Produce a Forage Report for a Board or an Auditor
3 min read · Last updated · Page version 12
Purpose: hand over a dated, filtered summary of all your files, their sensitive content, the labels on each file or what has not been read, as a PDF or a spreadsheet.
- Open Records, then Reports, and pick a report:
- All your files: files by site, by SharePoint or Archive, and by type, with how many were read in full, partly read, with unread scans, waiting and not read, and why.
- Sensitive content (where content classification is enabled): files under each label, by site and severity, the worst sites first, and the most recently found files under each label with a link to open them.
- Labels by file (where content classification is enabled): which labels are on which files. One row per file, with its name, site and folder, the labels on it with their severity, and when Forage last checked it. Files are sorted by site, then by file name, 100 to a page; use Previous page and Next page to move through them.
- Files not read: what is not read and why (password protected, damaged, scanned pages never read, file type not read, could not be read), by site and by reason.
- Duplicate files: files whose contents are exactly the same, byte for byte, and the space the extra copies take. It lists the sites whose extra copies take the most space and the largest sets, with where each copy is. The copies of deleted files that the archive keeps so they can be recovered are left out, and the report says how many. Only files Forage has read can be compared, so the figures grow as it reads more. Select a site to narrow the report to it, a set to see every copy with a link to open or restore it, or a file to see its details.
- Under Filters, add sites by typing part of a name or address. For the reports other than Duplicate files, also choose labels for the sensitive content and labels by file reports, choose a severity for labels by file, and set a date range if you need one. Duplicate files can be narrowed by site only. Leave a filter empty to include everything. Press Run report.
- Press Export PDF and choose Save as PDF in the print dialog, or Export CSV for a spreadsheet with every table.
Good to know: every export states the customer, when it was produced and the filters used. The date range means when a file was last changed, and for sensitive content when the label was found. Lists show up to 100 rows; the summary figures count everything the filters select. On a very large estate, choose the sites to report on.
The sensitive content report lists the documents that carry each label.
See what each page shows for the rest of the Records section, and product features for how each feature behaves.
Questions go to sales@smikar.com.