WordPress can gather everything it holds about one person into a single file, for a subject access request or simply to show someone what the intranet knows about them. Govintra adds its own data to that file: the intranet staff profile, forum posts and liked items, so the export is a fair picture of the person’s footprint on the intranet. Only administrators can do this.
Request an export
- Go to Tools, then Export Personal Data.
- Under Add Data Export Request, enter the person’s username or email address. Leave Send personal data export confirmation email ticked to ask the person to confirm the request, or untick it when you are acting on a written request you already hold.
- Select Send Request. The request appears in the table below with the status Pending.
When the confirmation email is sent, the person receives a message from the intranet with a link to confirm. Once they use it the status becomes Confirmed. If the email cannot be delivered, the status shows Failed with a Retry button. On an intranet where staff sign in through single sign-on and the site does not send email, untick the confirmation box and keep the person’s request on file instead.
Download or send the export
Hover over the request and choose one of the actions:
- Download personal data: builds the file and downloads it to your computer, whether or not the person has confirmed. Use this when you will pass the file on yourself.
- Send export link: for a confirmed request, builds the file and emails the person a link to download it. The link works for three days, after which the file is removed from the server.
The file is a zip containing a web page you can open in a browser, with a section for each source of data. When you have handed the data over, mark the request Completed with the Complete request action, or use Remove request to delete the record.
What the export contains
Each section comes from a different part of the intranet:
- WordPress User: the account details: username, display name, email address, registration date, and the profile’s biographical text.
- Intranet staff profile: what Govintra adds. Every field on the person’s intranet profile that is filled in: pronouns, name pronunciation, job title, telephone, mobile and bleep numbers, floor or room, team, line manager, building or location, grade, skills and experience, working pattern, X handle, LinkedIn address, user tags, and the address of the profile photo.
- Forums: every published topic and reply the person wrote on the forums, with its date and text.
- Liked Posts: the pages and stories the person has liked, with links.
- Favourites: the pages the person has saved as favourites, with links.
- Wonderwall, or whatever your wall is called: every thank-you message written about the person, with who wrote it, its award category and the message, and every thank-you the person wrote, with who it was for.
- WordPress Comments: the person’s comments, with the name, email address and text of each.
- WordPress Media: files the person uploaded to the Media Library.
- Relevanssi Search Logs: searches recorded against the person, where the search plugin keeps a log.
Content the person wrote as an author, such as news stories, tasks or forum posts in draft, is not part of the export because it is published intranet content rather than personal data. If a request covers it, find it under the person’s name in the relevant content list.
Related
- Erase a person’s personal data: the companion tool, and what it does and does not remove.
- Roles and capabilities: who can use the Tools menu.
- Set up the staff directory: the profile fields the export reads.