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LMS Report Writer for Portal Administrators


Posted by Sarah Robinson  9/25/2017   0 Comments

 
 
 
 

The Report Writer tool allows portal administrators to create, organize, share, and execute custom reports. Start by defining a list of report criteria and result columns. Then name the report, save it to a folder, and run it any time you need to extract Course Transcript or Training Goal data from the LMS. There are four reporting entities that you can use to develop reports:  Course, Certification, Course Summary, and Certification Summary. Options for filters and columns will vary depending on the entity selected.

Report execution is an asynchronous process that allows large quantities of training data to be gathered, synthesized, and exported without the risk of timeout errors. An email is sent when results are ready to view online. As with all LMS administrative tools, report filters and result data are scoped to a user’s organizational domain and reporting hierarchy, whether configured for Position-to-Position or Person-to-Person managerial reporting. Portal Administrators may share custom reports with users in other roles who want to track employee progress. Report results can be downloaded as an Excel, CSV, or PDF file for download.

To get started, click the Reports link in the left navigation menu of the Classic Home page, or the Reports   icon on the Navigation page.  Manage your custom Report List, review Report Results from the last 30 days, or develop a list of Scheduled Reports for automatic execution.

Run or Schedule Reports

The LMS reporting feature is made available to users based on their assigned Role. The Reports page provides access to report lists by folder. Standard LMS Reports, including any data mining reports Latitude built for you, are available in the Classic Reports menu. Custom reports built by your system administrators are found in the separate Reports Folders menu.  

Learn how to execute and schedule reports here: Report List, Results, Scheduling

Create a Report Folder

Reports are organized by folder. To begin creating reports, Portal Administrators must add at least one folder.

  1. Click +Folder button at the top of the page.
  2. In the Add Folder form, enter the following information. Asterisks (*) indicate required fields.

    *Name – Name the folder
    Description – Provide information about the reports contained in the folder
    *Language – English entry is required, translations are optional

  3. Click Save to complete the task or Cancel to abort. 
  4. Once the folder is successfully saved, continue making edits or click Finished to return to the “Report List” landing page. Your new folder is now listed in the left menu “Report Folders” section.

 

Design a Custom Report

The custom reporting engine provides four types of transcript data: Course, Course Summary, Certification, and Certification Summary. While the tool offers many filter and result criteria tied to user, organization, course, and certification attributes, Report Results will contain either course transcript or certification goal records.  

This tool is designed to export raw data from the LMS into file formats that allow you to store and analyze results as desired using external tools, such as Microsoft Excel or Access. It does not provide data analysis or aggregation options within the report setup. 

To create a new report, click the +Report button at the top of the page and follow these instructions.

  1. Define the report details. Asterisks (*) indicate required fields.

    *Name:  Name the report
    Description:  Provide a brief description of the report for users who will run it
    *Language:  English entry is required, translations are optional
    *Folder:  Choose the folder in which the report will reside
    *Entity:  Select either CourseCertification, Course Summary, or Certification Summary. This setting determines all filter criteria, column options, and results data.
    Share with Roles:  Reports are always shared with Portal Administrators, who have full rights to run, edit, copy, or delete a report. If desired, you can allow users assigned other roles to run a report by selecting any of the following options. 
    •  Administrator
    •  Instructor
    •  Location Administrator
    •  Location Manager
    •  Student


  2. Click Continue to populate the Standard Filter setup widget, or Cancel to abort. 



  3. Select which Standard Filters you would like to offer to end users running the report. These are optional criteria. You can use Add Condition or Remove Condition  tools with each execution.

    •  Filter criteria will vary depending on the type of report being run: Course, Certification, Course Summary, or Certification Summary. See all options listed in Appendix A: Standard Filters.
    •  Standard Filters do not allow multiple value selection. Users can only enter one value per filter when running the report.
    •  Note that all standard filters are joined with “and” operators, so entering conflicting criteria will generate a report listing "No results found."
    – For example, when running a Course report, applying filters “Course is ExampleA” and “Course is ExampleB” will generate a report with no results. However, running a report with filters “Organization In Hierarchy Division” and “Position is Teacher” will only return transcripts for users who meet both criteria.

  4. Click Continue to open the Advanced Filters final setup widgets or Cancel to abort. 



  5. Advanced Filters allow portal administrators to define criteria that will drive results data. These parameters are not displayed to end users running the report, but allow portal administrators to create complex database queries based on a variety of user, organization, course, certification, goal, and transcript attributes. While Advanced Filters are optional, they are highly recommended for returning expected results. If you prefer a broad data extraction and plan to do more data manipulation in Excel or Access, you can leave this section blank.



    The Advanced Filters Default statement is "Select records where all of the following apply".  Click the "all" link to select from a list of alternate operators.

    To create a simple database query, modify the default statement, as needed, and then click Add new filter ] to select your criteria. Advanced Filter operators work to join filters in the reporting engine in the same way they do in the User Search tool.
    all = “and” 
    any = “or” 
    none = “and not” 
    not all = “or not”

    To restrict results to a specific subset of data:
    • Add additional filters with the Add Condition icon Add Condition icon 
    Nest grouped
    criteria within each filter using the Add Group of Conditions icon Add Group of Conditions Icon
    Remove a condition using the Delete icon Delete Icon image 
    Review the detailed criteria options for each Report Entity in Appendix B: Advanced Filters. 

    NOTE: Do not create Advanced Filter criteria without providing search values. Leaving a condition with default select value ] will force the report to return results where condition matches [NULL], likely producing a "No results found" situation. 

  6. Decide which data you want to view in your results file and define each as a report Column. Click [ Add new column ] to select an element. Reports must have at least one column. See all column options listed in Appendix C: Columns.

  7. Use the following features to design the Report Results file:
    •  The “Expression” column lists each data element pulled from the LMS database. The “Title” column displays the column label that will display in your results file. You can modify the Title to meet your needs by clicking the linked value under the Title column, then providing the desired text.
    •  Change column order by using the Sort icon Sort Icon image or by dragging and dropping values in the list. 
    •  Remove a column from the results by clicking the Delete icon
    Screen shot of column setup page

  8. Click Save to complete the process. 

  9. A message will appear at the top of the page, notifying you whether or not the report was successfully created. Continue making edits or click Finished to return to the “Report List” page. Your new report will be listed in its designated Report Folder.

Manage Reports and Folders

All Portal Administrators in your LMS enjoy full add, edit, copy, and delete rights for all custom reports and folders, even those they did not author. Share reports with other Roles to grant managers the ability to run custom reports, maintain their results repository, and setup a scheduled reports list for automatic execution. Report Folders will only display to users who have access to at least one custom report housed within the folder.

Next to the Folder Name, click the Edit  icon to edit the record, or the Delete  icon to delete it. NOTE: Deleting a folder permanently deletes all reports within the folder, as well as any online “Report Results” generated from them. If you want to remove a folder, but retain its reports and results, use the “Report Folder” field on the report setup to reassign each report to a different folder. When the folder is empty, it is safe to delete.


Modify a report using the same Edit  icon. Note that the Edit Report page provides an audit log at the bottom:

•  Created: [Date and Time] Created By: [Username]
•  Last Updated: [Date and Time stamp] Last Updated By: [Username]

Make an exact copy of a report using the Clone icon, then use it as a template for a similar report. 

Permanently delete a report using the Delete icon. NOTE: Deleting a report will have cascading effects for all users, as both the report and any online “Report Results” generated from it will be permanently erased from the database. Be sure to notify users that they need to export results to preserve data before deletion.


Appendix A: Standard Filters

Report Entity = Course

 Criteria  Comparisons
Cancel Date Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
Course Is, Isn't
Due Date Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Week, Next Month, Next Quarter, Next Year
Enroll Date Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
Expiration Date Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Week, Next Month, Next Quarter, Next Year
Goal Is
Goal Status Is, Isn't
Organization  In Exact Organization, Not In Exact Organization, In Hierarchy, Not in Hierarchy
Position Is, Isn't, Was
Score Date Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
Transcript Status  Is, Isn't
User
Directly Reports To, Reports Up To
User Group Is, Isn't, Active Member of, Was
Username Equal, Not Equal, Contains, Does Not Contain, Starts With

 

Report Entity = Certification

 Criteria  Comparisons
 Certification  Is, Isn't
 Certification Status  Is, Isn't
 Date Achieved   Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Date Assigned  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Due Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Year, Next Quarter, Next Month, Next Week
 Goal   Is, Isn't
 Goal Status  Is, Isn't
 Organization   In Exact Organization, Not In Exact Organization, In Hierarchy, Not in Hierarchy
 Position  Is, Isn't, Was
 Position Group  Is, Isn't
Program Is, Isn't
User Directly Reports To, Reports Up To
User Group Is, Isn't, Active Member of, Was
Username Equal, Not Equal, Contains, Does Not Contain, Starts With

 

Report Entity = Course Summary

 Criteria  Comparisons
 Cancel Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Course  Is, Isn't
 Due Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Year, Next Quarter, Next Month, Next Week
 Enroll Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Expiration Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Year, Next Quarter, Next Month, Next Week
 Goal  Is
 Goal Status  Is, Isn't
 Organization   In Exact Organization, Not In Exact Organization, In Hierarchy, Not in Hierarchy
 Position  Is, Isn't, Was
 Score Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last  Month, Last Quarter, Last Year
 Transcript Status  Is, Isn't
 User  Directly Reports To, Reports Up To
 User Group  Is, Isn't, Active Member of, Was
 Username Equal, Not Equal, Contains, Does Not Contain, Starts With

 

Report Entity = Certification Summary

 Criteria  Comparisons
 Certification  Is, Isn't
 Certification Status  Is, Isn't
 Date Achieved   Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Date Assigned  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year
 Due Date  Today, Yesterday, Custom Period, Current Week, Current Month, Current Quarter, Current Year, Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, Last Week, Last Month, Last Quarter, Last Year, Next 7 Days, Next 30 Days, Next 90 Days, Next 6 Months, Next 12 Months, Next Year, Next Quarter, Next Month, Next Week
 Goal   Is, Isn't
 Goal Status  Is, Isn't
 Organization   In Exact Organization, Not In Exact Organization, In Hierarchy, Not in Hierarchy
 Position  Is, Isn't, Was
 Position Group  Is, Isn't
 Program  Is, Isn't
 User  Directly Reports To, Reports Up To
 User Group  Is, Isn't, Active Member of, Was
 Username  Equal, Not Equal, Contains, Does Not Contain, Starts With

Appendix B: Advanced Filters

Report Entities = Course and Course Summary

 Data Elements   Criteria   Comparisons 
 Course  Course Name, Course Status, Course Topic, Delivery Method, Instructor, Major, Offering ID, Offering Start, Offering End   Is equal to, is in list, is not equal to, is not in list
 NOTE: Date options same as listed in Standard Filters.
 Goal  Course Goal, Date Achieved, Date Assigned, Date Waived, Days Past Due, Due Date, Goal Assigned by Rule Name, Goal Assigned by Username, Goal Status  Is equal to, is in list, is not equal to, is not in list
 NOTE: Date options same as listed in Standard Filters.
 Organization   Business Unit, Department, Division, Facility, Hierarchy, Locale, Location   Is equal to, is in list, is not equal to, is not in list
 Position   Position, Position Group   Is equal to, is in list, is not equal to, is not in list
 Transcript  Cancel Date, Due Date, Enroll Date, Expire Date, Score Date, Transcript Credit, Transcript Status   Is equal to, is in list, is not equal to, is not in list
 NOTE: Date options same as listed in Standard Filters.
 User   Effective Date, Email, End Date, First Name,  Last Name, Username, User Account Status, User Group, User Position, Manager Profile Connection Status, User Profile, User Profile Status, User Role   Starts with, contains, is equal to, is in list, does not start with, does not contain, is not equal to, is not in list 
 NOTE: Date options same as listed in Standard Filters.

 

Report Entities = Certification and Certification Summary

 Data Elements   Criteria   Comparisons 
 Certification  Certification*, Certification Status, Date Achieved, Date Revoked, Program Name, Skill Profile, Transcript Source  Is equal to, is in list, is not equal to, is not in list
 NOTE: Date options same as listed in Standard Filters.
 Goal  Certification Goal*, Date Achieved, Date Assigned, Date Waived, Due Date, Goal Assigned by Rule, Goal Assigned by Username, Goal Status  Is equal to, is in list, is not equal to, is not in list
 NOTE: Date options same as listed in Standard Filters
 Organization  Business Unit, Department, Division, Facility, Hierarchy, Location  Is equal to, is in list, is not equal to, is not in list
 Position  Position, Position Group   Is equal to, is in list, is not equal to, is not in list, was
 User   Effective Date, Email, End Date, First Name, Last Name, Username, User Account Status, User Group, User Position, User Profile, User Profile Status, User Role  Starts with, contains, is equal to, is in list, does not start with, does not contain, is not equal to, is not in list 
 NOTE: Date options same as listed in Standard Filters.

*Not included in Certification Summary Advanced Filters.


Appendix C: Columns

Report Entity = Course

 Data Element   Expression 
 Course   Course Catalog, Course Code, Course Status, Course Name, Course Topic, Credit, Delivery Method, Instructor, Major, Offering ID, Offering Start, Offering End 
 Goal  Course Goal, Date Achieved, Date Assigned, Date Waived, Days Past Due, Due Date, Earliest Score Date, Goal Assigned by First Name, Goal Assigned by Last Name, Goal Assigned by Rule Name, Goal Assigned by Username, Goal Status
 Organization   Business Unit, Business Unit Code, Department, Division, Division Code, Facility, Facility Code, Hierarchy, Locale, Location, Location Code
 Position   Position, Position Code, Position Group
 Transcript  Accept Date, Attended, Cancel Date, Cancel Note, Days Past Due, Due Date, Enroll Date, Expire Date, Failure Note, Has Admin Overridden Conflict, Incomplete Note, Last Update, Launch  Date, Pre-Test Score, Post-Test Score, Score, Score Date, Transcript Credit, Transcript ID, Transcript Note, Transcript Source, Transcript Status, Transcript Type, Tuition, Waitlist Date
 User 
 Effective Date, Email, End Date, First Name,  Last Name, Username, User Account Status, User Group, User Profile, User Profile Status, User Role 

 

Report Entity = Certification

 Data Element   Expression 
 Certification  Certification, Certification Status, Date Achieved, Date Revoked, Program Name, Skill Area, Skill Level, Skill Profile, Transcript Source
 Goal   Certification Goal, Date Achieved, Date Assigned, Days Past Due Date, Date Waived, Due Date, Goal Assigned by First Name, Goal Assigned by Last Name, Goal Assigned by Rule Name, Goal Assigned by Username, Goal Status
 Organization   Business Unit, Business Unit Code, Department, Division, Division Code, Hierarchy, Location, Location Code
 Position   Position, Position Code, Position Group
 User   Effective Date, Email, End Date, First Name,  Last Name, Primary Profile, Username, User Account Status, User Group, User Profile Status, User Role

Report Entity = Course Summary

 Data Element   Expression 
 Course   Course Code, Course Name, Course Status  
 Goal  Course Goal, Date Achieved, Date Assigned, Date Waived, Days Past Due, Due Date, Earliest Score Date, Goal Assigned by First Name, Goal Assigned by Last Name, Goal Assigned by Rule Name, Goal Assigned by Username, Goal Status
 Organization   Location
 Position   Position
 Transcript  Transcript Status
 User 
 Username, User Group

 

Report Entity = Certification Summary

 Data Element   Expression 
 Certification  Certification, Certification Status, Program Name
 Goal   Certification Goal, Date Achieved, Date Assigned, Days Past Due Date, Date Waived, Due Date, Goal Assigned by First Name, Goal Assigned by Last Name, Goal Assigned by Rule Name, Goal Assigned by Username, Goal Status
 Organization   Business Unit, Division, Location
 Position   Position, Position Group
 User   Username, User Group




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