Overview
Jive does not provide a native space-owner audit queue that lists content, owners, last modified date, views, last accessed date, and a Keep / Update / Archive workflow in one place.
You can still run a repeatable content review by exporting an inventory, combining it with usage data, and assigning each item to an owner. This article describes that process.
Environment
- Jive Cloud for last-viewed date and Analytics Export
- Jive Interactive Intranet - Jive Core for custom reports and inventory options
Prerequisites
To use the Analytics Export Tool, it must be enabled by the Jive Support Team. If it is not visible, open a ticket and request that Analytics Export be enabled for your production or UAT instance. Enabling it has no impact on your system, and disabling it later will not cause issues.
Users need the Manage System or Manage Community permission levels to use Analytics Export.
Information
What Jive does and does not provide
Last modified date alone does not tell you whether older content is still used. You can get views and last-accessed information from Impact Metrics and Analytics Export, but those are separate reporting tools, not an owner-facing audit workspace.
Options for building a custom inventory are listed in Getting Custom Reports/Lists for Spaces or Content in Your Community:
- A Jive Professional Services engagement (additional cost; contact your account manager, customer success manager, or account executive)
- The Jive REST API
- The Analytics Export Tool (Jive Cloud)
- The Jive application database (Hosted customers can download a copy from Jive Cloud Admin; Cloud customers must request a data dump)
Jive Support cannot provide a custom report or assistance with building REST API or database queries. Those requests are outside the Jive Support Team's Scope of Work.
Export activity, content, place, and user data
Community administrators can view and export activity reports from Analytics Export. You can also export reports for places, content, and users.
- Log in and navigate to Analytics Export (from your avatar menu).
- Select the ActivityTime range and click Preview.
- Download the files you need:
- Download Activity CSV
- Download Place CSV
- Download Content CSV
- Download User CSV
See Exporting Activity Reports.
Get the last viewed date for a content item
On Jive Cloud, users with Manage System or Manage Community permissions can get the last viewed date of a document, file, or video:
- Navigate to the content item and copy its URL.
- Click your user avatar, then Analytics Export.
- Click the blue + icon, search for ContentActionObject.Url, select it, paste the URL, and click Apply.
- Click the blue + icon again, select Action, enter ACTIVITY_VIEW_DOCUMENT, and click Apply.
- Click Preview. The most recent view appears at the top of the table.
- Click Download Content CSV for detailed information on the last view.
The full procedure is in Getting the Last Viewed Date of a Content Item in Jive Cloud.
For individual items you can also use:
- View Counts at the bottom of the content item. See View Counts - Concept article.
- Impact Metrics for views and related engagement on that item. See Analytics & Impact Metrics.
A repeatable Keep / Update / Archive review
Use the exports as an inventory and review queue outside Jive (for example in a spreadsheet):
- Export content and activity CSVs for the review period.
- Build a list that includes title, URL, owner, last modified date, views, and most recent view (last accessed).
- Assign each item to an owner.
- Have the owner mark the item Keep, Update, or Archive, and record the next review date.
- Use last accessed together with last modified so you can tell older-but-still-used content apart from older content that is no longer viewed.
Repeat the export and review on a schedule that matches your governance process. This remains a manual process. Jive does not currently provide a native space-owner audit workspace that combines inventory, assignment, review status, and bulk Keep / Update / Archive actions.
Alexandr Oliynyk
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