery must be identified and searches are conducted to find that content. That content needs to be preserved and at some point, the content will be collected.

The eDiscovery Features

Hold and eDiscovery

Hold and eDiscovery is a site level feature that can be activated on any site.

Activating this feature creates a new category in Site Settings that provides links to Holds and Hold Reports lists. There is also a page to discover and hold content that allows you to search for content and add it to a hold. Once the Hold and eDiscovery feature is activated you can create holds and add to hold any content in the site collection. By default only Site Collection administrators have access to the Hold and eDiscovery pages. To give other users permission, add them to the permissions list for the Hold Reports and Holds lists. This will also give access to the Discover and hold content page.

You can manually locate content in SharePoint and add it to a hold, or you can search for content and add the search results to a hold. With the Hold and eDiscovery feature you can create holds in the hold list and then manually add content to the relevant hold by clicking on Compliance Details from the drop down menu for individual items.

Then click on the link to Add/Remove from hold.

And you can select the relevant hold to add to or remove from.

By manually adding an item to hold you will block editing and deletion of that item until it is released from hold. You will notice that the document now has a lock icon showing that it cannot be edited or deleted.

Each night a report for each hold is generated by a timer job. If you need a hold report faster you can manually run the Hold Processing and Reporting timer job in Central Administration.

Search and Process

You can manually add items to hold on any site collection, which is great. But that doesn’t help you find the content you don’t already know about. What if you have a large amount of items you want to find and add to a hold? For that you can use the features on the Discover and hold content page, which is a settings page in Site Settings. From this page you can specify a search query and then preview the results. The configured search service (SharePoint Search Server or FAST Search for SharePoint) will automatically be used. You can then select the option to keep items on hold in place so they cannot be edited or deleted, or if you have configured a Content Organizer Send to location in Central Administration you can have content copied to another site and placed on hold. You may want to create a separate records center site for a particular hold to store all content related to that hold. The Content Organizer is a new SharePoint Server 2010 feature based on the Microsoft Office SharePoint Server 2007 Document Router with richer functionality to automatically classify content based on Content Type or metadata properties. Look for a future blog post covering the Content Organizer.

Holding content in place is recommended if you want to leave content in the location is was created with all the rich context that SharePoint provides, while blocking deletion and editing of content. Be aware that this will prevent users from modifying items. If you prefer users to continue editing documents, then use the copy to another location approach.

When searching and processing, the search will by default be scoped to the entire Site Collection and run with elevated permissions so all content can be discovered. The search can be scoped to specific sites and you can also preview search results before adding the results to a hold. Items can be placed on multiple holds and compliance details will show all of the holds that are applied to an item.

In summary, SharePoint Server 2010 contains key features that make it an essential aspect of your eDiscovery strategy. With the new SharePoint Server 2010 capabilities you can easily apply proper retention policies for all content and make it easier to discover content if an eDiscovery event occurs. eDiscovery often prescribes tight deadlines for production. SharePoint 2010 helps you find the right content and deliver it faster.

Quentin Christensen
Program Manager – Document and Records Management
Microsoft

As you can see from the last few posts, we are incredibly proud of the evolution of our ECM capabilities in SharePoint 2010 and in April, we are heading to the AIIM Expo in Philadelphia to give attendees the chance to try out SharePoint 2010 and hear directly from the people who built the product.  Starting on April 20th, we’ll open the doors on the SharePoint Experience Lab where you can learn about Office and SharePoint 2010, assisted by the ECM team from Redmond and some of our top field specialists.  The SharePoint Experience Lab will be in the Expo Hall where we will be joined by a number of our leading partners and best of all, if you register before the event, entry to the Expo Hall is ABSOLUTELY FREE!  That’s right, register now and you will get access to a wide range of SharePoint labs, supported by the team from Redmond.

In addition to the SharePoint Experience Lab, we are proud to support the SharePoint 2010 Summit @ AIIM Expo.  The SharePoint 2010 Summit @ AIIM Expo consists of almost 30 sessions delivered by the SharePoint ECM Team, customers and leading industry analysts.  Entry to the SharePoint 2010 Summit @ AIIM Expo is included with a conference pass that you can pick up for just $599 (UPDATE – Advanced registration has been extended.  Enter code A525G to receive a $50 discount).  Not a bad price to ask all the questions you ever wanted answered about SharePoint and get the inside scoop from senior product and program managers as well as Eric Swift, the General Manager of the SharePoint Marketing Group.

Here is an overview of the content being delivered by Microsoft speakers at the SharePoint 2010 Summit @ AIIM Expo:

• Introducing SharePoint 2010
• ECM for the Masses: How SharePoint 2010 Delivers on the Promise
• SharePoint and Office: What’s New in 2010
• Overview of Social Computing in SharePoint 2010
• Web Content Management in SharePoint 2010
• Growing SharePoint from Small Libraries to Large Scale Repositories & Massive Archives
• Visual Customization Overview: Theming & Branding For Any Site
• Using Enterprise Content Types & Managed Taxonomies in SharePoint 2010
• Using SharePoint Analytics and End User Feedback to Optimize the Content and Organization of your SharePoint Sites
• Document Management in SharePoint 2010
• Building Rich, Immersive Sites with Microsoft Tools &  Technologies
• Enterprise Search Overview
• Delivering BI to the Masses at Microsoft
• Building an Enterprise Knowledge Management Solution on SharePoint 2010
• Records Management Strategies in SharePoint 2010
• Better Together Collaboration with SharePoint 2010, Office 2010 & More!
• Managing and Sharing Digital Assets in SharePoint 2010
• If You Build It, They Will Come: Driving End User Adoption

With the launch of Office and SharePoint 2010 set for May 12th and our intent to RTM (Release to Manufacturing) this April 2010, there has never been a better time to hear from the team that built the product and get the knowledge you need to make SharePoint successful within your business.  Spring is coming to Philadelphia and with it comes SharePoint 2010 and the SharePoint ECM team.  We look forward to seeing you at the AIIM Expo.

Ryan Duguid
Senior Product Manager – ECM and Compliance
Microsoft