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Custom Reports

Custom reports allow you to select the fields to include and their order, apply different types of filters and sort the results by any field.

Below are the guidelines for Custom Reports:

  • At minimum, users will need the below permissions at the account level to run, create, and edit Reports from Module > Reports. 
    • LMS: Accountreport
    • MOC: MOCUser 
    • ACT: ACTUser
    • CSM: CSMaccountreport

To verify a user's report access, navigate to their user under LMS > People > People Information.

Click on their company, division, and account tabs, they should have report access marked as "Yes" in at least one of these locations. 
  • Custom Reports can be shared with other administrators by clicking the checkbox "Shared Report".
  • Within the reports folder, custom reports will appear on the left while standard reports will be on the right.
  • Every report type has a brief description providing a use case for when you would leverage the report. 
  • Reports can only display 16,000 records at a time. If you exceed that limit, a message will be displayed recommending more filters be applied.

How to Format a Custom Report

When building or editing your report, you will have the below options to set by default when you run the report:

  • Field Title: Click into the field title to customize how it displays in the results
  • Sort: Apply sorting by ascending or descending
  • Group: Results will be grouped by the same responses for that field
  • Total: Results will be totaled

Example: You can total the hours credited for certain records in training items to total how many hours users spent taking a course.

  • Filter: Apply filters by default to the select field. Below are the filter options:
    • None
    • Equal To
    • Not Equal To
    • Contains
    • Does Not Contain
    • Starts With
    • Ends With
    • In List (Functions as a "any of the following" option)

Example: If you are searching for records for only SCORM , WBT and DOC item types.

    • Not In List (Functions as a "not one of the following" option)
    • Is Empty
    • Is Not Empty
    • Date Fields
      • Click into the text box to enter in a specific date range.
      • Click the calendar icon besides the text box to create a dynamic date range.
  • Eye Icon: Select this button to hide fields from the report results. Hidden fields will still be used to calculate the results. 

How to create a Custom Report:

  1. Click on the desired module in the top left
  2. Click on Reports
  3. Click the title of the desired custom report.
  4. Click New Report in the top right
  5. Enter a name and Description
  6. Click Shared Reports if desired to make your report public.
  7. Select the down arrow next to "select report fields"
  8. Select the checkbox(es) beside the desired fields. 
  9. Select Add Selected Field(s).
  10. Apply at least one filter to one of the fields you have added. 
  11. Click Save Report
  12. Then click, Run Report

Custom Report Detail Features:

Custom Reports can be saved, added to users' desktops, copied/run by other administrators, and sent to users email as a one off or on a scheduled job.

  1. Click on the desired module in the top left
  2. Click on Reports
  3. Click the title of the desired custom report.

This will bring you to the Report Details screen where you can run and manage existing reports.

  • Click Show Shared Reports to view, run and copy reports other Authors have shared with you.
Hover over the desired report, and then the gear icon on the right-hand side. Your screen should look similar to below:

Below are the various features found on the Report Details Screen:
  • Run Report: Run desired report. You can also click on the title of the report. 
  • Edit Report: Edit your own report. If you are not the author, you will not be able to edit the report.
  • Copy Report: You may copy another author's report (and your own) to then become the author and edit the report.
  • Delete Report: Select to remove report from the list. If you are not the author, you will not be able to delete the report.
  • Email Report Now: Select this to deliver this email to any user with report access. You can edit the email subject and content.
  • Schedule Emails: Select this to deliver this email on a scheduled job to any user with report access. You can edit the subject, content, frequency, date, time and recipients. 
  • Create Shortcut: Select to place the report on your users' desktop.
  • Manage Shortcut: Select to add and remove the report from users' desktops.

Navigating the report results screen:

  • Export the report to an excel sheet, PDF or Print by clicking on the respective icon in the top right.
  • Navigate back to the edit report screen with the back arrow in the top right.
  • Click on the column header to sort by ascending or descending.
  • Click on the title of the MOC, ACT or LMS item when a blue hyperlink is shown to display more information like summaries. 
  • Drag and drop column headers below the search criteria (in the top left) to group the same results in that column together. 
  • Change the number of records displayed in the bottom left.
  • Click on the "Show Filter" option in the bottom right to display temporary filter options for each of your column headers.