Custom Reports allow Administrators to create and save reports tailored to specific reporting requirements.
Unlike Standard Reports, Custom Reports allow you to select a Report Type, apply relevant filters, choose the information to include as columns, and save the configuration for future use.
Access Custom Reports
- From the Admin menu, select Reports.
- Select the Custom Reports tab.
The Custom Reports page displays reports that have previously been created and provides access to Create Custom Report.
Existing reports display information including:
- Report Created Date
- Report Description
- Actions
- Manager Access
Custom Reports: View and manage previously created reports or select Create Custom Report to build a new report.
Create a Custom Report
To create a report:
- Select Create Custom Report.
- Select the required Report Type.
The Report Type determines the information being reported and the filters and columns that will be available when configuring the report.
Available Report Types may include:
- User Accounts
- Training Plans
- Courses Completed
- Courses Last Viewed
- Assessments Completed
- Surveys Completed
- Course Archive Records
- Event Registrations / Attendance
- Future Events
- Webinar Registrations
- Future Webinars
- Documents Downloaded
- Documents Expiring
The available Report Types may vary depending on the modules and functionality enabled on your platform.
Report Type: Select the type of information you want to report on.
Configure Filter Criteria
After selecting a Report Type, the relevant Filter Criteria are displayed.
Filters determine which records will be included in the report.
The filters available depend on the selected Report Type.
For example, a course-related report may allow you to filter by:
- Course Title
- Course Category
- Course Completed Date Range
- User Results
- Groups
- User Status
Use the available filters to narrow the report to the information you require.
Where multiple selections are supported, you can select more than one value.
Filter by Groups
Where Group filtering is available, use the Group hierarchy to select the Groups that should be included in the report.
This is useful when generating reports for a particular organisation, department, location, team or other Group structure.
Filter Criteria: Use the available options to control which records are included in the Custom Report.
Select Column Data
The Column Data section determines which information will appear in the report results.
Select the checkbox beside each field you want included.
Use Select All / Deselect All where required to quickly manage the available fields.
Depending on the Report Type, Column Data may include information such as:
- Title
- First Name
- Last Name
- Phone
- Mobile
- Address
- Suburb
- City
- State
- Country
- User Status
- User Role
Custom User Fields configured on your platform may also be available for inclusion.
This allows reporting information to be combined with organisation-specific information stored against user accounts.
Name Your Report
Enter a clear and meaningful name in Name your Report.
The name should make it easy for Administrators to understand the purpose of the saved report.
For example:
- Monthly Course Completion
- Contractor Compliance
- Mandatory Training Completion
- Webinar Registrations
- Expiring Documents
Report Output: Select the information to include as columns, name the report and choose whether to run or save it.
Run or Save the Report
Once the report has been configured, you can choose to Run Report or Save.
Run Report
Select Run Report to generate the report using the current filters and selected Column Data.
This is useful for checking that the report returns the information you require.
Save
Select Save to retain the Custom Report configuration for future use.
Saving a frequently used report means you do not need to rebuild its filters and column selections each time it is required.
Manage Existing Custom Reports
Saved reports are displayed on the Custom Reports page.
Use the available Actions beside a report to manage it.
Depending on the available action, Administrators can access or run the report, edit its configuration, or delete a report that is no longer required.
When editing an existing report, review the applicable:
- Filter Criteria
- Group selections
- Column Data
- Report Name
Save the report after making the required changes.
Manager Access
Each saved Custom Report includes a Manager Access setting.
Use this setting to control whether the report is available to Managers.
Enable Manager Access only where the report and the information it contains are appropriate for Manager users.
Manager Access works alongside the Manager's broader platform permissions and access to reporting functionality.
Standard or Custom Report?
Use a Standard Report where an existing predefined report already provides the information you require.
Use a Custom Report when you need greater control over:
- the records included in the report;
- Group or user filtering;
- the information displayed as columns; or
- a report configuration that you want to save and reuse.
See Standard Reports for information about using the predefined reports available within the Reports module.