Custom and Standard Reports

About Standard Reports

Standard Reports contain pre-determined report fields, field order, header titles, and data sorting/grouping. Users simply enter the report criteria (filters) in one or more of the fields provided then run the report. Different reports have different fields where users can apply criteria to return a variety of results.

Note: Standard reports cannot be saved, added to a users desktop or scheduled to be sent by e-mail.

Run Standard Reports

The instructions below provide detailed steps on how to run standard reports. Remember, only user's with Report permission at an organizational level can run reports.

Step

Action

1

  Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

  Result: The Reports sub folders will display, these will be different for each modules reports.

  Note: Each module has its own Report section.

2

  Select the report sub folder for the desired data category of interest.

  Result: A list of custom and standard reports will display to choose from.

3

  Select the Standard Report that will return the data needed.

  Result: A window will display with the available fields and filter to utilize for returning the desired data.

4

  Fill in the required fields and any additional fields necessary for further filtering.

5

  Select Run Report.

  Result: Report is created using the fields and filters as the parameters for the data that will be returned.

6

  View report results.  

Optional: Export report to Excel by selecting the Excel icon in the top right of the report results.

About Custom Reports

Custom reports are an extremely useful and flexible tool for administrators to find real-time data of interest. Users can create and save custom reports by selecting a variety of report fields, field order, header titles, data sorting / grouping and report criteria (filters). Since custom designed reports can be saved and exported to excel, users can continuously run the report then analyze the data for a specific item or trend without having to modify the original report design.

The following rules apply to custom reports:

  • Only the Author of a custom report will be able to view the report through the Reports menu, unless the shared checkbox is selected or the report shortcut as been placed on a users desktop.
  • Only the Author of a custom report can edit the report. Other users can make a copy of the report, if it is shared, to edit the copy and create their own version of the report.
  • If a report shortcut has been placed on a users desktop, the user must have the reporting permission to run the report.
  • Scheduled e-mails can be configured to send users custom reports either one time or automatically on a weekly or monthly schedule.
  • The steps to design any custom report are identical, however, the available reporting fields may vary.
  • ACT module only: Action Item Form Fields, Event Form Fields, and Event Form Fields + Action Items are special custom reports that display data entered into action item forms or event forms. These reports can be used to view data for events or action items attached to forms in a users division.

Manage Custom Reports

The instructions below provide detailed steps on how to create, edit, delete custom reports and how to create, update, delete report shortcuts or scheduled e-mails.. Remember, only user's with Report permission at an organizational level can  create, edit, delete or run custom reports..

How to Create a Custom Report

Step

Action

1

  Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

Result: The Reports sub folders will display, these will be different for each modules reports.

Note: Each module has its own Report section.

2

  Select the report sub folder for the desired data category of interest.

Result: A list of custom and standard reports will display to choose from.

3

  Select the Custom Report that will return the data needed.

Result: The Report Selection window will display.

Note: The name of the report selected is shown on the top.

4

  Select the New Report button on the top right of the window.

Result: A blank Report Design form will display with two separate sections, Report Information and Report Fields.

5

  In the Report Information section, enter a name for the report in the Name field and a description for the report in the Description field.

6

  Select the Shared Report checkbox to share the report with other Administrators.

7

In the Report Fields section, select the drop-down menu to display the list of available fields for creating the report.

8

Select the report fields required to create the report by selecting the checkboxes next to each field. After all necessary fields have check marks next to them, select the Add Selected Fields to add the fields to the report.

Result: The report fields that have been selected are arranged alphabetically and are displayed as rows. The order of the rows reflect the order of the columns with the report is generated.

9

Move fields up or down one row at a time by using the arrow icons.

10

Move a field by more than one row by using  the four way arrow icon to drag then drop the field to its new location.

11

Delete: Select X to delete a field from the report design.

12

Hide or Show: Selecting the eye icon allows the field to be used for sorting, grouping, or filtering without displaying it as a column in the report.

Note: All reports must have at least one visible field.

13

Rename Fields:  The default field name is displayed when the field is selected and added to the report. This field can be changed by erasing the default name and typing a new name.

14

Sorting Fields: Fields can be sorted as Ascending or Descending.

Best Practice: It is recommended to sort at least one field to make sense of the data being displayed.

Note: If more than one field is sorted, the fields will be sorted in the order of the rows, from top to bottom. Re-order the fields to changed the sort order.

15

Group Fields: Grouping is identical to sorting, with the exception that the report shows a highlighted summary line for the set of rows containing identical data in the field selected for grouping. The summary line shows the total number of rows or records containing identical data in the grouped field.

Note: A grouped field can only be in ascending order. To display in descending, select the grouped field's header when the report results are displayed.

Grouping takes precedence over sorting. Sort criteria is applied within groups.

Best Practice: It is recommended to not group too many fields together because it will display many highlighted summary bars making it difficult to analyze the data.

16

Total: Displays total for each report page and the report grand total.

Note: Applies to numeric fields only, such as hours or cost.

17

Filter: Filters can be applied to one or more selected fields and will be either a text field, radio button, date field or numeric field.

Text Filter: Equal To, Not Equal To, Contains, Does Not Contain, Starts With, Ends With, In List, Not In List, is Empty, or Is Not Empty.

Radio Buttons: Yes/No/Either.

Date Filter: Choose either a relative date ( e.g. from last month start to last month end) or a static date (from 3/1/2018 - 3/3/1/2018). A report created using a relative date can be used repeatedly as it can display current data anytime.

Numeric Filter: Enter a number in the From and/or To box. A numeric field such as days overdue can also be used in a relative manner, as the days overdue is calculated from the date the report is ran and can be used repeatedly to track overdue training on any given day.

18

Select Save Report to save the report design.

Result: A confirmation message will display.

Note: Report must be saved before it can be used to query for data.

19

There are several different ways to run a custom report created:

  1. While in the Report Design form select Run Report button.
  2. Select the back button to return to the report selection screen. The report just created will be highlighted, select the report name or the run report button in the report column
  3. Select the report shortcut from the desktop.

Result: Report is generated using the fields their configuration as the parameters for returning the results.

 

How to Edit a Custom Report

Step

Action

1

 

Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

 

Result: The Reports sub folders will display, these will be different for each modules reports.

 

Note: Each module has its own Report section.

 

2

 

Select the report sub folder for the desired data category to be reported.

 

Result: A list of custom and standard reports will display to choose from.

 

3

 

Select the custom report that needs to be edited.

 

Result: A window will display with the available fields and filter to utilize for returning the desired data.

 

4

 

Fill in the required fields and any additional fields necessary for further filtering.

 

5

 

Select Run Report.

 

Result: Report is created using the fields and filters as the parameters for the data that will be returned.

 

6

 

View report results.

 

Optional: Export report to Excel by selecting the Excel icon in the top right of the report results

.

 

How to Delete a Custom Report

Step

Action

1

  Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

  Result: The Reports sub folders will display, these will be different for each modules reports.

  Note: Each module has its own Report section.

2

  Select the report sub folder for the desired data category to be reported.

  Result: A list of custom and standard reports will display to choose from.

3

  Select the Standard Report that will return the data needed.

  Result: A window will display with the available fields and filter to utilize for returning the desired data.

4

  Fill in the required fields and any additional fields necessary for further filtering.

5

  Select Run Report.

  Result: Report is created using the fields and filters as the parameters for the data that will be returned.

6

  View report results.

  Optional: Export report to Excel by selecting the Excel icon in the top right of the report results.

 

How to Create, Update and Delete Custom Report Shortcuts on a User's desktop

Step

Action

1

  Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

  Result: The Reports sub folders will display, these will be different for each modules reports.

  Note: Each module has its own Report section.

2

  Select the report sub folder for the desired data category to be reported.

  Result: A list of custom and standard reports will display to choose from.

3

  Select the Standard Report that will return the data needed.

  Result: A window will display with the available fields and filter to utilize for returning the desired data.

4

  Fill in the required fields and any additional fields necessary for further filtering.

5

  Select Run Report.

  Result: Report is created using the fields and filters as the parameters for the data that will be returned.

6

  View report results.

  Optional: Export report to Excel by selecting the Excel icon in the top right of the report results.

 

How to Create, Update and Delete Custom Report Scheduled E-mails

Step

Action

1

  Navigate to the Reports menu in the LMS, ACT, or MOC module menu.

  Result: The Reports sub folders will display, these will be different for each modules reports.

  Note: Each module has its own Report section.

2

  Select the report sub folder for the desired data category to be reported.

  Result: A list of custom and standard reports will display to choose from.

3

  Select the Standard Report that will return the data needed.

  Result: A window will display with the available fields and filter to utilize for returning the desired data.

4

  Fill in the required fields and any additional fields necessary for further filtering.

5

  Select Run Report.

  Result: Report is created using the fields and filters as the parameters for the data that will be returned.

6

  View report results.

  Optional: Export report to Excel by selecting the Excel icon in the top right of the report results.