Content audit report

This feature allows you to generate a content audit report that contains details about the content on your intranet such as content owner, last updated date and number of likes. Super admins can run the report for the entire site or for a specific section of the intranet. If granted permissions, editors can run the report from intranet pages. The admin page can be found on the Admin panel: Content section > Content audit report page.

Super admins can select what data to include in the report from four categories: content information, content activity, security and engagement metrics. Super admins can also choose which content types to include. Other options are to include or exclude archived content and to create a report for content published between certain dates.

The report is created as an Excel spreadsheet and is stored on the intranet site server. Once the report is ready, an email is sent to the user who generated the report with a link to download the report. By default, the link and download are available for 48 hours.

Use cases

The content audit report can help admins and editors to audit, update and clean up sections of the intranet. The ability for editors to run the report on sections of the intranet allows admins to delegate the responsibility of keeping content fresh and relevant to editors who are more familiar with the content in a certain section.

The content audit report can be used to create a content inventory of the entire site, or a section. Report options allow you to analyze all content created before a certain date, or sort and filter the report to analyze all content owned by a certain person.

You can use the content audit report to check out engagement metrics, for example, finding out how news posts are performing based on the number of views, like and comments.

For a report that focuses on the structure and information architecture of the intranet, see Site map report.

Permissions

Permissions for who can generate the Content audit report are set on the Admin panel: Content section > Content audit report page. Click on the Permissions tab and select the radio button for the desired permissions.

There are four Permissions options:

• Super administrators only: Super administrators can run the report from the Admin Content audit report page, or from any intranet page when in Admin mode.
• Administrators who can view and edit all site content: Super admins and admins who have the Access toggle "Allow this admin role to view and edit all site content when in Admin mode" turned on on the Administrator roles admin page.
• Everyone with View & Edit permissions: Users can run the report from pages they have View & Edit permission on.
• Specific security groups or individuals when given View & Edit permissions to the content: Selected individuals or members of a specific security group can run the report on pages that they have View & Edit permission on. When you select the radio button for this option, the Enter names box appears. Start typing the name of the individual or security group in the box and select it from the dropdown menu when it appears.

Click Save after selecting the radio button for the Permissions that you want.

Non-administrators access the report from the page controls of the highest-level page that they want to export. Click the ... menu, then select Audit from the menu. The Audit action will only show in the Page Controls for editors if they have been granted permissions on the Admin panel Content audit report page.

If the editor who runs the report only has view permission on certain pages, security settings for those pages will not be included in the report. If the editor who runs the report does not have view permission on certain pages, those pages will not be included in the report. An editor will only see their own draft content unless they are an Admin in admin mode. Administrators in admin mode can view all content.

How to run the report

The report may take some time to generate, depending on how much content is included in the report. By default, the report is limited to 1000 rows. Once you confirm that you want to Export the report, you can navigate away from the page where the report was generated. You will receive an email with a link to download the report once it has been generated. The link and report download are available for 48 hours by default. If a report times out or fails to be created for some reason, an email will be sent to the person who ran the report.

If your environment uses a version prior to SQL Server 2017, the report will run more slowly. It is recommended to exclude the View only permissions and View & Edit permissions data to speed up the report. By default, a report run on this environment is limited to 500 rows.

The name of the exported file will be ContentReport_# where # is the number of reports that have been run on the intranet. The exported file is in Excel format. The first tab of the report is labelled About, and contains metadata about the report, including the scope of the report, who created the report, and the date and time the report was created. By default, the report data is sorted alphabetically by breadcrumb.

Admins

1. Go to the Admin panel: Content section > Content audit report page.
2. Select the desired options for your report: (For more details, see the Report options heading below.)
   1. Under the Report tab, select the Scope for the report. By default, the scope is set to include the Full site. To limit the report to a specific section, select the Limit to a section radio button and click in the Search box below it. Start typing the name of the highest-level piece of content that you want to include in the report, and select it when it appears in the dropdown menu.
   2. To limit the report to pages published between certain dates, click in the boxes under Published date range and select a start and end date from the date picker.
   3. To limit the report to one owner or several owners, select the radio button Limit to specific owners and click in the Enter names box below it. Start typing the name of the content owner whose content you want to include in the report, and click on their name when it appears in the dropdown menu. Repeat to add more content owners.
   4. Under Include archived content?, select the Yes or No radio button. By default, archived content is included.
   5. Under Content types to include, select the checkboxes for the content types you want to include. Deselect the checkboxes for any content types you want to exclude. Click Reset to go back to the default content type settings.
   6. Under Data to include, select the checkboxes for the data you want to include. Deselect the checkboxes for any data you want to exclude. Click the down arrow on the right of any section (Content info, Content activity, Security, Engagement metrics) to expand it and select more specific data to include and exclude. Click Reset to go back to the default data settings.
3. Click Export. In the pop-up window that appears, click Export to confirm that you want to export the report. Once you confirm the Export, you can navigate away from the page. The report may take some time to generate, depending on how much data has been included in it. Once the report is ready, you will receive an email with a link to download the report. The link and download will be available for 48 hours.

Editors

When an editor runs the report from a content page, all content types are included in the report. There is no option for an editor to select specific content types. All content info and content activity data are included in the editors' report. There are options to include security and engagement metrics data.

1. Go to the highest-level page that you want to export a report for. (The audit report will contain all child content of the page where the report is being run - including all page types, folders, documents, etc.)
2. Click the down arrow in the top right to open the Page Controls.
   
   
   
   
3. Click Audit in the Page Controls.
4. In the Export content audit report pop-up window that appears, select the desired report options. (For more details, see Published date range, Archived content and Data to include under the Report options heading below.)
   
   
   
   
5. Click Export.
6. You will receive an email with a link to download the report once it has been generated. The link is available for 48 hours.

Report options

• Scope: (Admin page only) Choose whether to include the full site in the report or limit it to a section. By default the full site is included. Only one section can be included in the report at a time.
• Published date range: By default the date range is left blank and content from all dates is included in the report. Select a date range to include only content published between specific dates. Click in the date range boxes to bring up a date picker, and then select the start and end dates to include in the report.
• Content owners: (Admin page only) By default content from all content owners is included in the report. You can limit the report to content from one or several specific owners by entering their names.
• Archived content: By default, archived content is included in the report. Select the Yes or No radio button to choose whether Archived content will be included or not.
• Content types: (Admin page only) Admins can select what content types they want to include in the report. Select or deselect the appropriate checkboxes to include or exclude content types from the report.
  • By default, the following content types are included: Sections, Pages, Groups, Links, News/Blogs, Posts, Calendars, Events, Forums, Topics, Folders, Documents, People directory, Photo galleries, Form pages.
  • The following content types can also be included: Profiles, Polls, RSS posts, Mailing list threads and posts, Shout-outs, Updates.
  • The Groups directory is not included in the audit report.
  • Click Reset on the top right of the content types section to reset the content type selection to its default.
    
    
    
    
• Data to include: Each type of data will show in its own column on the report. See the Report data table below for more details about each type of data.
  • Admin page only: Admins can select what data to include in the report. The page title, content id, content link and content type will always be included in the report. There are four data sections that can be expanded to show the full list of data by clicking the down arrows on the right. The sections are Content info, Content activity, Security and Engagement metrics. By default (on the Admin page), all of the data options are selected and will be included in the report. Select or deselect the checkboxes to include or exclude the sections (or specific data within the sections) from the report.  Click Reset on the top right of the Data to include section to reset the data selection to its default.
    
    
    
    
  • Editors: The page title, content id, content link and content type will always be included in the report. Content info and Content activity data are automatically included in reports run by editors. Editors can select whether to include Security and Engagement metrics data.

Report data