The SWOOP collaboration habits are determined by analysing the following data points which are all available in Microsoft's Usage Reports:
- The number of Sent/Read emails are used. Read emails doesn't refer to the unique number of emails read, but the total number of times an email was read. This means that if the same email was opened twice, then is it counted as 2 x emails read.
(The number of received emails are not used as the act of receiving an email is not action that involves a person)
- Number of chat messages sent
- Number of channel messages sent
- Number of minutes spent in an online meeting/calls
- Number of minutes where the camera was on by at least one person in the meeting/call
- Number of minutes the screen was shared at least one person in the meeting/call
- Number of messages posted (posts or replies)
- Number of reactions made
- Number of messages read.
SharePoint and OneDrive
- Number of files accessed or edited
How the data is compiled and processed
Every day the SWOOP Data Miner fetches the Microsoft Usage Reports, and the Data Miner asks for these at the most granular level which means for the last completed 24 hour period and for every person.
SWOOP then stores the daily activity scores and uses this to produce the insights and charts. This approach of fetching data every day will produce results are more detailed, and more truthful, and will differ from the summary charts available in the M365 Usage Reports which are accessible from your Microsoft tenant.
A company has one a single file stored in SharePoint and has 10 employees. This file is either viewed or edited every day by all 10 employees.
SWOOP will for 'last 30 days' report that files have been viewed/edited 300 times (10 edits per day x 30 days).
Microsoft's SharePoint File Activity Count will for 'last 30 days' report that 1 file has been edited.
Microsoft's User Activity Report will for 'last 30 days' report that every person has edited 1 file (which means a total of 10 file views/edits if you add all employees together).
While this is an extreme example it shows how the numbers in SWOOP provides a more truthful picture of how often files are viewed/edited.