Site Usage Summary Test

By default, each SharePoint Online site is allocated 1 TB of storage space for its use. Some sites however may be more actively used or may contain more files than the rest; such sites may hence utilize more storage. To identify such sites, use the Site Usage Summary test.

This test monitors the workload of sites in terms of page views, visits, and file activity, and reports how this demand impacts storage usage across sites. Detailed diagnostics reveals those sites with a high level of activity. Additionally, the test also looks for sites that are using more than a configured percentage of storage space allocated to them, and reports the count of such sites (if any). Detailed metrics will point you to the exact sites that are using up storage resources excessively. With the help of the detailed metrics, you can correlate the load on the individual sites with their storage allocation and usage. In the process, you can figure out if any site requires additional storage space to handle its current demand.

Target of the test : Microsoft SharePoint Online

Agent deploying the test : A remote agent

Outputs of the test : One set of results for the Office 365 tenant being monitored.

Configurable parameters for the test

Parameters Description

Test period

How often should the test be executed

Host

The host for which the test is to be configured. By default, this is portal.office.com

O365 User Name, O365 Password, and Confirm Password

For execution, this test requires the privileges of an O365 user who has been assigned the Service support admin and SharePoint admin roles and is vested with the View-Only Audit Logs permission. Configure the credentials of such a user against O365 User Name and O365 Password text boxes. Confirm the password by retyping it in the Confirm Password text box.

While you can use the credentials of any existing O365 user with the afore-said privileges, it is recommended that you create a special user for monitoring purposes using the Office 365 portal and use the credentials of that user here. To know how to create a new user using the Office 365 portal and assign the required privileges to that user, refer to Creating a New User in the Office 365 Portal.

Domain, Domain User Name, Domain Password, and Confirm Password

These parameters are applicable only if the eG agent needs to communicate with the Office 365 portal via a Proxy server.

In this case, in the Domain text box, specify the name of the Windows domain to which the eG agent host belongs. In the Domain User Name text box, mention the name of a valid domain user with login rights to the eG agent host. Provide the password of that user in the Domain Password text box and confirm that password by retyping it in the Confirm Password text box.

On the other hand, if the eG agent is not behind a Proxy server, then you need not disturb the default setting of these parameters. By default, these parameters are set to none.

Proxy Host, Proxy Port, Proxy User Name, and Proxy Password

These parameters are applicable only if the eG agent needs to communicate with the Office 365 portal via a Proxy server.

In this case, provide the IP/host name and port number of the Proxy server that the eG agent should use in the Proxy Host and Proxy Port parameters, respectively.

If the Proxy server requires authentication, then specify the credentials of a valid Proxy user against the Proxy User Name and Proxy Password text boxes. Confirm that password by retyping it in the Confirm Password text box. If the Proxy server does not require authentication, then specify none against the Proxy User Name, Proxy Password, and Confirm Password text boxes.

On the other hand, if the eG agent is not behind a Proxy server, then you need not disturb the default setting of any of the Proxy-related parameters. By default, these parameters are set to none.

Storage Percentage Limit

This test reports the count of sites consuming more storage than the rest. If the percentage of storage space utilized by a site is higher than the percentage specified here, then such a site will be counted as a site consuming more storage.

DD Frequency

Refers to the frequency with which detailed diagnosis measures are to be generated for this test. The default is 2:1. This indicates that, by default, detailed measures will be generated at the end of every second test execution cycle during normal operations, and also every time the test detects a problem. You can modify this frequency, if you so desire. Also, if you intend to disable the detailed diagnosis capability for this test, you can do so by specifying none against DD Frequency.

Detailed Diagnosis

To make diagnosis more efficient and accurate, the eG Enterprise suite embeds an optional detailed diagnostic capability. With this capability, the eG agents can be configured to run detailed, more elaborate tests as and when specific problems are detected. To enable the detailed diagnosis capability of this test for a particular server, choose the On option. To disable the capability, click on the Off option. The option to selectively enabled/disable the detailed diagnosis capability will be available only if the following conditions are fulfilled:

  • The eG manager license should allow the detailed diagnosis capability
  • Both the normal and abnormal frequencies configured for the detailed diagnosis measures should not be 0.
Measurements made by the test
Measurement Description Measurement Unit Interpretation

Total sites

Indicates the total number of sites for this tenant on SharePoint Online.

Number

 

Active sites

Indicates the number of active sites.

Number

An active site is a SharePoint Online site that has seen some activity in terms of page views, page visits, or any file activity (eg., creation, modification, deletion).

To view the sites that were active recently, use the detailed diagnosis of this measure.

Total files

Indicates the total number of files across site collections.

Number

Use the detailed diagnosis of this measure to know which sites have the maximum number of files.

Active files

Indicates the number of active files.

Number

Use the detailed diagnosis of this measure to know which sites have the maximum number of active files - i.e., files that have been accessed recently.

Active files

Indicates what percentage of total files is active.

Percent

A high value of this measure indicates that the tenant is accessing or working with SharePoint files very frequently.

Page views

Indicates the number of times pages on sites were viewed.

Number

To know which sites have the maximum number of page views, use the detailed diagnosis of this measure.

Visited pages

Indicates the number of web pages visited across SharePoint Online sites.

Number

To know which sites have the maximum number of page visits, use the detailed diagnosis of this measure.

Sites consuming high storage

Indicates the number of sites that are consuming the allocated storage resources excessively.

Number

The value of this measure will be incremented by 1 if the percent storage usage of any site is more than the percentage configured against the Storage Percentage Limit parameter.

Ideally, the value of this measure should be 0. A non-zero value indicates that one/more web sites are over-utilizing the storage space allocated to them. To know which sites they are, use the detailed diagnosis of this measure.

Storage used across sites

Indicates the amount of storage currently used across sites.

GB

 

Storage allocated across sites

Indicates the total amount of storage space allocated across sites.

GB

 

Storage used

Indicates the percentage of allocated storage that is currently in use across sites.

Percent

A value close to 100% indicates a probable storage space crunch, owing to excessive space usage by one/more sites. In such a situation, use the detailed diagnosis of the Sites consuming high storage measure to know which sites are hogging storage resources.

The detailed diagnosis of the Active sites measure reports the top-20 sites that have seen activity recently. The URL of the sites, who owns each site, the date of last activity, and the level of activity on each site - i.e., the count of active files and the count of page views and page visits to every site - are reported as part of thedetailed metrics.

Figure 5 : The detailed diagnosis of the Active sites measure

Use the detailed diagnosis of the Total files measure to know which sites have the maximum number of files. In the event of a storage space crunch on SharePoint Online, knowing which sites have a large number of files will point you to the sites that are probably consuming a large amount of storage space.

Figure 6 : The detailed diagnosis of the Total files measure

Use the detailed diagnosis of the Active files measure to view the top-10 sites with the most number of active files - i.e., files that have been accessed recently.

Figure 7 : The detailed diagnosis of the Active files measure

To know which sites have the maximum number of page views, use the detailed diagnosis of the Page views measure.

Figure 8 : The detailed diagnosis of the Page views measure

To know which sites have the maximum number of page visits, use the detailed diagnosis of the Visited pages measure.

Figure 9 : The detailed diagnosis of the Visited pages measure

To know which sites are consuming more storage, use the detailed diagnosis of the Sites consuming high storage measure. In the event of a storage crunch, these detailed metrics will point you to the exact sites that are responsible for the contention.

Figure 10 : The detailed diagnosis of the Sites consuming high storage measure