#Start Analysis

Refer to the following steps to start an analysis:

1. To start an analysis for the first time, on the Discovery page, click Start analysis. If you have started an analysis before, on the Discovery page, click Analyze again. Select Generate report data again and click Next to start a new analysis.

2. Select scope – Select the containers that contain the sites you want to include in the analysis.

   *Note: Currently, AvePoint Opus only supports analyzing SharePoint Online sites, OneDrive sites, group team sites, and private and shared channels.

3. Click Next.

4. Set reporting threshold – Predefined filters based on file size and file modified time are displayed. You can customize these filters to meet your special requirements. These filters will be displayed on the inactive data report and ROT data report later, allowing you to effectively filter data and take actions to manage the data.

5. Click Next.

6. Find inactive data – Create rules to find inactive data in the scope that you defined above:

   1. Turn on the toggle to analyze the data size of inactive versions.

   2. There are built-in rules for you to reuse. Click the Expand () button next to a rule to view the detailed rule configurations.

      • To modify a rule, click the Edit () button next to the rule and modify the rule based on your needs.

      • If a rule is not usable, click the Delete () button next to the rule to delete it.

   3. To add a rule, click Add rule. Enter the rule name and description, configure rule criteria, and then click Save to save the changes. Refer to the table below for detailed rule criteria.

   4. Select the rules that you want to use to find inactive data.

7. Click Next.

8. Find ROT data – Create rules to find redundant, obsolete, and trivial data in the scope that you defined above:

   1. Turn on the toggle to analyze data size of ROT data.

   2. Switch among Redundant, Obsolete, and Trivial tabs to add the corresponding rules.

   3. There are built-in rules for you to reuse. Click the Expand () button next to a rule to view the detailed rule configurations.

      • To modify a rule, click the Edit () button next to the rule and modify the rule based on your needs.

      • If a rule is not usable, click the Delete () button next to the rule to delete it.

        *Note: The file types docx, dotx, xlsx, xltx, pptx, and potx have been removed from the Legacy Office files rule. This change only applies to the Opus environment where no analysis has been started before the December 2024 release.

   4. To add a rule, click Add rule under an ROT category. Enter the rule name and description, configure rule criteria, and then click Save to save the changes. Refer to the table below for detailed rule criteria.

   5. Select the rules that you want to use to find ROT data.

9. Click Finish, and then click OK in the confirmation message. A discovery process will start, followed by an analysis process. You can find the progress below.

When the analysis is completed, the last analyzed time will be displayed. The last analyzed time is clickable, which will download a report, displaying the analysis scope and the status. You can navigate to Inactive data and ROT data to view the report details and take actions to archive or destroy inactive and ROT data.

If some sites were not analyzed, the analysis would be finished with exceptions. You can click Analyze failed sites to analyze the failed sites.

If you want to start a new analysis, click Analyze again. There are two options to start a new analysis:

#Export Analysis Data

To export the analysis data into CSV files, click Export analysis data. An Export analysis data job will start, and you can navigate to Job monitor to view details. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download. To maintain optimal system performance and avoid duplicate exports, each analysis is restricted to a single export operation. As download center only keeps the most recent 100 downloads from the last 7 days, to ensure access, please download your file promptly.

Each analyzed site collection is exported into a CSV file that contains all files, their metadata, and the rules added to the analysis. It also identifies the rules matched by each file.

*Note: If you want to export analysis data, you need to contact AvePoint Support to enable it in the backend.

#Rule Criteria for Inactive Data

The following table lists the rule criteria that you can use when adding rules to find inactive data.

Criterion	Condition	Description	Note
Keep the latest version	Major and minor versions	Collect all previous versions, excluding the defined number of major and minor versions.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Major versions only	Collect all previous versions, excluding the defined number of major versions.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Minor versions of each major (with all major versions)	Collect all previous versions, excluding the defined number of minor versions in each major version.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Minor versions of the latest major (with all major versions)	Collect all previous versions, excluding the defined number of minor versions in the latest major version.	Current version, current approved version, and published major version are not collected.
Modified time	Before	Collect versions whose last modified time is before the configured time.
Modified time	Older than	Collect versions whose last modified time exceeds the configured time range.
Type	In	Collect versions whose type is one of the configured file types.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Type	Not in	Collect versions whose type is not any of the configured file types.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Type	Empty	Collect versions whose type is empty.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Size	>=	Collect versions whose size is not smaller than the configured size.
Size	<=	Collect versions whose size is not larger than the configured size.

#Rule Criteria for ROT Data

The following table lists the rule criteria that you can use when adding rules to find ROT data.

Method - Analyze File

Criterion	Condition	Description	Note
Name	Matches	Collect files whose name matches the entered value.	The wildcard * is supported here.
Name	Does not match	Collect files whose name does not match the entered value.	The wildcard * is supported here.
Parent folder name (including subfolders)	Matches	Collect files whose parent folder name matches the entered value.	The wildcard * is supported here.
Parent folder name (including subfolders)	Does not match	Collect files whose parent folder name does not match the entered value.	The wildcard * is supported here.
Created time	Before	Collect files whose created time is before the configured time.
Created time	Older than	Collect files whose created time exceeds the configured time range.
Modified time	Before	Collect files whose last modified time is before the configured time.
Modified time	Older than	Collect files whose last modified time exceeds the configured time range.
Type	In	Collect files whose type is one of the configured file types.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Type	Not in	Collect files whose type is not any of the configured file types.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Type	Empty	Collect files whose type is empty.	When specifying file types, use formats like PDF or pdf. Formats like .pdf (with a dot) will not be recognized.
Size	>=	Collect files whose size is not smaller than the configured size.
Size	<=	Collect files whose size is not larger than the configured size.
Parent library property (Text)	Matches	Manages documents in the libraries that have the specified Text type column, and the column value matches the configured condition.
Parent library property (Text)	Does not match	Manages documents in the libraries that have the specified Text type column, and the column value does not match the configured condition.
Parent library property (Text)	Contains	Manages documents in the libraries that have the specified Text type column, and the column value contains the configured condition.
Parent library property (Text)	Does not contain	Manages documents in the libraries that have the specified Text type column, and the column value does not contain the configured condition.
Parent library property (Text)	Equals	Manages documents in the libraries that have the specified Text type column, and the column value equals the configured condition.
Parent library property (Text)	Does not equal	Manages documents in the libraries that have the specified Text type column, and the column value does not equal the configured condition.
Parent library property (Number)	>=	Manages documents in the libraries that have the Number type of column, and the column value is equal to or greater than the configured condition.
Parent library property (Number)	<=	Manages documents in the libraries that have the Number type of column, and the column value is equal to or less than the configured condition.
Parent library property (Number)	=	Manages documents in the libraries that have the Number type of column, and the column value is equal to the configured condition.
Parent library property (Yes/No)	Equals	Manages documents in the libraries that have the Yes/No type of column, and the column value equals the configured condition.
Parent library property (Date and Time)	From…to…	Manages documents in the libraries that have the Date and Time type of column, and the column value is within the configured condition.
Parent library property (Date and Time)	Before	Manages documents in the libraries that have the Date and Time type of column, and the column value is before the configured condition.
Parent library property (Date and Time)	Older than	Manages documents in the libraries that have the Date and Time type of column, and the column value is after the configured condition.
Parent site collection property (Text)	Matches	Manages documents in the site collections that have the specified Text type column, and the column value matches the configured condition.
Parent site collection property (Text)	Does not match	Manages documents in the site collections that have the specified Text type column, and the column value does not match the configured condition.
Parent site collection property (Text)	Contains	Manages documents in the site collections that have the specified Text type column, and the column value contains the configured condition.
Parent site collection property (Text)	Does not contain	Manages documents in the site collections that have the specified Text type column, and the column value does not contain the configured condition.
Parent site collection property (Text)	Equals	Manages documents in the site collections that have the specified Text type column, and the column value equals the configured condition.
Parent site collection property (Text)	Does not equal	Manages documents in the site collections that have the specified Text type column, and the column value does not equal the configured condition.
Parent site collection property (Number)	>=	Manages documents in the site collections that have the Number type of column, and the column value is equal to or greater than the configured condition.
Parent site collection property (Number)	<=	Manages documents in the site collections that have the Number type of column, and the column value is equal to or less than the configured condition.
Parent site collection property (Number)	=	Manages documents in the site collections that have the Number type of column, and the column value is equal to the configured condition.
Parent site collection property (Yes/No)	Equals	Manages documents in the site collections that have the Yes/No type of column, and the column value equals the configured condition.
Parent site collection property (Date and Time)	From…to…	Manages documents in the site collections that have the Date and Time type of column, and the column value is within the configured condition.
Parent site collection property (Date and Time)	Before	Manages documents in the site collections that have the Date and Time type of column, and the column value is before the configured condition.
Parent site collection property (Date and Time)	Older than	Manages documents in the site collections that have the Date and Time type of column, and the column value is after the configured condition.

Method - Analyze version

Criterion	Condition	Description	Note
Keep the latest version	Major and minor versions	Collect all previous versions, excluding the defined number of major and minor versions.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Major versions only	Collect all previous versions, excluding the defined number of major versions.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Minor versions of each major (with all major versions)	Collect all previous versions, excluding the defined number of minor versions in each major version.	Current version, current approved version, and published major version are not collected.
Keep the latest version	Minor versions of the latest major (with all major versions)	Collect all previous versions, excluding the defined number of minor versions in the latest major version.	Current version, current approved version, and published major version are not collected.
Modified time	Before	Collect versions whose last modified time is before the configured time.
Modified time	Older than	Collect versions whose last modified time exceeds the configured time range.
Type	In	Collect versions whose type is one of the configured file types.
Type	Not in	Collect versions whose type is not any of the configured file types.
Type	Empty	Collect versions whose type is empty.
Size	>=	Collect versions whose size is not smaller than the configured size.
Size	<=	Collect versions whose size is not larger than the configured size.

Method - Analyze Duplicate Files

Criterion	Condition	Description
Duplicate	In	Files in the same content source with the same name including file extension and size are seen as duplicate files.Enabling duplicate file analysis may impact job performance and it is recommended to double-check rule configurations before proceeding.

#Configure Storage Price

Before viewing the cost savings (monthly) of a site collection, you need to configure the storage price.

On the Inactive data or ROT data page, click the Configuration () icon, and then select Configure storage price. Configure the following settings, and then click Save to save the changes.

The following table lists the cost saving (monthly) calculations for inactive data.

Scope	Content source	Inactive data
Site collection / Container	SharePoint	(Price for SharePoint additional storage – Price for archival storage) * Inactive data size
Site collection / Container	OneDrive	(Price for OneDrive additional storage – Price for archival storage) * Inactive data size
Total	N/A	(Price for SharePoint additional storage – Price for archival storage) * (SharePoint total data size – Total SharePoint licensed storage) + (Price for OneDrive additional storage – Price for archival storage) * (OneDrive total data size – Total OneDrive licensed storage)Or(Price for SharePoint additional storage – Price for archival storage) * SharePoint total inactive data size + (Price for OneDrive additional storage – Price for archival storage) * OneDrive total inactive data sizeThe smaller calculation result will be the total cost savings.

The following table lists the cost saving (monthly) calculations for ROT data.

Scope	Content source	ROT data	Redundant data	Obsolete data	Trivial data
Site collection / Container	SharePoint	(Price for SharePoint additional storage – Price for archival storage) * ROT data size	(Price for SharePoint additional storage – Price for archival storage) * Redundant data size	(Price for SharePoint additional storage – Price for archival storage) * Obsolete data size	(Price for SharePoint additional storage – Price for archival storage) * Trivial data size
Site collection / Container	OneDrive	(Price for OneDrive additional storage – Price for archival storage) * ROT data size	(Price for OneDrive additional storage – Price for archival storage) * Redundant data size	(Price for OneDrive additional storage – Price for archival storage) * Obsolete data size	(Price for OneDrive additional storage – Price for archival storage) * Trivial data size
Total	N/A	(Price for SharePoint additional storage – Price for archival storage) * (SharePoint total data size – Total SharePoint licensed storage) + (Price for OneDrive additional storage – Price for archival storage) * (OneDrive total data size – Total OneDrive licensed storage)Or(Price for SharePoint additional storage – Price for archival storage) * SharePoint total ROT data size + (Price for OneDrive additional storage – Price for archival storage) * OneDrive total ROT data sizeThe smaller calculation result will be the total cost savings.	(Price for SharePoint additional storage – Price for archival storage) * SharePoint total redundant data size + (Price for OneDrive additional storage – price for archival storage) * OneDrive total redundant data size	(Price for SharePoint additional storage – Price for archival storage) * SharePoint total obsolete data size + (Price for OneDrive additional storage – price for archival storage) * OneDrive total obsolete data size	(Price for SharePoint additional storage – Price for archival storage) * SharePoint total trivial data size + (Price for OneDrive additional storage – price for archival storage) * OneDrive total trivial data size