New Task

 Click New from Actions Pane or press ALT+N to open the New Task dialog.  
 
New Task dialog is shown below:   

 
Specify the name and Schedule the task. Click Add to add reports to the task.
 

Step 1: Report Selection page

       
 

  1. Select the required report to add. You can view a short description and the fields for the selected report in the right panel.
  2. Click Next to proceed to the next step. Click Back anytime to go back to a previous step.      

Step 2: Scope and URL page
 

This step is applicable for all the site and list category reports. This step is not applicable for few reports under web application category. Perform the following steps in this screen:
  1. Select the Scope and specify the target URL. You can use the Browse dialog or type the URL directly and Click the Add button. Browse dialog shows the tree nodes based on the selected Scope. You can view them through their title or name.
  2. Click Edit button to edit the selected scope and Click Remove to remove the selected URL from the list.
  3. Click Next to proceed to the next step.

Note: Browse dialog shows the SharePoint tree nodes based on the selected scope. For the case of 'Connected Web Application only' and 'All Sites in Web Application' , it allows you to select a SharePoint web Application only. For the case of 'Connected Site only' , 'Connected site and it's sub sites', ' All lists in the connected site' and ' All lists in the connected site and it's sub sites', it allows you to select a SharePoint site only. For the case of 'Connected list only', it allows you to select a SharePoint list only. A sample browse dialog is as shown below:

'Scope and URL' dialog is report specific. The table given below summarizes the various applicable scopes brief description.
 
Report Scope Description
Connected web application only Retrieves report information for the connected web application only
All web applications Retrieves report information for all web applications in the SharePoint server
 
All sites in web application Retrieves report information for all the sites, including sub-sites and  top level sites in the web application
Connected site and its sub-sites Retrieves report information for the connected site and its sub-sites
Connected site only Retrieves report information for the connected site only
 
All lists in the connected site and its sub-sites Retrieves report information for all the lists in the connected site and its sub-sites
All lists in the connected site Retrieves report information for the all the lists in the connected site
Connected list only Retrieves report information for the connected list only

Apply to option is used to apply the same scope and URL to selected reports under the same report category. For example, if the current report refers the site category, then all the selected site category reports are appended with the specified scope and URL settings. Click Edit on Scope and URL page to edit the scope.
 


 

Click Apply to to apply the same URL and scope setting to all the selected reports under the same category. Click OK to return to the Scope and URL step.
 
Step 3: Specify Report Criteria
This step allows you to apply specific conditions for filtering report data.


Click Edit to create a data filter. Specify the data collection tuning options through the filter criteria dialog as shown below:


The following table explains about generic date range options and their runtime behavior:
Today Represents the current day from 12.00.00 AM to the current time.
 
Example:
If the current date and time is 4/11/2014 11:55:10 PM, the report data
will be collected from 4/11/2014 12:00:00 AM to 4/11/2014 11:55:10 PM
Yesterday Represent previous day from 12.00.00 AM to 11.59.59 PM.

Example:
If the current date and time is 4/11/2014 11:55:10 PM, the report data
will be collected from 3/11/2014 12:00:00 AM to 3/11/2014 11:59:59 PM.
This Week All the days in the current week. The first day of the week is based on the
calendar setting configured in the computer running SharePoint Farm
Reporter as shown below.


Last Week All the 7 days in the previous week based on the calendar settings configured in
the computer running SharePoint Farm Reporter.
Last N Days Specified number of days from the current date.


Select custom date range option to retrieve data for the exact date range.


The specified Group By field will be used to group the collected data in the exported file.

Specify the criteria to filter the report data.
  1. Choose a field name from the dropdown, select an operator and specify the filter data. NOTE: Operators include a special operators called “contains” and "does not contain". The "contains" option determines whether or not a given character string matches a specified pattern. The operator “does not contain” performs the reverse function of the “contains” operator.
  2. Click Add to Filter. The selected condition will be added to the criteria list and will be displayed as shown below:
  3. Use “AND to Filter” and “OR to Filter” , parenthesis (, ) etc., to build an enhanced filter condition as shown in the example below:
    [List Item URL] Contains ‘Home’ AND [Item Name] Starts With 'test'

  4. Click “Apply To” to apply the same criteria for various URLs within the same report category and report.
  5. Click OK to go back to the reports wizard and the applied criteria will be added to the report as shown below:



Click Next to proceed to the next step.

Step 4: Specify delivery options (Export, Publish and E-mail)
 
This dialog allows you to choose one or more report delivery options.
 
  1. Export Option: Change the Export path and export file format as necessary.

     

  2. Publish Option: Select Publish check box and specify a valid SharePoint library/folder URL. Choose a format and a file existence check option as required.

  3. E-mail Option: Change the To address and report file format as necessary.

    To check name, Click   button. If name matches with trusted domain users in the Active directory, name entered in From address text box will be replaced by corresponding active directory user.

    If there is no match for the name entered by the user in Active Directory, a dialog will appear as shown below:

    Select Delete option in the above dialog to remove the recipient name from To address text box. Click Cancel button to close this dialog and the unresolved recipient(s) will appear in red color.

    Click Customize to specify subject, body of the e-mail message, option to zip the report as attachment.

You can use the Apply to option to apply the specified settings in this step to all the selected reports.

Deliver report even when there are no records to export option instructs the application to not to export/publish/email report when there is no record in the report. By default, this option is checked.

Click Next to proceed to the next step.
 
Step 5: Specify File Settings
 

By default, SharePoint Farm Reporter will export each report for every single selected URL into a new file. File Settings step displays different file name mask options (namely, Web Application Name, Site Name, List Name, Parent Site Name, Report Name, Date and Time Stamp) for each report. You can choose the desired file name mask from the list and customize the export file name.
 


 
 
You can use the file name mask options as described below:
 
Report Scope: Web Application  
File name mask options Selected file name mask Result
ReportName
WebApplicationName
DateandTimeStamp
<ReportName> <WebApplicationName>
Blocked File Types Share Point – 9000.html
<WebApplicationName> <DateandTimeStamp> <ReportName> Share Point – 9000 201010105-113750 Content Databases.csv

Report Scope: Site  
File name mask options Selected file name mask Result
ReportName
SiteName
ParentSiteName
WebApplicationName
DateandTimeStamp
<WebApplicationName> <ReportName> Share Point – 9000 Site Features.xlsx
<ParentSiteName> <SiteName> <WebApplicationName> <ReportName>
First Site Coll First Site Site Features.html
<ReportName> <SiteName> <ParentSiteName> <WebApplicationName> Site Features Share Point – 9000.csv

Report Scope: List  
File name mask options Selected file name mask Result
ReportName
ListName
SiteName
ParentSiteName
DateandTimeStamp
<ReportName> <ListName> <SiteName> <ParentSiteName> File Types Shared Documents First Site First Site Coll.xlsx
<ListName> <SiteName> <ReportName> First Site File Types.html
<SiteName> <ParentSiteName> <ListName> <ReportName> First Site Coll File Types.html


Report Header:
SharePoint Farm Reporter also provides option to specify report headers that is displayed on the top of the report. You can define report header by selecting header masks as available in the dialog.


 

You can use the Apply to option to apply the specified settings in this step to all the selected reports.

 
Click Next to proceed to the next and final step of adding reports.

 
Step 6: Report Summary

 
This step displays the summary information for each report.

 


 
Click Finish to complete the reports wizard.

 
This will take you back to the New Task screen with the task name and the selected reports. Specify the schedule settings for this task to run
  and Click OK to create the task.
 
 


 
You may choose to execute your power report task immediately by selecting 'Run Now' option available under 'Task Option' section. The 'Run later' option
  lets you execute the power task manually at later time.

 
You can see the new task properties in Task Manager window.