Introduction
For many organizations it is only their employees who can access the intranet, but for some, there are advantages in adding others as guests. From an analytics perspective, it can therefore become important to differentiate between activity that relates to your employees, your guests and the combination of both.
In this article, we outline what constitutes members and guests and how you can configure SWOOP for SharePoint to include or exclude these from your SWOOP dashboards.
Definitions
Members
Members are SharePoint users within your organization who have an M365 account linked to your organizational tenant. These users typically have an organizational email or, in the case of frontline workers, an M365 license to access SharePoint. Essentially, members are part of your core organization.
Guests
Guests are users who are external to your organization, such as contractors or third-party suppliers who need access to your SharePoint intranet. They do not have an organizational email but are granted access through a guest account. Sometimes organizations will invite employees working in subsidiaries (who have their own Microsoft 365 tenant), to the parent's SharePoint intranet and these will also have the status of Guests.
The accounts are set up in your M365 as guest accounts, allowing them to interact with your SharePoint environment. Guest users may have limited access to SharePoint content depending on individual site settings.
Enabling Members and Guests Functionality
To enable the members and guests functionality in SWOOP for SharePoint, follow these steps:
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Access Admin Settings:
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Navigate to the admin settings in your SWOOP for SharePoint application.
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Select Guest and Member Mode:
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In the admin settings, under the application tab, you will find options to set the guest and member mode. There are three choices:
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Members Only: Analytics will be constrained to users with a true M365 account for your organization.
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Guests Only: Analytics will show activity only from guest users who have been granted M365 access.
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Members and Guests: This option provides a comprehensive view of both members and guests.
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Set up Attributes:
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Under the Attributes section, ensure that the "User SharePoint status" is ticked to display to the relevant user group (admin or all users). This attribute controls whether members and guests are visible as audience segments in the segment search on the Audience Dashboard.
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Apply Changes:
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After selecting the desired mode, ensure to hit "Apply Changes" to save your settings.
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Using Members and Guests in the SWOOP for SharePoint
Once the functionality is enabled, you can utilize it in various ways:
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Viewing Analytics:
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Navigate to any of the dashboards or tabs in your SWOOP for SharePoint. The statistics will reflect the selection made in the admin settings. For example, if you chose "Members and Guests," the analytics will show data for both groups.
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Audience Tab:
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On the Most Active Audience report, you can select a segment called "User SharePoint Status." This will display the split between Guests and Members. Please note if either the member or guests only have been selected in the admin settings, then one of the segments will show zero values.
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Filtering by User Type:
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You can filter on the audience dashboard by searching and then selecting either "members" or "guests” from the User SharePoint Status. This allows you to see specific data such as the number of visits and activities for each group.
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By following these steps, you can effectively manage and analyze the activities of both members and guests in your SWOOP for SharePoint. This functionality provides valuable insights into how different user groups interact with your SharePoint environment, enabling better decision-making and resource allocation.
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