Access rights

By default, anyone who can access your SharePoint intranet has access to SWOOP. However, it is possible to change this and limit access to a set of named people. 

As a Full Admin you will see an 'Admin' link on the bottom left of your screen, under the dashboard selection. This is where you can change the permissions covered in this article.

Go to the Access Control option in the Admin dashboard. Here, you can do the following:

1. Add permissions
2. Remove permissions
3. Update permissions

Allow everyone access

By default, the 'Everyone' option is selected and every user can access SWOOP. Additional permissions is provided in the table below to SWOOP Lite Admins or Full SWOOP Admins.

In the example above Andrew, Coco and Pete are Full SWOOP Admins, and Benjamin has been given some additional permissions. Everyone else will have normal permissions. For more information about these roles see further below.

Note: If you have more than 1000 users, the table below will not be shown.  In this case, you can modify user permissions by uploading a spreadsheet with user email addresses and their permissions, a template is provided.
This is done by selecting: "Upload a list of email addresses..."

Allow access for named people only

It is possible to restrict access to SWOOP to a set of named users. That means that unless the person is listed in the table below it is not possible to access SWOOP.

In the example below Andrew, Coco and Pete are Full SWOOP Admins, Benjamin is a Lite Admin and Gemma and Eric are normal users (has not been given any special permissions). No one else apart from these seven people can access SWOOP.

Note: People who are Global M365 Admins will always be Full SWOOP Admins, but may not appear in the table.

Permissions and roles

SWOOP operates with 3 different roles:

1. Normal User
2. Light Admin
3. Full Admin

In this article we'll outline what each of these roles can do.

Normal User

A Normal User can:

• Access the SWOOP dashboard available at https://[organization].swoopanalytics.com.
• Access the Intranet dashboard.
• Access the Site dashboard. Search and access insights for any Site. Only see insights for sites the person already has access to.
• Access the Content dashboard. Search and access insights for content the person already has access to. 
• Access the Audience dashboard. Search and access insights for any audience attribute available in SWOOP. Only see insights for data the person already has access to.

Light Admin

A Light Admin is someone who has been given access to an additional feature in SWOOP by a Full SWOOP admin. The following details the feature/report that Light Admins can be assigned.

• Access the Top Editors report in the Audience reporting category across all dashboards.

Full Admin

In addition to what a Light Admin can do, a Full Admin also has the ability to change a variety of other options which are available via the 'Admin Settings' link. Only Full Admins will see the 'Admin Settings' link, and when opened it provides the following features:

• Usage: See how many people have accessed SWOOP.
• Application: Set default attribute used by then Most Active Audiences report. Select the Report Guest Member Mode to define if guests will be included in the insights. Make changes to the Attribute Control Panel and control which users can see specific attributes in the dashboards. Also, the ability to upload custom segments, whitelist links and set the Minimum Group Visibility when reporting on specific audiences. 
• API Tokens: Provides access to SWOOP calculations by direct API instead of via interactive web interface. More information.
• Theme: Change logo and footer.
• Dashboard: Enable, hide or remove each dashboard and/or report.
• Miner*: Enable data mining, access data mining log detail, and upload user attribute data.
• Data export:
  • • Set timezone.
    • Export people data and their attributes.
    • Export SharePoint content data. Select all content, pages, news or files.
    • Export locations data.
    • Export current issues data. Select spelling mistakes, broken links or quality issues. 
• Access Control: Enable selected features for Light Admins and/or add a Full Admin.
• Dictionary:
  • • Choose a language
    • Select a region for English
    • Review suggested words to be ignored/added to your dictionary
    • Add words to ignore/add to your dictionary.
• Broken Links: Add links to ignore

*Note: In SWOOP for SharePoint, you'll need to be a M365 Admin (and not just a Full Admin in SWOOP) to access the SWOOP data mining interface.

Adding or Changing Permissions

Only a 'Full Admin' can add users and/or change permissions. You can also add a larger number of users by uploading a list of email addresses (the template includes detailed instructions), and set the session timeout.