Insights

Insights provides users with the ability to visualize data analysis based on the extracted data in MongoDB. Users can analyze various aspects of their data using predefined dashboards.

Configuring Insights

Back to the project page.

Available Dashboards

Upon execution, the following dashboards will be generated:

• Sizing Dashboard

  Gives an overview of the total number of folders and files for both the current version and all versions. The size is calculated based on the source.byteSize field from the binary objects.

• Migration Status Dashboard

  Provides an overview of the total number of objects: those marked for migration ("migration.migrate": true) and those that have been successfully migrated ("migration.failed": false, "migration.id": {"$exists": true}).

• Number of Documents Per Year Dashboard

  Shows the amount of documents created each year based on source.created.date of the RECORDs.

• Size of Documents Per Year Dashboard

  Analyzes documents size over the years based on source.created.date of the RECORD and source.byteSize of the BINARY.

• Content Type Dashboard

  Categorizes documents based on their content types (source.contentType.systemName).

• Departments Dashboard

  Displays document distribution across different departments (based on migration.origin).

• Migration Flags Dashboard

  Highlights flagged documents based on the boolean flags in the migration.flags object.

Report Menu

It is possible to generate 12 predefined reports in Xill4. This is done using the Report Menu.

• Extraction report
  • Shows all files, folders, etc that are extracted from the source system, when they were created and last modified, their file locations, and whether or not they are to be migrated.
• File Extension Counts
  • Shows all file extensions and how often they occur.
• 100 Largest Files
  • Shows the 100 largest files.
• Empty Files
  • Shows all files with a 0 byte size, and their location.
• Empty Folders
  • Shows all folders without folders or documents in them.
• Invalid File Names (SPO)
  • Shows all files and their locations with invalid characters in their name or a name that is too long for SharePoint.
• Minor Version Counts per File
  • Shows the number of minor versions for each file.
• Files with 100+ Minor Versions
  • Lists files that have more than 100 minor versions.
• Long Hierarchy Paths (>350 chars)
  • Identifies files or folders whose path length exceeds 350 characters.
• Documents with Multiple File Types
  • Displays documents that exist in more than one file type or format.
• Content Type Count
  • Summarizes the number of documents for each content type in the system.
• Container Structure
  • Shows all containers and their hierarchy levels (Level1, Level2, Level3, …), the source hierarchies, the source id, the source content type, and the number of documents in each container.

These reports were found to be the most commonly used ones.

Generated reports are named {projectId}_{reportType}[{lines-lines}].xlsx.
{projectId} is the project ID as shown in the URL of Xill4, {reportType} is the type of report you want to generate. If a maximum size has been set [{lines-lines}] shows what lines of the report are in the file. I.e. 0-10000, for the first 10,000 lines. The maximum size of a report can be set using the split at rows field.

Configuring the reports

The report menu has 2 configuration options:

Mongo Connection String:
The MongoDB connection is configured by selecting a connection string from the Select Connection String option in the Insights Toolbar. Once selected, Insights will connect to the chosen MongoDB connection from the project environment.

Split at Rows:
This field is used to input an integer value that splits the report into files with at most that many lines. When a report is split Xill4 automatically downloads all reports. This is implemented because Excel cannot handle files larger than 100,000 lines. Generating large reports also uses a lot of RAM on the machine hosting Xill4, so be careful.