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:

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>

Note:

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.

Output

11 Comments

Join the conversation! Your thoughts help the community grow.

Sharepoint Sharepoint8y ago
Export Comments to Excel for Sharepoint list Items please guide me i am new for power shell and how to run the code please guide me...
Ketak Bhalsing10y ago
Thanks Humayun
Humayun Kabir Mamun10y ago
Nice...
Ketak Bhalsing10y ago
Thanks Debasis
Ketak Bhalsing10y ago
Thanks Bhuvanesh
Debasis Saha10y ago
Nice one..
Bhuvanesh Mohankumar10y ago
Good one Ketak
Ketak Bhalsing10y ago
Thanks Sony
Ketak Bhalsing10y ago
Thanks Debasis
Sonu Chaudhary10y ago
good one...
Debasis Saha10y ago
Nice One..