Basics for creating custom reports in the Reporting Engine:
- Navigate to "Reports"
- Click "Reporting Engine" button
- Select what you want to report on Tip: Click on the top level report options to expand and see the other related report options
- Select (Add/Remove) the data columns you want to include in your report and reorder the data columns as required, then click "Next"
- Select the required Timezone for the report dates and apply required Filters for your data, then click "Next"
- Preview the report. To edit your report, click "Previous". To continue, click "Next".
- If Scheduling* the report, select the Frequency and Email/Share options, then click Build & Save. Otherwise, click "Download Now" and then click the "Download" button.
- See: Reporting Engine Save/Edit/Share feature for more details about the Share Report
NOTE: *For security purposes, links to scheduled reports sent via email expire after 72 hours.
Tip: Be sure that your user profile date format matches the date format of your device to avoid discrepancies in the date format included when you download the report as CSV and view in Microsoft Excel.
How do I run a custom report on Course Enrolment and Completion data for users?
To report on Course Enrolment and Completion data for users you need to select the Reporting Engine > Users > Details > Results > Course report option.
The following objects are available in Reporting Engine:
| REPORTING ENGINE | USE | METRICS | FIELD GROUPS | FILTERS | ADDITIONAL INFORMATION |
| SUMMARY VIEWS | |||||
| People | Get a list of users, user attributes and their relevant summary metrics associated with Course Assignments, Completion, Achievements etc. | # Achievements: Total Number of Achievements associated with the user # Badges: Total Number of Badges associated with the user # Courses Assigned: Total Number of Active Courses Assigned to the user # Courses Completed: Total number of Active courses completed by the user # Courses Not Started: Total number of Active courses not started by the user % Assigned Courses Complete: # Points: Total Number of Points earned by the the user # Courses Started: Total number of Active courses the user has started (this does not include completed courses) # Modules Requiring Marking: Total Number of modules that require marking for the user Total time spend in modules: Total time the module was open by the user Is all Courses Complete: Flag to identify if the user has all assigned courses complete # Courses Up to Date: # of Courses that have had no content change after the user has completed the course People.#of Teams # of teams the user belongs to |
People User Custom Fields People Metrics |
All Users | Select Users| Select Teams (list of users that belong to the team) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) People Metrics - Is all courses complete (Y) |
Contents of the field groups have not changed. Field Group label changes: People (previously user) User Custom Fields (split) People Metrics (previously Courses and Activity) |
| Learning Path | Get a list learning paths and relevant summary metrics associated. | Metrics Include All users Inactive and Active # Courses: Total Number of Courses in the Learning Path # Modules: Total Number of Modules in the Learning Path # People Not Started: Total number of people who are assigned to the learning path but have not started the Learning Path # People Started: Total number of people assigned to the learning path and are in progress but have not completed the Learning path # Teams Assigned: Total number of teams that have this learning path assigned % People Completed: total number of people who have completed this learning path Avg Time Spent |
Learning Path Course Course Custom Fields Learning Path Metrics Learning Path/Course |
All Learning Paths | Select Learning Path ADD FILTER SECTION Learning Path (Active, Average Rating, Created Date, Expiration Date, In Library, Is Ecommerce, Is Time release enabled, Is Equivalency Enabled, Created by) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Learning Path/Course - Is Optional |
Field Groups added: Learning Path Metrics which includes the number of courses etc which were previously in the Learning Path field group Learning Path/Course: Includes course settings within the context of the learning path (i.e. is optional, timed release days, equivalency group) |
| Team | Get a list of all Teams and the relevant summary metrics associated |
# Courses: Number of Active Courses assigned to the team |
Team Team Metrics |
All Teams | Select Teams (List of teams selected) ADD FILTER SECTION Team (Created Date, Created By) |
Contents of the field groups have not changed. Field Group label changes: Team Metrics (previously Course Field Group) |
| Course | Get a list of Courses and relevant summary metrics associated. | # Modules: Total count of modules in the course (this includes inactive modules) # Tokens: Total count of tokens associated with the course # Topics: Total number of topics and subtopics associated with the course # People Assigned: Total number of users (active and inactive) assigned to the course # People Completed: Total number of active users that have Completed the course (includes all mandatory modules) # People Started: Total number of active users that are in progress on the course but have not completed the course # People Not Started: Total number of active users that have not started the course % People Completed: % of Active People who have completed the course Average Time Spent: Average time spent by all users across the course (Total time spent by each user /Total # of users) |
Course Course Custom Fields Course Metrics |
All Courses | Courses in Learning Path (List of Learning paths) | Select Courses ADD FILTER SECTION Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) |
Field Group label changes: Course Metrics (previously Course User Group) |
| DETAIL VIEWS | |||||
| User -> Learning Path | View learners progress on Learning Paths | Learning Path Results.% Complete: % of learning path complete by the user Learning Path Results.# Courses Completed: Number of courses the learner has completed within the learning path Learning Path.Average Rating: Average of all user ratings for the learning path Course.Average Rating: Average of all user ratings for the course People.#of Teams # of teams the user belongs to |
People User Customer Fields Learning Path Learning Path Results Course Course Custom Fields Course User Results User Learning Path Rating Learning Path / Course |
All Users | Select Users| Select Teams (list of users that belong to the team) All Learning Paths| Specific Learning Paths Learning Path Assigned Date OR Learning Path Complete Date (Default Last 30 days or User defined date range: limit to 2 years for each data pull OR for NO LIMIT Select the None Option. If the None option is selected the immediate download will not be possible and the report will have to be scheduled) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Learning Path (Active, Average Rating, Created Date, Expiration Date, In Library, Is Ecommerce, Is Time release enabled, Is Equivalency Enabled, Created by) Learning Path Results Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Course User Results (Completed, Date Completed, In Progress, Start Date, Assigned Date, Assignment Type, Overdue, Due Date, Compliant until) User Learning Path Rating (Rating) Learning Path/Course (Is Optional) |
New detailed view |
| User -> Course | View learners progress on Courses | Course User Results: Percentage: % of course complete by the user Course.Average Rating: Average of all user ratings for the course People.#of Teams: # of teams the user belongs to |
People User Customer Fields Course Course Custom Fields Course User Results Course Modules (module specific attributes within the context of the course) Module Module User Results User Course Rating |
All Users | Select Users| Select Teams (list of users that belong to the team) All Courses| Select Courses Course Assigned Date OR Course Complete Date (Default Last 30 days or User defined date range: limit to 2 years for each data pull OR for NO LIMIT Select the None Option. If the None option is selected the immediate download will not be possible and the report will have to be scheduled) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Learning Path (Active, Average Rating, Created Date, Expiration Date, In Library, Is Ecommerce, Is Time release enabled, Is Equivalency Enabled, Created by) Learning Path Results Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Course User Results (Completed, Date Completed, In Progress, Start Date, Assigned Date, Assignment Type, Overdue, Due Date, Compliant until) User Learning Path Rating (Rating) Learning Path/Course (Is Optional) |
Report previously named Course Results |
| User -> Assessments | View how learners have answered to questions to help identify trends with Assessments | Course User Results: Percentage: % of course complete by the user Course.Average Rating: Average of all user ratings for the course People.#of Teams: # of teams the user belongs to |
People User Customer Fields Course Course Custom Fields Course User Results Module Module User Results Question Assessment Results VideoAssessmentMetrics Question Results |
Select Assessment Module | Select Courses All Users | Select Users |Select Teams (list of users that belong to the team) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Course User Results (Completed, Date Completed, In Progress, Start Date, Assigned Date, Assignment Type, Overdue, Due Date, Compliant until) Module (Active) Module User Results (Completed, Date completed, Marking Required, Start Date) Assessment Results (Is Latest Attempt) |
Report previously named Assessment Results Previously the report did not include Hotspot Question types and Page of Information. Now these two types are included. |
| User -> Survey | Retrieve survey answers for all or any survey module | Course.Average Rating: Average of all user ratings for the course People.#of Teams: # of teams the user belongs to |
People User Customer Fields Course Course Custom Fields Module Module User Results Survey Question Survey User Results |
All Users | Select Users |Select Teams (list of users that belong to the team) Select a Module ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Module (Active) Module User Results (Completed, Date completed, Marking Required, Start Date) |
Report previously named Survey User Results |
| User -> Scorm | Retrieve all details including interaction data for all users who have taken a SCORM module | Course User Results: Percentage: % of course complete by the user Course.Average Rating: Average of all user ratings for the course People.#of Teams: # of teams the user belongs to |
People User Customer Fields Course Course Custom Fields Course User Results Module Module User Results Scorm Scorm Activity Scorm Activity Results Scorm Interaction Scorm Interaction Results |
All Users | Select Users |Select Teams (list of users that belong to the team) Select a Module ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Course User Results (Completed, Date Completed, In Progress, Start Date, Assigned Date, Assignment Type, Overdue, Due Date, Compliant until) Module (Active) Module User Results (Completed, Date completed, Marking Required, Start Date) |
Report previously named Scorm User Results |
| User -> External Learning | View all external learning records associated with learners | People User Custom Fields Extneral Learning |
All Users | Select Users |Select Teams (list of users that belong to the team) All Types | Select External Learning Types Date Achieved | Expiration Date ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) |
||
| User -> Achievement | View all achievements associated with users | People User Custom Fields Achievements Learning Path Course Course Custom Fields |
All Users | Select Users |Select Teams (list of users that belong to the team) All Courses | Select Courses All Learning Paths | Select Learning Paths ADD FILTER SECTION |
||
| Team->Learning Path | Listing of all teams, users associated and corresponding course results associated with the users that belong to the team (irrespective of how the Learning path was assigned) Use Assignment type/Assignment name to identify how the user was assigned the course or by which team. | Learning Path Results.% Complete: % of learning path complete by the user Learning Path Results.# Courses Completed: Number of courses the learner has completed within the learning path Learning Path.Average Rating: Average of all user ratings for the learning path Course.Average Rating: Average of all user ratings for the course People.#of Teams # of teams the user belongs to |
Team People User Custom Fields Learning Path Learning Path Results Course Course Custom Fields Course Modules Course User Results Module Module User Results |
All Users | Select Users| Select Teams (list of users that belong to the team and restricts the data to the specific team selected) Learning Path Assigned Date OR Learning Path Complete Date (Default Last 30 days or User defined date range: limit to 2 years for each data pull OR for NO LIMIT Select the None Option. If the None option is selected the immediate download will not be possible and the report will have to be scheduled) AND ALL Learning Path detail report filters |
- If the users of the team do not have any learning paths assigned or completed within the date range selected, no data will be returned for that user.
- If a user does not exist on the team and the team has learning paths assigned, this will not list the teams and associated learning paths. Users must be assigned to the team.
|
| Team-> Course | Listing of all teams, users associated and corresponding course results associated with the users that belong to the team (irrespective of how the course was assigned). Use Assignment type/Assignment name to identify how the user was assigned the course or by which team. | Course User Results: Percentage: % of course complete by the user Course.Average Rating: Average of all user ratings for the course People.#of Teams: # of teams the user belongs to |
Team People User Custom Fields Course Course Custom Fields Course Modules Course User Results Module Module User Results |
All Users | Select Users| Select Teams (list of users that belong to the team and restricts the data to the specific team selected) AND All Course detail report filters |
- If the users of the team do not have any courses assigned or completed within the date range selected, no data will be returned for that user.
- If a user does not exist on the team and the team has Courses assigned, this will not list the teams and associated courses. Users must be assigned to the team.
|
| Course-> Categories | View all Categories and associated courses/completions | Category Metrics: # Courses Assigned: Total count of courses that are assigned within the category # Modules: Total count of modules in the course (this includes inactive modules) # Tokens: Total count of tokens associated with the course # Topics: Total number of topics and subtopics associated with the course # People Assigned: Total number of users (active and inactive) assigned to the course # People Completed: Total number of active users that have Completed the course (includes all mandatory modules) # People Started: Total number of users that are in progress on the course but have not completed the course # People Not Started: Total number of users that have not started the course % People Completed: % of Active People who have completed the course Average Time Spent: Average time spent by all users across the course (Total time spent by each user /Total # of users) |
Categories Category Metrics Course Course Custom Fields Course Metrics |
All Categories | Select Categories All Courses | Select Courses ADD FILTER SECTION Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) |
|
| Course-> Token | View all Tokens, # Available, # Claimed and details on who claimed the tokens | Token Metrics: # Claimed Total number of activations claimed Token Metrics: # Available Total number of activations available |
Token Token Metrics Course Course Custom Fields Learning Path Team People User Custom Fields User Tokens |
All Users | Select Users| Select Teams (list of users that belong to the team) ADD FILTER SECTION |
|
| ILT -> ILT Attendance | Retrieve information for all users on all or any ILT session associated with a module. Includes user level details on learners who are assigned but not registered, learners who have registered, learners who have attended, learners who are waitlisted. | SESSION LEVEL METRICS ILT Session. #Registered Total number of users registered to the session ILT Session. #NotRegistered Total number of users not registered to the session but assigned to the course |
People User Custom Fields Course Course Custom Fields Module Module User Results ILT Session ILT Session Day ILTRegistration ILT Attendance |
All Users | Select Users| Select Teams (list of users that belong to the team) All Courses | Select Courses Session Start Date (Default today or User defined date range: limit to 31 days) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Module (Active) Module User Results (Completed, Date completed, Marking Required, Start Date) ILT Session (Session Title, Session Type) ILT Session Day (Instructor name, Location City, Location State, Location Country, Resources) ILT Session Status - Users Registered between x and x (numbers) - This shows all the sessions that have the specified number of learners registered - Is Waitlisted Y/N - Is Closed Y/N |
If users are not assigned to the course, you will see sessions without the people fields that have no one assigned to them.
If users are assigned to the course but have no registration or attendance detail, the entries will be blank for Is registered, Is Waitlisted, Is Attended For multiple Instructors, the report will state "Multiple" but the filters can be applied to pull sessions specific to an instructor For multiple Resources, the report will state "Multiple" but the filters can be applied to pull sessions leveraging the specific resource |
| ILT -> ILT Registrations (Session View) | Retrieve information for all sessions that have a start date between a selected date range (max 31 days). Includes Session level information on # Registered, # Attended and user level details on learners who are assigned but not registered, learners who have registered, learners who have attended, learners who are waitlisted. | SESSION LEVEL METRICS ILT Session. #Registered Total number of users registered to the session ILT Session. #NotRegistered Total number of users not registered to the session but assigned to the course |
People User Custom Fields Course Course Custom Fields Module Module User Results ILT Session ILT Session Day ILTRegistration ILT Attendance |
All Users | Select Users| Select Teams (list of users that belong to the team) All Courses | Select Courses Session Start Date (Default today or User defined date range: limit to 31 days) ADD FILTER SECTION People (All People Attributes + Default custom fields) User Custom Fields (All advanced user custom fields) Course (Active, Reference Code, Average rating, Has Compliance, Created date, In Library, Created by, Expiration date, Is Ecommerce) Course Custom Fields (All advanced course custom fields) Module (Active) Module User Results (Completed, Date completed, Marking Required, Start Date) ILT Session (Session Title, Session Type) ILT Session Day (Instructor name, Location City, Location State, Location Country, Resources) ILT Session Status - Users Registered between x and x (numbers) - This shows all the sessions that have the specified number of learners registered - Is Waitlisted Y/N - Is Closed Y/N |
If users are not assigned to the course, you will see sessions without the people fields that have no one assigned to them. For multiple Instructors, the report will state "Multiple" but the filters can be applied to pull sessions specific to an instructor For multiple Resources, the report will state "Multiple" but the filters can be applied to pull sessions leveraging the specific resource |
Please note the following changes to the Reporting Engine as of August 16th 2019:
- All reports that included the nomenclature "Trainee" have now been changed to "Learner"
- The Last Year date filter has been removed from all reports but a YTD filter which includes Jan till current date exists across most date filters
- The Total Record counts have been removed from the Preview step screen in order to quickly return the fields and top few records for the Administrator to be able to review and change the fields per their needs faster prior to scheduling or downloading reports.
- Course: Tokens has been removed from the Course and Course results reports. This is replaced with the Tokens report
- Course: Categories has been removed from the Learning Path, Course Results, Assessment, Survey, ILT and Scorm reports. This is replaced with the Categories report
- People: Teams have been removed from the Course results, Scorm , Survey, and ILT reports. This is replaced with the the count of the number of teams a person belongs to and the new Team Detail reports.
- Summary Learning Path: Course # modules has been removed and can be attained from the Course report
- Certification number has been removed from the Course and Course Results reports and these can be attained in the Achievements quick report.
FAQ
How frequently is the data refreshed in the reporting engine? The data displayed is now real time in the reporting engine.
I changed the timezone in my user's profile but I am still getting the report based on the original timezone at the time I initially scheduled the report? When the report is initially scheduled, it takes the timezone of the person who scheduled the report and does not change the timezone after the report has been scheduled. However, for reports that are scheduled and created after you switch the timezone in the user profile, those reports will uses the new timezone.
I notice date format issues when I open the reporting engine reports in Excel. Please note that excel is applying automatic conversions on the date. You should import the CSV after opening excel or you could solve for this by making your User Profile's date format (profile that you are running reports with) match with your device's date format.
I need to be able to run my reports without any date filter. Please note that as of November 15th 2019, there is the "None" option available in the mandatory date filters that were applied to the User-> Course, User-> Learning Path and Team-> Course, Team-> Learning Path reports to ensure that you are able to run these reports without the date restriction. However, if the report is run wide open without any filters at all, the immediate download option will not be available, and the report would have to be scheduled. In addition, we are also extending the 365 days to 2 years for those customers that may find that slightly more beneficial if they have a two year reporting use case. Please note this does not apply to the ILT reports.
Is there a limit to the amount of data I can pull from the reporting engine? No, we do not have a limit on the amount of data that can be pulled from the reporting engine.
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