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Frequently Asked Questions

  • Updated

How can I export my Workplace data?

Workplace by Meta offers data export features that can be accessed by both individual users for their own data and by Workplace admins to export instance data via the graph API.

 

Exporting your own data as an individual user:

Every end user in Workplace can download a copy of their own export of their user data.

This provides the user a host of options on what they would like to download and can cover the whole history of your user.

Please note that this action will be visible in the security logs.

https://my.workplace.com/dyi

The Following data is exported and is configurable via the Workplace Interface:

  • Saved items and collections
  • Messages
  • Posts
  • Events
  • Comments and reactions
  • Your problem reports
  • Groups
  • Navigation bar
  • Profiles information
  • Following and followers
  • Search
  • Security and login information

 

Exporting data globally as a Workplace admin:

Graph API Endpoint exists for exporting user data for your Workplace instance

The Endpoint documentation can be found here : https://developers.facebook.com/docs/workplace/reference/graph-api/data-export 

This Endpoint requires an integration be created and token authorised (by creating a custom integration https://developers.facebook.com/docs/workplace/custom-integrations-new)

The Following data is exported into an excel:

  • Full name
  • Email
  • Employee ID
  • Job title
  • Department
  • Division
  • Organisation
  • Phone number
  • Location
  • Start date
  • Admin
  • Source
  • Creation data
  • Claimerd
  • Claim date
  • Claim link
  • Status
  • Invited date
  • Manage email
  • Manager employee ID
  • Has profile
  • Followers
  • Login approval enabled
  • Frontline
  • Activity summary for date
  • Active in the Last 28 Days
  • Active in the Last Week
  • Active in the Last Day
  • Active in the Last 28 Days on Workplace Mobile App
  • Active in the Last Week on Workplace Mobile App
  • Active in the Last Day on Workplace Mobile App
  • Messages in the Last 28 Days
  • Messages in the Last Week
  • Messages in the Last Day
  • Post in the Last 28 Days
  • Post in the Last Week
  • Post in the Last Day
  • Comment in the Last 2 Years
  • Comment in the Last Week
  • Comment in the Last Day
  • Reactions in the Last 28 Days
  • Reactions in the Last Week
  • Reactions in the Last Day
  • Contributor Score in the Last 28 Days
  • Contributor Score in the Last Week
  • Contributor Score in the Last Day

Other Endpoints exist for pulling more data than what is available above but would require consultation. If you would like more information, you can view the documentation via the links above or you can get in touch with us.

 

Exporting Knowledge Libary data:

An API Endpoint exists to get the majority of data stored in Knowledge Librarys. However the capabilities of this export do not include attachments and they are required to be downloaded manually, a work-around is currently being investigated with Meta.

https://developers.facebook.com/docs/workplace/reference/graph-api/category

 

How can I increase security for Workplace?

All Security measures can be activiated in the security panel.

Two factor authentification for Workplace accounts.

Two factor authentifications will require users to both sign in with their username and password as well as having to enter a code that will be sent to them in text via their mobile phone number.

Pros:

  • Neutralises any potential threats of passwords being comprimised/guessed.
  • Greatly increased protection against unauthorised access to Workplace accounts.
  • Users will be notified when an attempt to access their Workplace account is made as they will recieve a message on their phone.

Cons:

  • Creates a small incovenience for users trying to login to their own Workplace account  as they will be requried to check their mobile phone for the access code.

 

Reauthentication on Workplace mobile.

Reauthentification will require users to use either fingerprint or face recognition to access the Workplace app when returning after either fully closing the app or leaving  the app open in the background.

Pros:

  • Neutralises any potential threats of passwords being comprimised/guessed.
  • Prevents the Workplace app from being accessed in the event of a phone being stolen/hacked.
  • More efficient than the user having to re-enter their password everytime the app is opened.

Cons:

  • Devices using Android 5 or lower and don't have support face and fingerprint login will not be able to access the Workplace app.

 

Turn off copy/paste on Workplace mobile.

Users will be unable to paste copied text that comes from outside the Workplace mobile app.

Pros:

  • Protects against potential spam

Cons:

  • Users may be inconvenienced by this in the event that a post has been drafted on a different app as they will be unable to paste it into the Workplace app.
  • Breaks password managers
  • Only applies to Workplace mobile

 

Turn off downloads on Workplace mobile.

Users will be prevented from downloading files or images from Workplace mobile.

Pros:

  • Decreases chances of classified files/information from being leaked.
  • May prevent users from downloading malicious software if shared by a comprimised account.

Cons:

  • Users may be inconvenienced by this if they wish to access a file that was shared into the platform by someone using Workplace desktop as they will be prevented from doing so.
  • Files that are required to be shared must be sent by a different method (ex. E-mail).
  • Only applies to Workplace mobile.

 

Turn off screenshots and screenrecordings.

Users will be prevented from taking screenshots and recording content from Workplace mobile.

Pros:

  • Internal information will be less likely to be captured and shared elsewhere.

Cons:

  • IOS devices will still have the ability to screenshot their Workplace mobile app.
  • Only available on workplace mobile.

 

Activating a Workplace account

Activating an account via Workplace

  1. Click the Admin Panel Admin panel on the left of your workplace.
  2. Use the search bar to find the profile in question.
  3. Click the More 3 dots to the right of the profile field.
  4. Select the "Get access code" option.
  5. Copy access code and send it to the user who will use the account.
    (We reccomend generating a new access code if the user is experiencing issue's accessing the account.)
  6. Request the user to sign in via the access code with this link:
    https://work.workplace.com/work/accesscode/

Activating an account via Connect

  1. A connect admin will provide a link to the Connect Activation Portal.
  2. Send the user you organisations Connect Activation Portal link or QR code to the user.
  3. Once the user opens the link they must fill out the form on the page and provide their mobile number to recieve a one time password.
  4. A code will be send via text to their mobile phone and the user must enter the code to access their account and set a new password.

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