How To Opt-In For Facebook Archiving As An End User

• Professional archive
• Social media connections
• Facebook archiving

Prerequisites

Be sure you follow ALL Prerequisite steps Prior to opting in. If you have not met all the prerequisites above, Please contact your Company Administrator.

1. Your social media account is provisioned by your Smarsh Admin in the platform.
2. If you need to archive a company page, your Smarsh Admin in the platform need to enabled company provisioning for you.
   • How to enable Company Provisioning for Social Media

3. In order to archive Facebook, you must use a Facebook Page, associated to your Facebook Profile. The Facebook Page is a requirement of Facebook for approval of the API permissions that allows Smarsh to capture data. Instructions on Facebook's website can be found here Creating a Facebook Business Page.

   • NOTE: Facebook Personal Profiles will not archive posts or personal messages due to Facebook's limitations.  We can only capture the profile name and the email address associated with the profile. Facebook does not allow Archiving of Personal Profiles and Posts You do not need to opt-in your personal profile unless your company requires the above details to be captured. If you are not sure, please reach out to your compliance team. 

   • NOTE: The personal Facebook profile that is connected to the business page you intend to archive must remain active in order to continue archiving your company page to Smarsh. If you deactivate the personal Facebook Profile used to authorize the Smarsh connection to the business page, Facebook will revoke the connection and your business page will no longer archive to Smarsh. 

4. The associated Facebook page must be set to Published in Page Visibility settings.

Step 1

Please locate the Email from Smarsh asking you to opt-in for social media archiving, (Example Below)

• This email sometimes gets sent to Spam or Junk folders, and the Subject line will read "Activation Required: Smarsh Social Media Archiving."

  • Note: These automated emails for Social Media Activation come from the address "no_reply@smarsh.com"   Please ensure this email address is not set to go to your spam or junk folder and is not being blocked by any mailbox or server level filters. 

  • Note: * If you have not received an authorized email, please reach out to your Company Administrator.

• Click the link that says "Facebook"

Step 2

•  Login with your Facebook credentials. 
  • Note: Ensure you're logging in under the correct profile. If you need to log into a different profile, please use the "log into another account" option.

Step 3

• On this page select, "Opt in to current Pages only," and then Select ONLY the Facebook page(s) you wish to archive. 

Step 4

• Select "Yes" for each of these options on the screen below, if you do not, archiving will not function properly.
  • NOTE: You must approve all permissions on your Facebook account. The API that Facebook uses for compliance requires the approval of these permissions, however, Smarsh is only using this API to receive communication for archiving and will not manipulate your Facebook account in any way.

Step 5

•  Read the statement and click "OK"
   

Step 6

Authorize or restrict archiving connection based on the options in the dropdown menu on the listed Users and Pages. Click Approve to finalize the change.

• • For new connections drop-downs for "Do not Archive," "Archive as User," or "Archive as Company" are displayed.

  • During the opt-in process End Users will have to choose from two "Archive As" choices to archive under the Pages section:

    • For Administrators for a Company Page that represents a Company as whole, they should select Archive as Company.

      • Proper set up for archiving a Social Media Company Page

    • For Administrator of a Business Page that represents your own individual professional activity, select Archive as User for that social profile when opting in to archiving.

      • Proper set up for archiving a Social Media Business Page
  • More information on Company VS Business pages can be found here: About Company/Fan Page Archiving

While the personal profile does appear as an option to capture, Smarsh cannot capture personal profile posts or messages. 

The option to capture your personal profile still shows up, as it is part of Meta's api requirements but our access to that information is limited to the Profile Name and Email address attached to the profile. 
You do not need to opt in to your personal profile unless your Compliance department requires you to capture the profile name and email of your personal Facebook profile.