How to build Custom Reports

In essence, custom reports allow you report on the progress of a subset of users. What makes them important is that they give you full control on who is included in this subset and that you can perform mass actions on the returned users. Let's see how you can build these reports.

In order to access the custom reports, as an Administrator go the Reports (1) and click on the Custom reports option (2). 



Click to add your report and give it a name (3). The name should be indicative of the data you want to retrieve from this report.
The most important step is to set up the correct rules for the Users selection. According to these rules, the system will select the users that apply and present them as the result of the report.
Click to add your first rule (4)



and select the one you want from the drop-down list (5). After selecting the rule you have to specify it further, selecting the specific item (course, branch, group, etc) from the drop down list that shows up (6).


The rules that you can use are the following:

-Belong to branch
-Do not belong to branch
-Belong to group
-Do not belong to group
-Have the course
-Do not have the course
-Have completed the course
-
Have not completed the course  
-Have completed a course within a period of time
-The course has expired
-Have a certification for course
-Have an expired certification for course
-Got a certification 
within a period of time  
-Have logged in 
within a period of time  
-
Have not logged within a period of time
-Have signed up within a period of time  
-Have the user type
-Have a specific value on a custom field
-Are active
-Are inactive

After setting up your first rule, you can add another one following the same steps.
If you want to delete a rule just click on the trash icon that shows up when you place your mouse over it (7).



Note: You can add up to 5 different rules. The relationship between different rules (rows) is a logical "and" while the relationship among different values in the same rule (row) is a logical "or".

The last step allows you to select the Output you want to have from the report you are adding. There are two options, Users and Learning progress .
The Users (8) option will show you a list of users that apply to the rules that you have set up. You can select the fields you want the report to include through the Columns option (9).



The Learning progress (10) type will show you the list of users that comply with the rules along with their progress data. Again you can select the data you want to have through the Columns option (11).



Note: Any custom fields that you may have added to the users' profile can be added to the Columns of the output through the drop down list that shows up when you click on it.

Below you can see an example of the same report but with the two different outputs, Users and Learning Progress:



The custom reports can be exported to excel and you can schedule them like you can with any other type of report (12).


 
Another important use of custom reports is as a tool to perform mass actions (13). For bigger TalentLMS installations mass actions can produce substantial time savings.   

Note: Custom reports are available in Basic Unlimited and from Plus plan upwards.

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