Welcome to
Help Desk

Product Updates
Training
Support
Ideas Contact Support

Content Lifecycle Analytics View

Content is being created by users across industries at a rate that has never been seen before. Users increasingly create more content as they collaborate with others, create files, backups, and store photos, training videos, logs, and reports. When content is created, it is valuable and purposeful. However, with time, as circumstances evolve, information tends to lose business value, but the risk of sensitive information always remains. Most privacy regulations such as GDPR and CCPA mandate organizations that data should only be retained for as long as it is required to achieve the purpose for which data were collected and processed. Privacy regulations also require organizations to adhere to the minimization principle, which applies to the amount of personal data stored and the length of time the information is retained.

The Content Lifecycle in Egnyte's Secure & Govern view is designed to provide a quick, scalable, and easy-to-use way to address such needs of our customers. The view provides detailed analytics about the type of content that is contained within each folder. It enables users to quantify and visualize the precise locations of files based on key file attributes, files affected by the lifecycle policies which are currently in effect, and sensitive files based on regulatory compliance policies. 

View Folder Details

  1. Navigate to the Content Lifecycle tab. 
  2. By default, details of the root folder: Shared are displayed. The user can view detailed folder analytics, including the total number of files and versions, total size, duplicate files, number of files currently under retention, and files with retention expired this month.
    ContentLifecycleAnalyticsView -2.png
  3. Click on the folder to see an expanded list of the entire folder structure in the source. The user can view the same details as mentioned above for each folder.
    ContentLifecycleAnalyticsView -7.png

By default, the numbers always include details from the sub-folders. Remember to turn it off to see details just for a particular folder.

Visualize Folder Usage

  1. The user can view the Date Age by selecting the timestamp as creation (default) or last accessed. The total files and total size are plotted on the graph.
    ContentLifecycleAnalyticsView -3.png
  2. The user can view the growth of content based on file size and the total number of files in their folder over the last twelve months or the last ten years.
    ContentLifecycleAnalyticsView -13.png
  3. They can also view the distribution of the files over the last ten years by clicking on the dropdown: Period and selecting the LAST 10 YEARS option.
    image4.png
  4. The number of files created is a good indicator of whether the folder is being actively used by a user and can be viewed using the “Files by Age” widget.
    image7.png
  5. Similarly, the user can view files by last access for the last 12 months or 10 years choosing to view by file count or file size.
    ContentLifecycleAnalyticsView -4.png

Visualize Lifecycle Policy Impact on Folders

  1. Navigate to the Content Lifecycle tab.
  2. Scroll down to the Content Lifecycle widget to view the distribution of files by number or size that fall under a lifecycle policy (e.g., retention, deletion, archival) and the time period in which those policies take effect. For retention policies, the user can view the total number of files/size of files that would be held under retention at any given time. And, for archive and deletion policies, they can view all the total number/size of files that would be deleted or archived in a given time period.
    image10.png
  3. The user can also view the number of files matching a particular lifecycle policy that is effective on a particular folder by using the “Files by Policy” widget.image2.png
  4. The user can also view the average weekly activity in the timeframe selected.
    ContentLifecycleAnalyticsView -5.png

Heatmaps and Filtered locations

These filters can help the user visualize the distribution of all the  files in their locations by quickly drilling-down and finding content distributed by file size, count, or age. The user can select either one of them as a criterion by clicking on the dropdown.

ContentLifecycleAnalyticsView -14.png

Visualize Folders Containing Duplicate Files 

Using the Lifecycle Analytics view, the user can now quickly identify duplicate files within their content source. This allows them to take appropriate actions to optimize their storage. The Duplicate Files quick filter helps filtering out locations that contain files duplicated elsewhere.

This filter can be found in the quick filters pane. Turning this ON would highlight only locations in the Filtered Locations pane that contain duplicate files.

Screen_Shot_2020-07-22_at_11.46.30_AM.png

For each folder location containing duplicates, the user can view the total number of duplicate files and the details about the location of the duplicate files by following the steps below:

  1. Navigate to the Content Lifecycle tab.
  2. Turn ON the Duplicate Files quick filter. Turning this ON would reduce the number of folder locations in the filtered locations. 
  3. Click on a folder location for which the duplicate files are to be visualized. On the Duplicate Files widget, the user can see the total number of files duplicated elsewhere.
    Screen_Shot_2020-07-22_at_12.05.18_PM.png
  4. Click on the Export List to download the Duplicate File report. The report lists the locations of files within the folder that have been duplicated elsewhere. It also contains the locations of all the duplicated files within the content source. Note: Since it’s impossible to determine the original file, the report lists the oldest file and its duplicates.
  5. Depending upon the number of duplicate files, the duplicate file report might be available immediately, or a separate email with a link to the report would be sent when it is ready.

Since it’s impossible to determine the original file, the report lists the oldest file and its duplicates.

Quick filters and Filtered Locations

The user can easily filter the locations where files are stored within their content source. Filters can be based on files created, files last accessed, file size, content lifecycle policy, sensitive content policy, and file type.

ContentLifecycleAnalyticsView -9.png

Filters are applied only to the list of filtered locations. Visualizations in the rightmost pane include all files within those locations.

Limitations

The export limits currently applicable are as listed below: 

  • Content Lifecycle view files export - 1M rows (10 files with 100k rows per file)
  • Files per policy widget export - 1M rows (10 files with 100k rows per file)
  • Data aging widget export - 1M rows (10 files with 100k rows per file)
  • Content Lifecycle policy actions - 1M rows (10 files with 100k rows per file)
  • Policy matched files - 500k rows (10 files with 50k rows per file)
  • Policy matched folders - 500k rows (10 files with 50k rows per file)
  • Duplicate files job list - 2.5M rows (50 files with 50k rows per file)
  • Duplicate files export from Content Lifecycle view - 1M rows (10 files with 100k rows per file)
  • Duplicate files job error report - 2.5M rows (50 files with 50k rows per file)

 

Was this article helpful?
0 out of 0 found this helpful

For technical assistance, please contact us.