PowerShell Script To Get SharePoint Document Versioning Report

Objective

This purpose of this document is to mention the steps to get a SharePoint Document Versioning report for a web application. The reusable script for this job has also attached with this document. This script offers -

• To select the a web application to operate on
• To Select the set of site collection to operate on
• Generate a report in CSV format, which will be helpful for excel reporting.

Business Case

S. No.	Business Case
1	Before we go ahead and start doing migration we need to extract many report and insights about the current SharePoint environment. One of those need is to get a SharePoint document versioning report in your SharePoint. This script will allow administrator to do this job easily.

Targeted Audience

• SharePoint Application Developers
• SharePoint Administrator
• SharePoint Architect

Offerings

• One reusable PowerShell script is provided which needs to be run to get SharePoint Versioning report.
• Generate a report in excel format which includes information like:

  - Site Collection Title
  - Site Name
  - Library
  - File Name
  - File URL
  - File Type
  - Last Modified Date
  - Number of Versions
  - Latest Version Size
  - Version Size
  - Total size

Technical Details

Below are the technical details for this PowerShell script -

Execution

Prerequisite:

Login to SharePoint Server as Farm Administrator and copy the required files as per your requirement.
Run:

1. Edit and Update Configurations.xml file as per your need. See below file.


<?xml version="1.0" encoding="utf-8" ?>

<Configuration Environment="Dev" Version="1.0.0.0">
    <GlobalWebApplications>
        <GlobalWebApplication url="http://mywebApplicationURL/">
            <SiteCollections>
                <SiteCollection relativeURL="sites/SiteCollectionTitle" />
                <SiteCollection relativeURL="sites/SiteCollectionTitle1" />
            </SiteCollections>
        </GlobalWebApplication>
    </GlobalWebApplications>
</Configuration>

2. Run the PowerShell Script as “Run as Administrator“.

3. Browse the folder path where you have kept this PowerShell script file and execute a command.



Note: Copy and paste the above xml code in a notepad and save it as Configurations.xml.

PowerShell Script

#check to see
if the PowerShell Snapin is added
if ((Get - PSSnapin | Where
    {
        $_.Name - eq "Microsoft.SharePoint.PowerShell"
    }) - eq $null)
{
    Add - PSSnapin Microsoft.SharePoint.PowerShell;
}
#SharePoint DLL
    [void][System.Reflection.Assembly]::LoadWithPartialName("Microsoft.SharePoint")
$global: currentPhysicalPath = Split - Path((Get - Variable MyInvocation - Scope 0).Value).MyCommand.Path[xml] $xmlinput = (Get - Content "$global:currentPhysicalPath\Configurations.xml")
Function SPDocVersionSizeReport
{
    foreach($configWebApp in $xmlinput.Configuration.GlobalWebApplications.GlobalWebApplication)
    {
        $webApp = Get - SPWebApplication $configWebApp.url - ErrorAction silentlycontinue
        if ($webApp - eq $null)
        {
            Write - host Web Application at url: $configWebApp.url does not Exists.. - foregroundcolor Red
        }
        else
        {
            try
            {
                foreach($siteCollection in $xmlinput.Configuration.GlobalWebApplications.GlobalWebApplication.SiteCollections.SiteCollection)
                {
                    $siteCollUrl = $($webApp.url + $siteCollection.relativeUrl)
                    $site = Get - SPSite - identity $siteCollUrl - ErrorAction SilentlyContinue
                    if ($site - ne $null)
                    {#Write the CSV Header - Tab Separated
                        $fileName = $site.RootWeb.Title + "_" + "VersionSizeReport" + ".csv"
                        "Site Collection Name `t Site Name`t Library `t File Name `t File URL `t File Type `t Last Modified `t No. of Versions `t Latest Version Size(MB) `t Versions Size(MB) `t Total File Size(MB)" | out - file $fileName
                        # Fill out the names of those document libraries that should be excluded below
                        $forbidden = @("Pages", "Converted Forms", "Master Page Gallery", "Customized Reports", "Documents",
                            "Form Templates", "Images", "List Template Gallery", "Theme Gallery", "Reporting Templates",
                            "Site Collection Documents", "Site Collection Images", "Site Pages", "Solution Gallery",
                            "Style Library", "Web Part Gallery", "Site Assets", "wfpub")
                        foreach($web in $site.AllWebs)
                        {#Loop through each List
                            foreach($List in $Web.Lists)
                            {#Get only Document Libraries & Exclude Hidden System libraries
                                if (($List.BaseType - eq "DocumentLibrary") - and($List.Hidden - eq $false) - and($SystemLists - notcontains $List.Title))
                                {
                                    foreach($ListItem in $List.Items)
                                    {##Consider items with 5 + versions And apply Date Filter
                                        if (($ListItem.Versions.Count - gt 1) - and($ListItem['Modified'] - gt([DateTime]::Now.AddYears(-1))))
                                        {
                                            $versionSize = 0# File Versioning details
                                            foreach($FileVersion in $ListItem.File.Versions)
                                            {
                                                $versionSize = $versionSize + $FileVersion.Size;
                                            }#Calculate Total File Size in MB
                                            $ToalFileSize = [Math]::Round(((($ListItem.File.Length + $versionSize) / 1024) / 1024), 2)
                                            $VersionSize = [Math]::Round((($versionSize / 1024) / 1024), 2)
                                            # Size of the current version
                                            $CurrentVersionSize = [Math]::Round((($ListItem.File.Length / 1024) / 1024), 2)
                                            # Log the data to a CSV
                                            if ($versionSize - gt 0)
                                            {
                                                "$($Site.RootWeb.Title) `t $($Web.Title) `t $($List.Title) `t $($ListItem.Name) `t $($Web.Url)/$($ListItem.Url) `t $($ListItem['File Type'].ToString()) `t $($ListItem['Modified'].ToString())`t $($ListItem.Versions.Count) `t $CurrentVersionSize `t $($versionSize) `t $($ToalFileSize)" | Out - File $fileName - Append
                                            }
                                        }
                                    }
                                }
                            }
                            $Web.Dispose()
                        }
                        $site.Dispose()
                    }
                    else
                    {
                        Write - host - ForeGroundColor Red "Site Collection with this name does not exist. Please check if you have typed the URL correctly."
                    }
                }#Message to console
                write - host "Versioning Report Generated Successfully!"
            }
            catch [Exception]
            {
                write - output(”Error: ”+$_.Exception.ToString())
            }
        }
    }
}
#Call the Function to Generate Version History Report
SPDocVersionSizeReport $xmlinput

Output

This script will generate a separate report file for every site collection it operates on. See below.