Documentation

Sitemap report

This feature is available in versions 9.9+.

The sitemap report displays the content of the intranet in a hierarchical structure, along with details about the content like published date, last updated date, and security permissions. The report provides a visual representation of the navigation of the intranet in Excel format. Content is arranged in different columns on the spreadsheet to represent the different levels of the intranet structure. Data columns display selected details about content info, content activity, security and engagement metrics.

  

Admins can run the report for the entire site or for a specific section of the intranet. Archived content can be included or excluded. Admins can select what data to include in the report from four categories: content information, content activity, security and engagement metrics. Certain content types are included by default, but admins can also choose to include optional content types.

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. The link and download are available for 48 hours.

For a report that can be narrowed to include only specific content types, or content published in a certain date range, see Content audit report.

Use cases

The Sitemap report allows admins to easily see the structure of the intranet to help with information architecture review and reorganization of content. It allows for viewing the security settings of content in a hierarchical manner to see if there are any gaps in the security.

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 sitemap report page. 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.

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.
 
  1. Go to the Admin panel: Content section > Sitemap report page.
  2. Select the desired options for your report. (For more details, see the Report options heading below.)
  3. Click Export. In the pop-up window that appears click Export to confirm that you want to export the report. Once you click the Export button, you can navigate away from the page. Once the report is ready, you will receive an email with a link to download the report.
The name of the exported file will be SitemapReport_# where # is the number of reports that have been run on the intranet. If the report times out or fails to be created, an email is sent to the person who ran the report.

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. The default sort order of the Sitemap report is by an assigned ID number based on the hierarchy of the content.

Report options

  • Scope: 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. 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.


     
  • Number of levels to include: Choose the number of levels of content that will display. Options are 1-9 and All. Three levels (the default setting) is pages, child pages and grandchild pages of the site or section chosen. eg. ThoughtFarmer > Teams > Documentation.
  • 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: You can select what content types to include in the report. Select or deselect the appropriate checkboxes to include or exclude content types from the report.
    • The following content types are included and can't be excluded: Sections, Pages, Groups, News/Blogs, Calendars, Forums, Folders, People directory, Photo galleries, Form pages.
    • The following content types can be included, but are excluded by default as they often comprise a high volume of content: News posts, Calendar events, Forum topics, Profiles, Documents.
    • The following content types do not show in the report: Polls directory, Polls, RSS Directory, RSS posts, Mailing lists directory, Mailing list threads and posts, Shout-outs, Updates.
    • Click Reset on the top right of the content types section to reset the content type selection to its default.


       
  • Data to include: You can select what data to include in the report. Select or deselect the checkboxes to include or exclude the sections, or specific data within the section from the report.
    • The page title, content id, content link and content type will always be included in the report.
    • The ID column is added to the report to assign each page a sequential number as a way of sorting 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, all of the data options under Content activity and Security are selected and will be included in the report. The Content info and Engagement metrics are unselected by default.
    • Click Reset on the top right of the Data to include section to reset the data selection to its default.

Report data

Data heading Data item Description
Always included in reports ID This number is added to the report in an order that follows the content hierarchy so it can be used to sort the report
  Page title The text entered in the Enter a title box when creating content. Each hierarchical level of content is displayed in a different column to form a visual tree. The page title will appear in the column corresponding to the content's level in the navigation.
  Content id The unique number assigned to the content that is part of the content URL
  Content link The URL for the content
  Content type eg. Section, Page, Event, Post, Photo gallery 
Content info Breadcrumb The intranet navigation path leading to the content, eg. Home > ThoughtFarmer > Teams > Documentation
  File size Only displays for files
  Status Published, Archived or Private
  Languages Which languages the content is available in, listed in language codes
  Tags Tags that have been added to the content
Content activity Published date The date when the content was published
  Last updated by The name of the user who last updated the content
  Last updated date The date the content was last updated
  Version # The current version number of the content
  # of child pages The number of child pages (including folders and documents)
Security Owner The user who owns the content
  View only permissions The users or groups who have View only permissions on the content. Groups are not unfurled to show individual member names.
Recommended to exclude this data to speed up the report when using pre-SQL Server 2017.
  View & Edit permissions The users or groups who have View and Edit permissions on the content. Groups are not unfurled to show individual member names.
Recommended to exclude this data to speed up the report when using pre-SQL Server 2017.
Engagement metrics # of Views The number of views of the content
  # of Unique Views The number of individual users who have viewed the content
  # of Likes The number of likes on the content
  # of Comments The number of comments on the content
  # of Comment likes The number of likes on comments on the content
  # of Follows The number of users following the content
  # of Bookmarks The number of users who have bookmarked the content