Including data from your official Facebook & Instagram accounts

Joanna
Joanna
  • Updated

As a central part of Zencity Organic, Zencity’s AI algorithms are able to process and derive meaningful takeaways from the millions of data points that make up your community’s online conversation—that’s the conversation that is happening organically on your official Facebook pages, where residents comment on your agency’s public posts, for example, or in a public neighborhood group where residents sometime discuss issues among themselves. 

Building the most comprehensive and inclusive picture of this conversation relies on including as much data as possible, improving the quality of the takeaways you can draw from the conversation. The most important action you can take to ensure there’s a sufficient supply of data is to identify the Facebook Pages and groups that should be counted in Zencity Organic’s conversation analysis. 

There’s a slightly different process for managing access to Facebook Pages you manage, versus Facebook groups you or a community member are an admin of. We’ll walk you through the steps for each process below.

Managing access to Facebook Pages (including Facebook ads)

Follow the steps below to allow more data to be included from official Facebook Pages that you manage. By official Pages, we mean ones managed by your department or agency, or any other department or agency in your city or county. 

Granting access DOES include the following:

  • Linking our Zencity app to your Facebook account
  • Telling Facebook it’s okay to share data via this new open channel
  • Identifying which Pages and accounts you manage, and allowing you to select the Pages you’re interested in 
  • Giving permission for data to be sent from those Pages

Granting access DOES NOT include any of the following:

  • Posting from your Facebook account
  • Accessing personal data from your Facebook account

Once your Instagram accounts meet the necessary requirements, you can go ahead and grant access to selected Facebook Pages:

  1. Log into app.zencity.io
  2. From the left hand navigation menu, click on your user name
  3. Select ‘Social Accounts’ from the options that open
  4. On the ‘Social Accounts’ page, find the subsection titled ‘Facebook Pages & Ads and Instagram’
  5. Click on ‘Manage Access’
  6. If you are not already logged into Facebook, you will first be prompted to log in; please enter with the account through which you have admin privileges for any official Pages 
  7. If you are already logged into Facebook, a pop up will appear confirming that you want to continue with that account; if it’s not the account you have Page admin privileges on, please select the option to log in with a different account 
  8. Within the pop up screen, select relevant pages for inclusion
  9. Click ‘Done’ on the list of permissions that appears next; for a more detailed explanation of how we use these permissions, visit the FAQs below) 
  10. Press ‘OK’ on the next screen to complete the connection
  11. The list of pages you’ve granted access to will now appear in the ‘Facebook Pages and Instagram’ subsection with status ‘Access pending’
  12. Once Facebook registers that you’ve granted access and begins to share data via the Zencity app, the status will update to ‘Including data’ 

Managing access to Facebook groups

Follow the steps below to include data from Facebook groups that either you manage in your official capacity (e.g. on behalf of a department or agency in your city or county) or that a community member manages and has agreed to link to Zencity. 

If the group is managed by a community member, Zencity first requires that they give explicit consent to sharing data generated in their group. This requirement is part of our commitment to transparency and full disclosure about where we gather data from, and ensuring that groups are knowingly opting-in to including their members’ discussion in the broader analysis of your community’s conversation. For many community-run groups, this can be an asset: by granting access to the data, they can offer a reliable way for community feedback and sentiment to be heard by city or county officials. Wondering how to start that conversation? Get in touch with your Customer Success Manager for guidance and a request template. 

Granting access DOES include the following:

  • Linking our Zencity app to your Facebook account
  • Telling Facebook it’s okay to share data via this new open channel
  • Identifying which groups you want included and which you don’t 
  • Giving permission for data to be sent from those groups 

Granting access DOES NOT include any of the following:

  • Posting from your account
  • Accessing personal data from your account that’s not connected to any of the groups you’ve selected

If you are a founding admin of the group, or if the community member made you an admin as well, you must then install the Zencity app within the group (find more information on that process in this article) and then you can continue with the following steps:

To grant and manage access, follow these steps:

  1. Log into app.zencity.io
  2. From the left hand navigation menu, click on your user name
  3. Select ‘Social Accounts’ from the options that open
  4. On the ‘Social Accounts’ page, find the subsection titled ‘Facebook Groups’
  5. Click on ‘Manage Access’
  6. If you are not already logged into Facebook, you will first be prompted to log in; please enter with the account through which you have admin privileges for any official groups you wish to include
  7. If you are already logged into Facebook, a pop up will appear confirming that you want to continue with that account; if it’s not the account you have Page admin privileges on, please select the option to log in with a different account 
  8. Once logged in, click ‘Choose what you allow’ on the pop up screen
  9. Select the groups which you would like to include (note: if you haven’t added the Zencity app to your group, you will still be able to select the group here; however, no data will be able to be shared until the app is installed)
  10. Click ‘Continue’ to complete the connection 
  11. The list of groups you’ve granted access to will now appear in the ‘Facebook Groups’ subsection with status ‘Access pending’
  12. Once Facebook registers that you’ve granted access and begins to share data via the Zencity app, the status will update to ‘Including data’ 

If you are not a member of the group, the representative of the group with whom you are in communication with (generally the admin who installed the app) must click on this link to finalize the access connection. 

Managing access to Instagram accounts

Follow the steps below to allow more data to be included from official Instagram accounts that you manage. By official accounts, we mean ones managed by your department or agency, or any other department or agency in your city or county. 

Granting access DOES include the following:

  • Linking our Zencity app to your Instagram accounts
  • Telling Instagram it’s okay to share data via this new open channel
  • Identifying which accounts you manage, and allowing you to select which accounts you are interested in
  • Giving permission for data to be sent from those accounts

Granting access DOES NOT include any of the following:

  • Posting from your Instagram account
  • Accessing personal data from your Instagram account

To connect your Instagram accounts, please check that you meet these two criteria: 

  1. That the Instagram account you want to include is officially considered a business account. You can do this by logging into your Instagram account, and heading to Settings > Account. 
  2. That the account in question is linked to a Facebook page that you manage. If you haven’t done so yet, you can link the two by following these steps.

Once your Instagram accounts meet the necessary requirements, you can go ahead and grant access:

  1. Log into app.zencity.io
  2. From the left hand navigation menu, click on your user name
  3. Select ‘Social Accounts’ from the options that open
  4. On the ‘Social Accounts’ page, find the subsection titled ‘Facebook Pages & Ads and Instagram’
  5. Click on ‘Manage Access’
  6. If you are not already logged into Facebook, you will first be prompted to log in; please enter with the account through which you have account admin privileges
  7. If you are already logged into Facebook, a pop up will appear confirming that you want to continue with that account; if it’s not the account you have admin privileges on, please select the option to log in with a different account 
  8. Add the relevant Instagram accounts you want to include 
  9. Within the pop up screen, select relevant pages for inclusion
  10. Click ‘Done’ on the list of permissions that appears next; for a more detailed explanation of how we use these permissions, visit the FAQs below) 
  11. Press ‘OK’ on the next screen to complete the connection
  12. The list of pages you’ve granted access to will now appear in the ‘Facebook Pages and Instagram’ subsection with status ‘Access pending’
  13. Once Facebook registers that you’ve granted access and begins to share data via the Zencity app, the status will update to ‘Including data’ 

FAQs

What if I don’t see a Facebook page or group I added listed after I follow the steps to grant access?

  • For Facebook pages (or Instagram accounts), first confirm that you logged in with the account through which you have admin privileges. If not, please contact your Customer Success Manager for assistance resetting your connection. If it is indeed the correct account yet no sources are displaying, that generally means that you have indeed granted access, yet are not the admin of any Pages or Instagram accounts, so there is nothing to actually set up. Once you create a Page and start managing it, you can simply click ‘Refresh Access’ and the source should appear, as you have already done the work of granting access. If this is not the case (i.e. you know you are the admin of a page that is not appearing), please contact your CSM.

  • For Facebook groups, first confirm that you logged in with the account through which have admin privileges within the intended groups and/or that any group which you wish to include has installed the Zencity app. Once you meet those requirements, click ‘Refresh Access’ to update the source list.

What do the different statuses mean that appear for each linked page or group? 

There are three types of statuses that can appear for any Facebook Page, Instagram account, or Facebook group:

  1. Access pending: Displays when you’ve granted permission for Facebook to share data from a particular Page, Instagram account, or group, and Zencity is finalizing the connection on our end 
  2. Including data: Displays when Facebook is actively sharing data from selected Pages, Instagram accounts, or group with Zencity
  3. Access expired: Displays in one of two situations: either when a given Facebook Page, Instagram account, or group hits its expiration date, as determined by Facebook, or you’ve attempted to connect a Facebook group yet didn’t meet the required admin permissions to complete the connection. In either event, click the ‘Refresh Access’ button in that section. That will either automatically renew the connection, or prompt you to obtain the necessary permissions for that group. 

Why do a bunch of my sources have the status ‘Access pending?’

In the event you selected ‘all’ when granting access to the Facebook Pages, Instagram accounts, or Facebook groups to which you have admin privileges, there’s a chance that some sources can appear in there that are not relevant to the organic conversation happening in your community. Zencity will spot and exclude these instances, in order to ensure the data you get when visiting your dashboard reflects as relevant resident feedback as possible. Therefore, because you granted access yet Zencity never incorporated the Page, account, or group as a source, the status will remain as ‘Access pending.’ If you believe this is a mistake, please contact your CSM.  

Why does Zencity need all of the different data permission types listed for Facebook pages?

The permission types are there to help Zencity build as complete a picture as possible of the organic conversation that’s happening on pages that you manage. For example, granting permission to ‘Read content posted on the Page’ or even ‘Manage comments for the Instagram accounts connected to your Page’ lets us understand and share the topics residents are focusing on and the sentiment they hold. Being able to process both the content of posts, as well as the number and type of emoji reactions a post or comment receives, is essential data for generating the most precise takeaways possible.

For any further questions about how we use any of the permission types in generating analysis and insights for your community, please don’t hesitate to contact your Customer Success Manager and they will be happy to provide a more detailed explanation.

How do I remove a group so that it is not listed on my Social Accounts page?

You can do this directly on Facebook here. Click on the dropdown next to "Access your authored posts and comments in groups" and click 'Remove' for any of the group names. 

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