Hello Community, i hope you all are doing well. I am wondering how we can retrieve the number of visits/open and downloads a file can have in a SharePoint Document Library. For example: https://SharePointSiteDomainPublicURL/Gestin%20del%20conocimiento/Creando%20Ciudades%20Inclusivas_Final.pdf This PDF is stored in a SharePoint 2013 document library with external access and we want to know how many users has visit/open and downloaded the document (with external / anonymous access). Thanks in advance, attentive to your comments. Best regards, LC.

Hi @Luis David Colón Vegas , You could enable " Opening or downloading documents, viewing items in lists, or viewing item properties" option in Site collection audit settings. 1.Site settings > Site Collection Administration > Site collection audit settings 2.Site settings > Site Collection Administration > Audit log reports > Custom Reports > Run a custom report If the answer is helpful, please click " Accept Answer " and kindly upvote it. If you have extra questions about this answer, please click "Comment". Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Retrieve how many users has visit/open and downloaded a PDF file stored in a SharePoint 2013 Document Library with external / anonymous access

Accepted answer

CaseyYang-MSFT 10,321 Reputation points

2022-05-09T09:50:47.73+00:00

Hi @Luis David Colón Vegas ,

You could enable " Opening or downloading documents, viewing items in lists, or viewing item properties" option in Site collection audit settings.

1.Site settings > Site Collection Administration > Site collection audit settings

2.Site settings > Site Collection Administration > Audit log reports > Custom Reports > Run a custom report

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

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Luis David Colón Vegas 121 Reputation points

2022-05-09T11:14:59.077+00:00

Hello Casey,

Thanks so much, i have tested in a site collection that i have admin permission.
When i run it, it shows an error "there is no data", of course i just enabled it today and seems logic. There is no way to retrieve past logs?

Regards,
LC.

sadomovalex 3,626 Reputation points

2022-05-10T13:13:12.62+00:00

it starts collecting data after activating. I.e. doesn't retrieve logs from the past

Luis David Colón Vegas 121 Reputation points

2022-05-13T10:07:00.943+00:00

Hello,

A question, is there a way to configure these reports to be run automatically every 15 days or every month and to be saved in a specific location?
Since users are requesting this and they don't have admin permissions to create it, they have to request it. They need to access the library hosting the reports and to not request this report creation every month or 15 days, instead, a way to run the report automatically so they can go to the library, check and open the report they want.

Thanks in advance, attentive to your comments.
Best regards,
LC.

CaseyYang-MSFT 10,321 Reputation points

2022-05-14T02:13:13.337+00:00

Hi @Luis David Colón Vegas ,

I am afraid that you have to run this report manually. There is no available way to run this report automatically.

Luis David Colón Vegas 121 Reputation points

2022-05-17T10:15:09.507+00:00

Hello Casey,

Thanks for your reply, i would like to understand the report.

I need to explain this to the users but i have some doubts, we pretend to count how many views and downloads a document have but, i only see "view" by a few users and system account.

System account woulld be interpreted as External users accesing the files? since the site has a public domain.
View event counts as downloadded too? does it double counts if you open and download or only when openning in browser?

Attentive to your comments.
Best regards,
LC.
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Retrieve how many users has visit/open and downloaded a PDF file stored in a SharePoint 2013 Document Library with external / anonymous access

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