What is News, Pages and Files

News, Pages and Files are three different reports in SWOOP for sharePoint.

News

The News report in SWOOP for SharePoint provides insights into the news articles published within your SharePoint intranet environment. This report helps organisations track the performance and engagement of news content, allowing for better communication strategies and content management.

Only content that was created as a 'news item' in SharePoint is tracked in the News report. If you created a page, but publish news content on it will be tracked as a 'Page' (see below) in SWOOP for SharePoint.

The report shows a table of all the news items within the site(s) and includes:

• File name
• Site that the file was added to
• Number of Visitors
• Number of Visits
• Number of Views
• Number of Likes
• Number of Comments
• Score - this is the health score for the last 30 days.
• Last updated date
• Created date

Where news items have Visitor and Visit numbers have a large gap it is indicative that people are returning the news item multiple times.

News items with health scores 40 or below are shown in red and ideally should be urgently improved.

News items with health scores over 40 but below 60 are shown in yellow and ideally need attention to improve the health score.

News items with scores over 60 and either good (shown in blue), or very good (shown in green) and need minimal attention.

Pages

The Pages report in SWOOP for SharePoint provides insights into the pages articles published within your SharePoint intranet environment. This report helps organisations track the performance and engagement of pages, allowing for better communication strategies and content management.

Only content that was created as a 'page' in SharePoint is tracked in the Pages report.

The report shows a table of all the news items within the site(s) and includes:

• File name
• Site that the file was added to
• Number of Visitors
• Number of Visits
• Number of Views
• Number of Likes
• Number of Comments
• Score - this is the health score for the last 30 days.
• Last updated date
• Created date

Pages with health scores 40 or below are shown in red and ideally should be urgently improved.

Pages with health scores over 40 but below 60 are shown in yellow and ideally need attention to improve the health score.

Pages with scores over 60 and either good (shown in blue), or very good (shown in green) and need minimal attention.

Files

The files report analyses all the files stored in the SharePoint site(s) for your intranet. It shows a table of all the files within the intranet and includes:

• File name
• Site that the file was added to
• Number of Visits
• Number of Visitors
• Number of Views
• Last updated date
• Created date

Exclusions: We exclude any files from the Site Assest Document Libraries of sites as these generally contain background images which then display on pages throughout the site causing an inflation in the visit counts.

We do not include files in the calculation of health scores as we do not have access to the content of the files so cannot check the content for spelling mistakes,  broken links, or how long people have the files open for.

Filtering of files

We have in place a filter on the files report to hide or show particular groups of files based on their file extensions.  These groupings are shown in the table below.

How can I use the News, Pages and Files report?

You can track which news, pages files are being accessed most frequently, allowing you to identify popular resources and understand user engagement with specific content.

By analyzing the report, you can assess whether news, pages or files are being actively used or if there are outdated documents that may need to be archived or deleted. This can help maintain a clean and efficient SharePoint intranet environment.

The Files report can filter files based on their types (e.g., documents, images, videos), which can help you understand the diversity of content being utilized and inform decisions about content creation and management.

By leveraging the News, Pages and Files reports, organisations can enhance their content management strategies, improve collaboration, and ensure that their SharePoint intranet environment remains organised and effective.