Report Writer

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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 five reporting entities that you can use to develop reports: Course, Accreditation, Course Summary, Accreditation Summary, and User. Options for filters and columns will vary depending on the entity selected. At this time, you can only associate one entity to a report. For data analysis that requires multiple entities, run individual reports by entity and use Excel functions to merge results using common columns between reports.

Report execution is an asynchronous process that allows large quantities of training data to be gathered, synthesized, and exported with a greatly reduced 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.

Click +Folder button at the top of the page.
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
Click Save to complete the task or Cancel to abort.
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 access to user account- and profile-related data, in addition to four types of transcript/accreditation data: Course, Course Summary, Accreditation, Accreditation Summary, and User.

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.

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 Course, Accreditation, Course Summary, Accreditation Summary, or User. This setting determines all filter criteria, column options, and results data.
Summary reports will provide a grouping of selected columns with a count. Note that any duplicate records will be included in the count.
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. Their results will be scoped by their managerial purview. Non-managers, such as a student would only see their data.
•  Administrator
•  Instructor
•  Location Administrator
•  Location Manager
•  Student
Click Continue to populate the Standard Filter setup widget, or Cancel to abort.
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, Accreditation, Course Summary, Accreditation Summary, or User. 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.
Click Continue to open the Advanced Filters final setup widgets or Cancel to abort.
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, accreditation, 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 limit the entries here or 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
• Nest grouped criteria within each filter using the Add Group of Conditions icon
• Remove a condition using the Delete icon

Review the detailed criteria options for each Report Entity in Appendix B: Advanced Filters.
If learner's have profiles in multiple locations or have multiple positions, their information may show duplication of transcript information per profile or per position. Use the Advanced filters under the User section of filters to eliminate duplication: User > User Profile is Primary and User > User Position is Primary.

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.
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.
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 or by dragging and dropping values in the list.
• Remove a column from the results by clicking the Delete icon .
Click Save to complete the process.
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 Copy Report 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, 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, 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, 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
User Last Log In Date	Today, Yesterday, Custom, 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
Username	Equal, Not Equal

Report Entity = Accreditation

Criteria	Comparisons
Accreditation	Is, Isn't
Accreditation Status	Is, Isn't
Date Achieved	Today, Yesterday, Custom, 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, 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, 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
User Last Log In Date	Today, Yesterday, Custom, 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
Username	Equal, Not Equal

Report Entity = Course Summary

Criteria	Comparisons
Cancel Date	Today, Yesterday, Custom, 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, 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, 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, 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, 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
User Last Log In Date	Today, Yesterday, Custom, 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
Username	Equal, Not Equal

Report Entity = Accreditation Summary

Criteria	Comparisons
Accreditation	Is, Isn't
Accreditation Status	Is, Isn't
Date Achieved	Today, Yesterday, Custom, 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, 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, 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
User Last Log In Date	Today, Yesterday, Custom, 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
Username	Equal, Not Equal

Report Entity = User

Criteria	Comparisons
Accreditation Status	Has Achieved, Goal Assigned, Assigned Not Achieved, Not Assigned, Not Achieved, Has Revoked, Goal Past Due, Goal Waived, Goal Achieved
Course Status	Never Enrolled, Is Enrolled, Isn't Enrolled, Is On Interest List, Isn't On Interest List, Passed, Completed Not Passed, Goal Achieved, Goal Assigned, Goal Waived, Goal Past Due
Organization	In Exact Organization, Not in Exact Organization, In Hierarchy, Not In Hierarchy
Position
Position Group	Is, Isn't, None
User	Directly Reports To, Reports Up To, Is, Is Not
User Group	Is, Isn't, Was

Appendix B: Advanced Filters

Report Entities = Course and Course Summary

Data Elements	Criteria
Course	Course Brand, Course Name, Course Status, Course Topic, Delivery Method, Fee Waived (Course only), Instructor, Late Cancel (Course only), Major, Meeting Start, Meeting End, Offering ID, Offering Start, Offering End, Penality Fee (Course only)
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
Organization	Business Unit, Department, Division, Facility, Hierarchy, Locale, Location
Position	Position, Position Group
Transcript	Cancel Date, Due Date, Enroll Date, Expire Date, Fee Waived by (Course only), Fee Waived Date (Course only), Score Date, Transcript Credit, Transcript Status
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, Last Log In Date, UserID

Report Entities = Accreditation and Accreditation Summary

Data Elements	Criteria
Accreditation	Accreditation, Accreditation Status, Date Achieved, Date Revoked, Program Name, Skill Profile, Transcript Source
Goal	Accreditation Goal, Date Achieved, Date Assigned, Date Waived, Due Date, Goal Assigned by Rule, Goal Assigned by Username, Goal Status
Organization	Business Unit, Department, Division, Facility, Hierarchy, Location
Position	Position, Position Group
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, Last Log In Date

Report Entities = User

Data Elements	Criteria
User	Effective Date, EMail, End Date, First Name, Last Name, Username, User Account Status (Active/Inactive), Last Log In Date, Preferred Language, Voice, Mobile, FAX, Affiliation, Notes, Street Address (1-3), City, State Abbr, State/Province, Postal Code, User, Country, Audience
Organization	Business Unit, Business Unit Code, Division, Division Code, Hierarchy, Location, Location Code, Profile Organization Code, Locale, Locale Code
Training Status	Course Status, Accreditation Status, Course Score
Profile	Primary Profile, Default Profile, Profile Status (Active/Inactive), Profile Start Date, Profile End Date, Highest Role, Direct Manager, Brand, Role, User Group, Organization, Manager
Position	Primary Position, Position Code, Position Start Date, Position End Date, Department, Position Group, Position

Appendix C: Columns

Report Entity = Course

Data Element	Expression
Course	Course Brand, Course Catalog, Course Code, Course Name, Course Status, Course Topic, Credit, Delivery Method, Fee Waived, Instructor, Late Cancel, Major, Meeting Start, Meeting End, Offering ID, Offering Start, Offering End, Offering Location, Offering Room, Penalty Fee
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, eLearning Session Time, Enroll Date, Expire Date, Failure Note, Fee Waived by, Fee Waived Date, Has Admin Overridden Conflict, Incomplete Note, Last Update, Launch Date, Pre-Test Score, Post-Test Score, Score, Score Date, Transcript Attachment, Transcript Credit, Transcript ID, Transcript Note, Transcript Status, Transcript Source, Transcript Type, Tuition, Waitlist Date
User	Effective Date, Email, End Date, First Name, Last Name, Primary Profile, Username, User Account Status, User Group, User Profile, User Profile Status, User Role, Last Log In Date

Report Entity = Accreditation

Data Element	Expression
Accreditation	Accreditation, Accreditation Status, Date Achieved, Date Revoked, Program Name, Skill Area, Skill Level, Skill Profile, Transcript Source
Goal	Accreditation 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, Last Log In Date

Report Entity = Course Summary

Data Element	Expression
Course	Course Brand, Course Code, Course Name, Course Status, Offering Location, Offering Room
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, Last Log In Date, UserID

Report Entity = Accreditation Summary

Data Element	Expression
Accreditation	Accreditation, Accreditation Status, Program Name
Goal	Accreditation 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, Last Log In Date

Report Entity = User

Data Element	Expression
User	Effective Date, EMail, End Date, First Name, Last Name, Username, User Account Status (Active/Inactive), Last Log In Date, Preferred Language, Voice, Mobile, FAX, Affiliation, Notes, Street Address Line (1-3), City, State Abbr, State/Province, Postal Code, Country
Organization	Business Unit, Business Unit Code, Division, Division Code, Hierarchy, Location, Location Code, Profile Organization Code, Locale, Locale Code
Profile	Primary Profile, Default Profile, Profile Start Date, Profile End Date, Profile Status (Active/Inactive), Highest Role, Direct Manager, User Group
Position	Primary Position, Position Code, Position Start Date, Position End Date, Department, Position Group