How to Generate File Plan Report in SharePoint Document Library

In this SharePoint tutorial, we will discuss how to enable the rating settings in the SharePoint document library and the right way to using the rating settings in the SharePoint Online/2013/2016 list and document libraries.

Apart from that, I will show you generate file reports in the SharePoint document library and why we should use that in SharePoint 2016/2013 and when we created that what are the fields it may display in the generated report.

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Here we will discuss two things:

  1. Rating Settings
  2. Generate File Plan Report

Rating Settings in SharePoint Online/2016/2013 document library

SharePoint allows us to give a rating or likes to documents or items in a SharePoint list or document library. For this, we have to first enable ratings for the document library in SharePoint 2016/2013.

Go to the SharePoint Online document library settings page.

Rating Settings in SharePoint Online
Rating Settings in SharePoint Online

Then under General Settings, click Rating settings like below:

enable rating settings in SharePoint online document library
how to enable rating settings in SharePoint online document library

Then in “Rating Settings” page, Allow items in this list to be rated, then click Yes.

  • Which voting/rating experience would you like to enable for this list? do either of the following:
  • Click Likes to let site visitors indicate that they like a document or other list item.
  • SharePoint displays the total number of Likes next to the item and, on hover, displays who has liked the item.
  • Click Star Ratings to let site visitors rate items with 1 to 5 stars,
  • SharePoint automatically averages the star ratings of multiple visitor responses and displays the result next to the item.
  • Click OK.
enable ratings in sharepoint 2013
enable ratings in sharepoint 2013

Now if you will open the list or document library, you can see SharePoint automatically adds,  Number of Likes, Rating (0-5) and Like count column in the view.

SharePoint 2016 like or ratings document library
SharePoint 2016 like or ratings document library

This way you can use SharePoint Online or SharePoint 2016/2013 document library ratings or like feature.

Generate File Plan Report for a document library in SharePoint 2016/2013/Online

SharePoint 2016/2013 or SharePoint Online Files Plan report, gives you a report for the particular document library. It will provide lots of very useful information for that document library.

To generate a File Plan report, Go To Library Settings.

Generate File plan Report Settings in SharePoint online
Generate File plan Report Settings in SharePoint online

You will find a link as in the following “Generate file plan report” under Permissions and Management.

generate file plan report sharepoint online
generate file plan report sharepoint online

Once you click on the Link, it will ask you file location where you want to Save the file.

generate file plan report sharepoint 2016
generate file plan report sharepoint 2016

When you click on browse option you can get the Select List or Libraries file. There Click on where that file wants to save.

And then Click on ->OK.

generate file plan report sharepoint 2016
generate file plan report sharepoint 2016

Then Click->OK.

file plan report sharepoint online
file plan report sharepoint online

After that this page will be directed to the excel file plan report page.so that you can able generate the file plan report.

SharePoint 2016 Generate File plan Report
SharePoint 2016 Generate File plan Report

The generated report will be divided into Summary, Retention Details and Folder Details.

Under Summary we will have details like:

  • Site:
  • URL:
  • Description:
  • Report Generated
  • Created By:
  • FolderCount:
  • Item Count:
  • Versioning:
  • Require Content Approval:
  • Draft Item Security:
  • Source of retention schedules:
  • Has Records:
  • Has Items on Hold:
  • Then we have the category Retention Details. This will store the details of the items in a library as retention details.
SharePoint 2013 Generate File plan Report
SharePoint 2013 Generate File plan Report

Then we have a category as Folder Details. It will store the folder details as in the folder name, path, number of items in that folder and the level of permissions it has.

generate file plan report in sharepoint 2010
generate file plan report in sharepoint 2016/2013

Overall, it will generate one excel type document within that excel will you get three types of fields those are mainly targeting Summary, Retention files, and Folders. based on that we can get the file plan report.

Coming to the Summary file we can get document file plan report.in that folder determined that Site, Url, Description, Item hold, Item Records, Versioning, Item Count, Folder Count Etc.

In the Retention Folder will get any retention file to generate those available over there Folders which you can able to see that Number of items, Unique Permissions, Retention schedule Etc.

You may like following SharePoint document library tutorials:

Conclusion

In this SharePoint document library tutorial, we discussed how to work with Ratings and Likes in SharePoint 2016 document library. Also, we saw how to generate file plan report in SharePoint 2016/2013 or SharePoint Online document library. What informations we can get from file plan report in SharePoint document library?

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