This feature is for SWOOP Full Admins only.

If you want to get a comprehensive list of all your content from the sites you've brought in to SWOOP for SharePoint, then you can do that through the SharePoint Content Data export. You'll find this in the Admin Settings, under the 'Data Export' tab, titled 'Export SharePoint Content Data'.

Click on the drop down menu to select what type of content you'd like to export.

• All Content: Is an export list of all Pages, News, and Files from your intranet. 
• Pages: Export list of all Pages.
• News: Export list of all News articles.
• Files: Export list of all Files.

Click on the 'Export' button and this will generate a file that includes what you've selected. A complete listing of the contents in the file is provided below:

SWOOP SharePoint Content Report:

• Content_type: If you have selected All Content, then you'll have Pages, News, and Files listed here. If you have selected a specific content type, then only that type will be listed. 
• ID: this is the id of the content.
• Name: this is the title of the content. 
• Site Name: the site that the content is location on. 
• URL: the URL of the content. 
• Authors: this is the SharePoint ID of the author.
• Names: this is the name of the author. 
• Visits: the total amount of Visits that the content has had. 
• Visitors: the total amount of Visitors that the content has had. 
• Last Modified: the date and time the content was last modified (this is aligned to the timezone you've set in the Data Export section

Note: Names will only be included when the 'Include name in export file' option has been ticked in the Miner Admin page.

How you can use the SharePoint Content Data Export

You can use the export to help you when you do content audits and cleaning up of content. Here is how you could do it:

1. Check Existing Content's Last Modified Date
All the items in the export files includes a content type, so you can easily sort them into pages, news and files. Identify content that haven’t been updated in a long time. What constitutes 'long' is up to you but people's trust in content appears to start to reduce when it is older than 3 months. However, you might start with marking all the content that has not been modified for the last 12 months.

2. Assess Page Views & Engagement
Find the content that is rarely used. Use the 'visits' or 'visitors' data for each piece of content to determine this. As a starting point it could be useful to first find all the content that has not been visited for more than 12 months, ie has 0 visits or 0 visitors.

To prioritise you could now sort the list by content that has not been modified in the last 12 months AND has not been accessed. You can repeat the process changing the criteria until you know that all the content on your intranet is relevant and up-to-date.

3. Engage Stakeholders

If certain teams or individuals manage content you may need to check if they still need it.

4. Define a Deletion & Archiving Policy

• Keep: Content that are up-to-date, useful, and necessary.

• Archive: Content that is longer needed but may have historical value.

• Delete: Outdated, duplicate, or unused content.