Report of all lists/libraries and documents where a particular keyword in available
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09-02-2021 - |
Pergunta
One of our monitoring tool is getting replaced by another tool.
So I need to generate a report all lists items/libraries and documents where the old tool name is referred and take action. I have to check this in both SharePoint Online and SharePoint 2013 on-prem farms.
Possible to get this report as excel in OOB or using PS script?
Solução
Do you wish to generate a report on search result of certain keyword (old tool name)?
If that is the scenario, here is a sample script for SharePoint on-premises:
Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue
#Set Parameters
$SiteURL = "http://sp"
$CSVFile = "C:\Temp\SearchResults.csv"
$SearchQuery = "<old tool name>"
#Get the site collection
$Site = Get-SPSite $SiteURL
#Frame Query to search: Get all documents sorted by Last modified
$keywordQuery = New-Object Microsoft.Office.Server.Search.Query.KeywordQuery($Site)
$keywordQuery.QueryText = $SearchQuery
$keywordQuery.SortList.Add("LastModifiedTime","Asc")
#Execute Search
$SearchExecutor = New-Object Microsoft.Office.Server.Search.Query.SearchExecutor
$searchResults = $SearchExecutor.ExecuteQuery($keywordQuery)
#Get Search Results
$Table = $SearchResults.Table
$Table | select Title, Path, Author, LastModifiedTime
#Export Search results to Excel
$Table | Export-Csv $CSVFile -NoTypeInformation
Write-Host -f Green "Search Results Exported to CSV File!"
And for SharePoint Online:
#Load SharePoint CSOM Assemblies
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.Runtime.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.Search.dll"
#Config Variables
$SiteURL = "https://crescenttech.sharepoint.com/"
$SearchQuery = "<old tool name>"
$CSVFile = "C:\Temp\SearchResults.csv"
Try {
$Cred= Get-Credential
$Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Cred.Username, $Cred.Password)
#Setup the context
$Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($SiteURL)
$Ctx.Credentials = $Credentials
#Define Keyword
$KeywordQuery = New-Object Microsoft.SharePoint.Client.Search.Query.KeywordQuery($Ctx)
$KeywordQuery.QueryText = $SearchQuery
$KeywordQuery.RowLimit = 500
$keywordQuery.SelectProperties.Add("CreatedBy")
$keywordQuery.SelectProperties.Add("LastModifiedTime")
$keywordQuery.SortList.Add("LastModifiedTime","Asc")
#Execute Search
$SearchExecutor = New-Object Microsoft.SharePoint.Client.Search.Query.SearchExecutor($Ctx)
$SearchResults = $SearchExecutor.ExecuteQuery($KeywordQuery)
$Ctx.ExecuteQuery()
Write-host "Search Results Found:"$SearchResults.Value[0].ResultRows.Count
#Get Search Results
If($SearchResults) {
$Results = @()
foreach($Result in $SearchResults.Value[0].ResultRows) {
$Results += New-Object PSObject -Property @{
'Document Name' = $Result["Title"]
'URL' = $Result["Path"]
'Created By' = $Result["CreatedBy"]
'Last Modified' = $Result["LastModifiedTime"]
}
}
$Results
#Export search results to CSV
$Results | Export-Csv $CSVFile -NoTypeInformation
Write-Host -f Green "Search Results Exported to CSV File!"
}
}
Catch {
write-host -f Red "Error Getting Search Results!" $_.Exception.Message
}
Note: If you don’t specify site URL in the search query, it will generate a report at web application/tenant scope.
References:
PowerShell to Search SharePoint and Export Results to CSV using Keyword Query.
SharePoint Online: Find All Documents using Keyword Query PowerShell.