Insights and Data

Workplace insights helps you to track and measure Workplace usage in your organization. Find out more about tracking connections, posts, engagement and groups.

This article is only applicable to admins of Workplace Advanced and Workplace Enterprise.
Insights is a section of the Admin Panel that provides tools to track and measure your organization's Workplace usage. Insights can be used to follow employee signups, trends within groups and post-level activity.
Insights is made up of five different tabs:
  • People Track how active your organization is on Workplace, throughout from launch to onboarding and monthly activity.
  • Content This allows you to see how much content your organization is creating and how many people are actively contributing.
  • Groups Track group creation and activity, across Workplace and in your most active groups.
  • Posts From this tab you can measure likes, comments, and views of a post to track the impact of communications with advanced post-level performance data.
  • Connections Identify where collaboration is happening on Workplace, based on interactions between people.
Only admins of Workplace can view and use Insights. People with custom admin roles can also view Insights. Learn more about creating custom admin roles.
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System Administrators can create custom admin roles to give users access to different tabs in Insights.
When you have created a custom admin role, you can grant them access to the following standalone permissions:
  • See activity statistics - these users will have access to all the tabs within Insights.
  • See post insights and manage campaigns - when these users click their Admin Panel, they can access Posts from the left of Workplace.
For Posts, you can measure and track data from November 15, 2019. For all other tabs, it's from from August 18, 2019.
Note: Insights will be extended to a 2 year rolling history. Any data older than 2 years will be deleted.
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Export data
To export data on people or groups in your Workplace community:
  1. Go to Admin Panel at the top left of your Workplace profile.
  2. Click Insights.
  3. Scroll down and click Export for People or Groups. Workplace will then send you an email with a link to download the CSV file.
Note: You can also request the data from your Admin Panel by going to the People tab, then clicking at the top of the page and selecting Export Employee Information. For data on groups, from the Admin Panel click Groups, then click and select Export group information.

Managing Bulk Imports and Exports
Admins can check the real-time status of bulk tasks from the People Imports/Exports dashboard.
To access the dashboard:
  1. Go to Admin Panel and select People.
  2. Select the Imports/Exports tab to see bulk files that have previously been imported or exported to your Workplace.
  3. You can also check the status of Bulk Operations and see bulk tasks that have been requested from the past 30 days.
Admins can also download bulk tasks that generate a file once they're complete. Files will be available for download for 4 days.

Exporting Group Member Details
Admins can export the members of specific Workplace groups from the Admin Panel.
To export data on members of a specific group:
  1. Go to Admin Panel and select Groups.
  2. Find the group and click and select Export Members.
  3. You will receive an email with the group membership details.
The data is delivered as a link to the admin via email. It will be accessible for 4 days by the user or any other admins within their company with the Manage Groups permission.
All the data abides by standard privacy policies, but admins will not be able to see email addresses or departments for users from another company, if the export group is a Multi Company Group.
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This article is only applicable to admins on Workplace Essential and Workplace Advanced.
To allow users to download their Workplace data:
  1. Click Admin Panel in the top-left of Workplace.
  2. Click Settings.
  3. Click the box next to Personal Information Download.
Note: Once the feature is enabled, users will be able to download a copy of their Workplace data. Learn more on how to download your data. Per our terms and conditions, they won't be able to delete their data using this tool. You can see who's opted to download their data in your security audit logs.
Keep in mind that you can't download a user's data on their behalf. System admins can always use the Graph API to access data about a community's users.
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Data protection
A Data Controller is the person who decides why and how personal data on Workplace is processed. Data Controllers need to adopt compliance measures according to GDPR to cover how personal data is collected, what it's used for and how long it's retained. They must also ensure that people have access to their own data.
On Workplace Essential, Workplace Enterprise and Workplace Advanced, a System Admin manages their Workplace as the Data Controller.
System Admins can also create additional admin roles to assist in maintaining their Workplace.
Find out more about System Admins and custom admins here. More information on Workplace and GDPR can be found here.
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GDPR applies to all European Union data subjects so will apply to all companies and organizations which have EU citizens as part of their business or organization. GDPR will apply to all companies processing the personal data of subjects residing in the EU, regardless of the company’s location.
Workplace offers your company's administrators powerful tools, logs and policies to protect your community, as well as technical controls to modify, delete or retrieve your data at any time. Workplace comply with all data protection laws that apply to us. More information on GDPR can be found here.
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Multi-company groups (MCGs) live outside of all instances. Subject to applicable local laws, MCG members are free to agree upon the ownership of data in that MCG. Users can remove themselves from an MCG but their data stays in the MCG unless they delete their account. Learn more about MCGs.
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A person’s right to be forgotten isn't a new GDPR concept. It’s currently required under existing data protection law. A user has the right, at any time, to request that the data controller delete their personal data, a right which is now detailed in Article 17 of GDPR. It’s up to the data controller to understand what grounds they have for continuing to process such data (if any) after this request. Admins can request deletion of a user’s account at any time. This will delete the personal information held about that user in Workplace. It will also include their profile and all content posted and comments made.
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This article is only applicable to admins of Workplace Advanced communities.

If your employee is a multi-company group (MCG) admin, your company can view the data of the group via graph API or the Admin Panel.
via Graph API:
Impersonate tokens are needed when reading information from multi-company groups. The impersonate token needs to be generated for a member of the multi-company group.
  • Company admins can see multi-company groups if one or more of their employees are members of that group.
via Admin Panel:
  • Company admins can see multi-company groups if one or more of their employees are members of that group.
  • Company admins can make themselves admins of multi-company groups.
If your employee is a member of a multi-company group, your company can view the data in the group via graph API or the Admin Panel.
via Graph API:
  • Company admins can read all content in the multi-company group.
  • Company admins can delete content created by their employees in the multi-company group.
  • Company admins can see multi-company groups if one or more of their employees are members of that group.
via Admin Panel:
  • Company admins can see multi-company groups if one or more of their employees are members of that group.
  • Company admins can request to join any multi-company group with members from their community.


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Campaigns
You can create a campaign to show metrics for your selected posts and campaigns.
Create a campaign
To create a campaign:
  1. Go to your Admin Panel on the left of your Workplace.
  2. Select Campaigns.
  3. Click + Create New Campaign on the right, add a name for your campaign and click Create.
Add posts to a campaign
You can add any published group post that you have viewing permissions for to a campaign. If a post that you don't have viewing permissions for is added to a campaign, you'll still have access to the reported data, but you won't be able to see the post preview in the Posts in this campaign section.
To add posts to a campaign:
  1. Select the campaign you'd like to add posts to.
  2. Click + Add Post.
  3. Enter post URL or ID and click Done.
You can add up to 50 posts to a campaign. You can also add a post to a campaign by clicking on the right of your post and selecting Add post to a campaign. You can then add the post to an existing campaign, or create a new campaign using that post.
When your campaign has been set up with the posts you want to track, you can choose between two reporting options:
  • People - This is people based reporting, which looks at the discrete number of people who have seen, commented or reacted on at least one post in a campaign.
  • Engagement - This is action based reporting, which sums up the Seen by, Comments and Reactions for each post within a campaign.
What metrics will be displayed?
Not all metrics are shown for campaigns containing one or more posts that were published before April 9, 2020. If the campaign contains one or more posts from before November 15, 2019, only 2 data sets will be shown:
  • Consumption Over Time
  • Campaign Sentiment Over Time
If the campaign contains one or more posts that were published from November 16, 2019 to April 8, 2020, no People counts will be shown.
Which admins can access campaigns?
The following admins can create, edit and view campaigns:
  • System admin
  • Content Moderator
  • Account Manager
  • Analyst
System admins can also assign the permission to see post insights and manage campaigns to custom admin roles.
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Surveys
The Surveys section of the Admin Panel is accessible only to system admins, content moderators or admins with a custom role allowing for the management of surveys.
When you create a survey, recipients will receive a Workplace Chat message with two actions: Take Survey and Remind Me. If the recipient hasn't completed the survey or scheduled a reminder, Workplace will send a follow-up message 24 hours after the survey was originally sent.
To create or view a survey:
  1. From your Admin Panel, click Surveys. You'll see a list of surveys and their status.
  2. To create a new survey, click Create Survey in the top right.
  3. Fill in the following fields in the Details section:
    Title: Add a unique survey name of up to 75 characters.
    Invite Message: Write an optional invite message. If you don’t include an Invite Message, a default message will be sent.
  4. Click Continue.
  5. In the Questions section, add up to 5 questions and click Continue. Questions can have any answer type and be set to Optional. Click Continue.
  6. In the Recipients section, you can choose from the People Set option or Manual list to import a list of up to 30,000 people from the provided template. You can also send your survey via links or a customized email that can be personalized with the recipient's name. Click Continue.
  7. In the Duration section, you can choose the frequency you want the survey to be run. Choose the times and date that work best for your survey.
    • If you choose One time only to everyone, all of the selected recipients will receive the survey at one time.
    • If you choose Recurring to random samples, random samples of the selected recipients will receive the survey within the set date range. Each sample will receive the survey one time only.
Survey results are anonymous and results will only show if four or more people complete the survey. If less than four people complete the survey, the results will not be shared.
Once a survey has been published, it can't be edited, but it can be canceled at any time. Once a survey has been completed, it can't be canceled.
To learn more about how surveys help you measure employee sentiment across your organization, see Get the Pulse of Your Organization.
Note: There is a limit of 100,000 participants per survey.
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