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Generating Storage Reports

Published: May 4, 2009

Applies To: Windows Server 2008 R2

File Server Resource Manager can generate reports that will help you understand file use on the storage server. You can use the storage reports to monitor disk usage patterns (by file type or user), identify duplicate files and dormant files, track quota usage, and audit file screening.

From the Storage Reports Management node, you can create report tasks, which are used to schedule one or more periodic reports, or you can generate reports on demand. For on-demand and scheduled reports, current data is gathered before the report is generated.

Reports can also be generated automatically to notify you when a user exceeds a quota threshold or tries to save an unauthorized file. For more information about generating incident reports for quota and file screen notifications, see Working with Quotas and Screening Files.

In this section:

The following table describes each storage report that is available.

 

Report Description

Duplicate Files

Lists files that appear to be duplicates (files with the same size and last-modified time). Use this report to identify and reclaim disk space that is wasted due to duplicate files.

File Screening Audit

Lists file screening events that have occurred on the server for a specified number of days. Use this report to identify users or applications that violate screening policies.

ImportantImportant
Before you run this report, in the File Server Resource Manager Options dialog box, on the File Screen Audit tab, verify that the Record file screening activity in auditing database check box is selected.

Files by File Group

Lists files that belong to specified file groups. Use this report to identify file group usage patterns and to identify file groups that occupy large amounts of disk space. This can help you determine which file screens to configure on the server.

Files by Owner

Lists files, grouped by the users who own them. Use this report to analyze usage patterns on the server and to identify users who use large amounts of disk space.

Files by Property

Lists files by the values of a particular classification property. Use this report to observe file classification usage patterns.

noteNote
The Files by Property report requires that you specify a classification property; otherwise, the report will be empty.

Large Files

Lists files that are of a specified size or larger. Use this report to identify files that are consuming the most disk space on the server. This can help you quickly reclaim large quantities of disk space.

Least Recently Accessed Files

Lists files that have not been accessed for a specified number of days. This can help you identify seldom used data that might be archived and removed from the server.

Most Recently Accessed Files

Lists files that have been accessed within a specified number of days. Use this report to identify frequently used data that needs to be highly available.

Quota Usage

Lists quotas for which the quota usage is higher than a specified percentage. Use this report to identify quotas with high usage levels so that you can take appropriate action.

noteNote
This report includes quotas that were created for volumes and folders in File Server Resource Manager only.

Except for the Duplicate Files report, all reports have configurable report parameters, which determine the content that the report includes. The parameters vary with the type of report. For some reports, report parameters can be used to select the volumes and folders on which to report, set a minimum file size to include, or restrict a report to files owned by specific users.

  1. In the console tree, right-click File Server Resource Manager, and then click Configure Options. The File Server Resource Manager Options dialog box opens.

  2. On the Storage Reports tab, under Configure default parameters, select the type of report that you want to modify.

  3. Click Edit Parameters.

  4. Depending on the type of report that you select, different report parameters are available for editing. Perform all necessary modifications, and then click OK to save them as the default parameters for that type of report.

  5. Repeat steps 2 through 4 for each type of report that you want to edit.

    To see a list of the default parameters for all reports, click Review Reports. Then click Close.

  6. Click OK.

The default parameters are used in the incident reports that are generated automatically during quota and file screen notifications. You can override the default parameters for scheduled reports and reports generated on demand.

Regardless of how you generate a report, or whether you choose to view the report immediately, the report is saved on disk. Incident reports are saved in Dynamic HTML (DHTML) format. You can save scheduled and on-demand reports in DHTML, HTML, XML, CSV, and text formats.

Scheduled reports, on-demand reports, and incident reports are saved in separate folders within a designated report repository. By default, the reports are stored in subdirectories of the %Systemdrive%\StorageReports\ folder. To change the default report locations, in the File Server Resource Manager Options dialog box, on the Report Locations tab, specify where to save each type of storage report.

To generate a set of reports on a regular schedule, you schedule a report task. The report task specifies which reports to generate and what parameters to use, which volumes and folders to report on, how often to generate the reports, and which file formats to save them in.

When you schedule a set of reports, the reports are saved in the report repository. You also have the option of e-mailing the reports to a group of administrators.

  1. Click the Storage Reports Management node.

  2. Right-click Storage Reports Management, and then click Schedule a New Report Task (or click Schedule a New Report Task in the Actions pane). This opens the Storage Reports Task Properties dialog box.

  3. To select volumes or folders on which to generate reports:

    1. Under Scope, click Add.

    2. Browse to the volume or folder that you want to generate the reports on, select it, and then click OK to add the path to the list.

    3. Add as many volumes or folders as you want to include in the reports. (To remove a volume or folder, click the path, and then click Remove.)

  4. To specify which reports to generate:

    Under Report data, select each report that you want to include. By default, all reports except Files by Property are generated for a scheduled report task.

    noteNote
    If you select the Files by Property report, you must also specify a classification property as described in the next step; otherwise, the report will be empty.

    To see a list of parameters for all the selected reports, click Review Selected Reports. Then click Close.

  5. To edit the parameters of a report:

    1. Under Report data, click the report label, and then click Edit Parameters.

    2. In the Report Parameters dialog box, edit the parameters as needed, and then click OK.

  6. To specify the formats for saving the reports:

    Under Report formats, select one or more formats for the scheduled reports. By default, reports are generated in Dynamic HTML (DHTML).

  7. To deliver copies of the reports to administrators by e-mail:

    On the Delivery tab, select the Send reports to the following administrators check box, and then enter the names of the administrative accounts that will receive reports. Use the format account@domain, and use semicolons to separate multiple accounts.

  8. To schedule the reports:

    On the Schedule tab, click Create Schedule, and then in the Schedule dialog box, click New. This displays a default schedule set for 9:00 A.M. daily, but you can modify the default schedule. When you have finished configuring the schedule, click OK.

  9. To save the report task, click OK.

noteNote
To minimize the impact of report processing on server performance, generate multiple reports on the same schedule so that the data is only gathered once. To quickly add reports to existing report tasks, under Storage Reports Management, click Add or Remove Reports for a Report Task in the Actions pane. This action allows you to add or remove reports from all existing report tasks and to edit the report parameters. To change schedules or delivery addresses, you must edit individual report tasks.

During daily operations, you may want to generate reports on demand to analyze different aspects of current disk usage on the server. Before the reports are generated, current data is gathered.

When you generate reports on demand, the reports are saved in the report repository, but no report task is created for later use. You can optionally view the reports immediately after they are generated or e-mail the reports to a group of administrators.

  1. Click the Storage Reports Management node.

  2. Right-click Storage Reports Management, and then click Generate Reports Now (or click Generate Reports Now in the Actions pane). This opens the Storage Reports Task Properties dialog box.

  3. To select volumes or folders on which to generate reports:

    1. Under Scope, click Add.

    2. Browse to the volume or folder on which you want to generate the reports, select it, and then click OK to add the path to the list.

    3. Add as many volumes or folders as you want to include in the reports. (To remove a volume or folder, click the path, and then click Remove.)

  4. To specify which reports to generate:

    Under Report data, select each report that you want to include.

    noteNote
    If you select the Files by Property report, you must also specify a classification property as described in the next step; otherwise, the report will be empty.

  5. To edit the parameters of a report:

    1. Under Report data, click the report label, and then click Edit Parameters.

    2. In the Report Parameters dialog box, edit the parameters as needed, and then click OK.

    To see a list of parameters for all the selected reports, click Review Selected Reports. Then click Close.

  6. To specify the formats for saving the reports:

    Under Report formats, select one or more formats for the scheduled reports. By default, reports are generated in Dynamic HTML (DHTML).

  7. To deliver copies of the reports to administrators by e-mail:

    On the Delivery tab, select the Send reports to the following administrators check box, and then enter the names of the administrative accounts that will receive reports. Use the format account@domain, and use semicolons to separate multiple accounts.

  8. To gather the data and generate the reports, click OK. This opens the Generate Storage Reports dialog box.

  9. Select how you want to generate the on-demand reports:

    • If you want to view the reports immediately after they are generated, click Wait for reports to be generated and then display them. Each report opens in a separate window.

    • To view the reports later, click Generate reports in the background.

    Both options save and, if you enabled delivery by e-mail, send the reports to administrators in the formats that you selected.

noteNote
If you choose to open the reports immediately, you must wait while the reports are generated. Processing time varies, depending on the types of reports and the scope of the data.

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