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Using the Site Audit Report

avatar of Kira Hartley

Kira Hartley

Last updated

This task is for users with the following roles: OC System Administrator and OC Site Manager.

The Site Audit Report lets you export a complete list of content pages or files from your site. These reports can help you clean up any unused WIP pages or files and look for content with high version counts to improve site performance.

With your exported list, you can also use Excel's filter options to view pages created or updated in specific years or by specific users.

To access the Site Audit Report:

  1. Go to More > Site Audit Reports from the main menu.
  2. Check each relevant site from the Sites dropdown menu.
  3. Select the Content Report from the Reports dropdown menu to export your pages or the File Report to export your files.
  4. Select Export to download a zip file containing your report(s) in .csv format.

site audit report.png

You can select multiple sites and report types and export them at once, but they will still be separate files. For example, if you select your Public site and Intranet site and Export both the Content Report and File Report, your zip file will contain four .csv files, one for each report.

Content Report

The Content Report is a complete list of WIP, published, and deactivated pages; archived or deleted pages are not included. Your pages are listed alphabetically by the content path, so the page Buildings/Applications-Permits would be before Community/Animal-registrations.

The Content Report has the following information:

  • Page Name: the Page Name of the page's latest version.
  • Page Creation Date: the date and time when the first version was created.
  • Page Version Publish Date: the date and time the latest version of the page was published. If the page is in WIP or workflow, it will say Not Published. If a publish date has been scheduled, that date is listed here.
  • Page Owner: the owner of the page, generally the user who created the page.
  • Page Author: the author of the page, generally the user who last updated or checked out the page.
  • Page Type: the page's content type, e.g., OC General, OC Event, OC Service, etc.
  • Page Template: the template used on the page, e.g., OC Default, OC 2 Column, etc.
  • Link: the internal link for the page. Please note that as an internal link, it will start with the group ID and then the content path.
  • Current Page Version: the page version at the time of export; this applies to published and WIP pages.
  • Number of Versions: the total number of versions the page has at the time of export; this applies to published and WIP pages.
  • Is Published: states TRUE if the latest page version is published and FALSE if it is in WIP or deactivated.
  • Has Published Version: states TRUE if any version is published and live, and FALSE if there are no published versions.

File Report

The File Report is a complete list of published files; WIP, archived, or deleted files are not included. Files are listed alphabetically by folder name, content path, then file name.

As content files are listed as <n/a> for the folder name, they will most often be listed first and ordered by the content path of the page they're attached to. Asset files and shared files are then ordered by folder name and then file name.

The File Report has the following information:

  • File Name: the name of the file, including the file extension.
  • File Creation: the date and time that the file was first uploaded to the admin.
  • Page Version Publish Date: the date and time that the file version was published. If the file is in WIP, it will be the scheduled publish date if there is one or the File Creation date.
  • Type: refers to where the file was uploaded. This will be a:
    • Content Attachment: a content file uploaded to a specific page
    • Assets: a file uploaded in the Files Library to the group files folder of a specific site
    • Shared Assets: a file uploaded in the Files Library to the shared files folder
  • Folder Name: the name of the folder that the file lives in. Please note:
    • This is the deepest level folder, so if a file is in Public/Council/Meetings/2024, the Folder Name will be 2024
    • Content files don't have folders, so will be marked as <n/a>
    • Files that are in the Assets or Shared Assets but not within another folder are marked with <root>
  • Content Owner Link: the content path of the page the file is attached to. This only applies to content files; files uploaded to the Files Library are marked as <n/a>.
  • File Type: the type of content for the file. This can be a:
    • Document: includes file types such as pdf, doc, txt, xls, etc.
    • Image: includes file types such as jpeg, png, gif, etc.
    • Media: includes file types such as mov, mp4, avi, etc.
  • File Owner: the user who uploaded the file.
  • File Size: the size of the file given in Bytes.
  • Current Version Number: the version number of the file. This is the latest published version of the file and will not include any WIP versions.
  • Is Published: states TRUE if the latest version is published and FALSE if it is in WIP or deactivated.
  • Has Published Version: states TRUE if any version is published and live, and FALSE if there are no published versions.
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