Monitoring your Yammer data (Yammer admin guide)

Monitor your Yammer data with these features: keyword monitoring, security settings, data export, data retention, and analytics.

This article is part of the Yammer admin guide

Setting up your Yammer network

Managing your Yammer users

Monitoring your Yammer data    

Additional Yammer features

Yammer security FAQ

Yammer technical readiness checklist

Monitor keywords

* Verified Admin Only

Yammer lets you monitor keywords to track sensitive content, from particular terms and phrases to employees’ personal information. When any user posts a message that includes a monitored keyword or phrase, Yammer notifies the person specified in the email address input box. Verified admins can access these settings by going to Network Admin and under Content and security, choose Monitor Keywords.

The following types of strings are supported: single keywords and regular expressions. For more information on Regular Expression Language, please refer to the MSDN Quick Reference guide.

This table provides some examples of regular expressions, which flags distinct words, credit cards, and Social Security numbers:

Purpose

Pattern

Matches

Word boundary

\bword\b

\btheme\b matches "theme" but not "themes, them"

Credit cards

\b(?:\d[ ‐]*?){13,16}\b

1234 5678 90123

1234 5678 9012 3456

1234‐5678‐9012‐3456

Social Security numbers

\b\d{3}[ -]\d{2}[ -]\d{4}\b

123 45 6789

123‐45‐6789

Tip: For a starting point for creating your keyword list, visit: http://www.bannedwordlist.com (http://www.bannedwordlist.com).

Security settings

* Verified admin only

Preserving the confidentiality and integrity of your information is one of Yammer’s highest priorities. In addition to the measures we take to help ensure that your data is never compromised, we offer the following security access requirements that you can set to further protect your network. You can access these settings within Network Admin and under Content and security, choose Security Settings.

IP range restrictions

Specifying one or more authorized IP ranges allows you to limit access to your Yammer network to only your corporate LAN or other trusted networks. Any users who attempt to log on from a web browser with an IP address outside of the range(s) configured here will be blocked. You can input a starting and ending IP range that you would like to allow, and assign a name to each range.

Typically, users using mobile clients will be outside of the authorized IP range (unless the mobile client is using Wi-Fi on a trusted network). To allow access from mobile clients, select the Allow login option. This still restricts web logins outside of your trusted IP range, but it allows mobile client logins from outside the IP range. If you select Deny login, users outside of the trusted IP range will be unable to access Yammer via clients.

Password policies

You can configure how long and complex user passwords must be and how often they must be changed. If you change any of the password settings and click Save, users whose passwords do not meet these requirements are prompted to change their passwords upon their next logon. Selecting the option to Force All Users to Change their Passwords Immediately requires all users to change their passwords the next time they log on, regardless of any password requirement changes.

Note: External networks do not have the ability to configure password policies. This is to prevent users from being faced with multiple password strength requirement policies if they are participating in External Networks. Users have to comply with the password strength policies of their home network.

External Messaging

You can choose to Enforce your Exchange Online Exchange Transport Rules (ETRs) in Yammer. For information about this setting, see Control external messaging in a Yammer network with Exchange Transport Rules.

Enforce Office 365 identity in Yammer

You can choose to Enforce Office 365 identity in Yammer . For information about this setting, see Enforce office 365 identity for Yammer users.

Export data

* Verified admin only

Important: This feature is for monitoring use and for discovery, not for migrating Yammer networks. For migration information, see Network migration: Consolidate multiple Yammer networks.

Yammer Data Export packages and exports all messages, notes, files, topics, users, and groups. Data is be exported into a .zip file containing .csv files for messages and additional archives containing files and pages. You can perform a one‐time export simply by specifying the starting date from which you would like to export. You can access these settings under Network Admin and under Content and security, choose Export Data. Alternatively, you can set up automatic recurring exports by utilizing the Yammer API. The data export is a .zip file that includes:

  • Messages, Users, Topics, and Groups in separate .csv files:    This contains complete details of each data type, such as message ID, timestamps, participants, group names, and so on.

  • Files and Notes folders:    These contain files and notes on your network. Files are in their native format and Notes are exported in .html format. Note that exports only contain Files and Notes created or modified during the time period specified for the export.

Admin tools – data export

Meet your data warehousing, eDiscovery and compliance needs with Yammer’s new Data Export. Data Export packages and exports all messages, pages, files, topics, users and groups in your network. You can easily set up and create recurring exports using the Yammer Data Export API or download a one‐time export from the Admin Tools interface. Find more information about the /export API on the Yammer Developer Center.

Highlights

  • Comprehensive Data Export:    Export all the data on your network, including messages, Pages, files, topics, users and groups. Exports also include unpublished pages, and all versions of Pages (all content created or modified during the time period specified) and files.

  • Data Export API:    Utilize the Data Export API to set up and customize automatic, recurring exports for your network. The API provides more control, flexibility, and customization for IT admins.

  • Simplified One‐Time Exports:    Simply specify a starting date to have all of your network data from that starting point exported.

  • Data Retention:    Choose between Hard Delete and Soft Delete options to meet your needs. Hard Delete permanently removes data when it is deleted on the network and is recommended for most networks. Soft Delete keeps deleted data visible in data exports.

Using the Yammer API to set‐up recurring exports

With the introduction of the Data Export API, Yammer is phasing out the older recurring export functionality and simplifying the data export admin interface. The older recurring export functionality will remain temporarily available, but we encourage admins to transition to the Data Export API. The Data Export API provides more flexibility and control for admins, and allows admins to create automatic recurring exports to meet their needs.

Sample data export script

A sample script using the API is provided under /export on the Yammer Developer Center. This script can be used with common schedulers (Cron, and so on) to easily set up recurring exports.

Data retention

* Verified admin only

Here, under Network Admin and under Content and security, choose Data Retention, you can select options for how deleted data is retained on your network. The default and recommended option is Hard Delete, in which deleted data will be permanently removed from your network and isn't visible within data exports. You can also choose Soft Delete, in which deleted data will be retained on Yammer servers unless specifically removed via the Developer API. Deleted data in this case isn't visible to users on the network, but it's exported via data export. Select this option if you have certain regulatory or eDiscovery compliance requirements that necessitate the retention of deleted data.

Analytics

This is a dashboard for monitoring and tracking the performance of your network, letting you observe its health, identify opportunities for growth, and help you keep track of how your organization is using Yammer. You can access network performance metrics such as network growth, member engagement, messages posted, groups, and other statistics under Network Admin, under Analytics, choose Dashboard. Please note that the analytics function is open to all users on your network, so any user can view aggregate statistics about their network.

Yammer reports

You can also view the Yammer Activity report in the Office 365 Reports dashboard. The activity report can give you user or activity specific information over pre-set data ranges (from week to 6 months). For details, see View the Yammer Activity report.

Next article: Additional Yammer features (Yammer Admin Guide).

See Also

Yammer admin guide

Yammer admin center

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