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How to exclude users from SWOOP Analytics (Viva Engage)

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SWOOP Analytics provides flexible options for excluding users from your Viva Engage analytics. 

This ensures your reports reflect only the people you want to measure, such as your active workforce, rather than including non-human accounts or users outside your organisation.

Limitations and Important Notes

  • Exclusions are applied at the data processing stage and affect all analytics and reports.
  • Some exclusion methods require technical setup or integration.
  • Changes to exclusions may require submitting a new support ticket.

Checklist: What You Need Before Requesting Exclusions

  • Decide which exclusion method best fits your organisation (see options below).
  • Gather the required information (e.g., list of email domains, attribute details, security group name).
  • Ensure you have the necessary permissions or access to provide this information.

Exclusion Options

1. Email Domain Exclusion

Exclude users based on their email domain (the part after the “@” in an email address).
Example: Exclude all users with @externalcompany.com.

  • SWOOP stores only the domain and a hashed version of the email address for privacy.
  • Provide a list of domains to include or exclude.
  • There is no cap on the number of domains, but each change requires a new support ticket.

2. Attribute-Based Exclusion

Exclude users based on user attributes (such as job title, location, or country code).

  • Attributes must be reliably available in Viva Engage.
  • Common use cases: exclude accounts with blank job titles (often non-human accounts), or exclude users from specific locations.
  • Extension attributes from external HR systems (e.g., Workday, SAP SuccessFactors) can also be used if integrated.
  • Attribute data can be loaded into SWOOP via SCIM.

3. Security Group Exclusion

Exclude users based on membership in a security group (a defined group in Entra ID, formerly Azure Active Directory).

  • Requires Entra ID integration and “group read all” permissions.
  • Security groups can be managed by your IT team and updated as needed.
  • For Viva Engage, this integration is not enabled by default. Please contact support for setup guidance.
  • We recommend creating a dedicated security group for SWOOP exclusions to avoid accidental changes.

 

How to Request User Exclusions

  1. Prepare your exclusion details:
    • List of email domains, attribute criteria, security group name, or SCIM integration details.
  2. Submit a support ticket:
    • Email support or use the SWOOP support portal.

    • Include the following template:

      Subject: Request to Exclude Users from SWOOP Analytics (Viva Engage) 

      Hello SWOOP Support Team, 

      We would like to exclude users from our Viva Engage analytics using the following method: [Email Domain / Attribute / Security Group / SCIM Integration] 

      Details: - [List domains, attribute criteria, security group name, or HR system details] 

      Please confirm the next steps or let us know if further information is required. 

      Thank you!