Intellum offers one of the most powerful native report writers in the industry to query anything in the database with absolutely no restrictions. At the end of the day, the platform is basically a giant SQL database, making it easy for you to quickly and easily report on any data that is captured in any field. Our reporting tool lets you define, in detail, the criteria and parameters to find exactly what you need.
There are currently 31 report types to help you start building reports. To create a custom report, you’ll need to an approach to narrow the scope of data you wish to pull from the platform. We recommend starting with the following questions:
- What problem are you trying to solve, or what question are you trying to answer?
- What type of report will initially get you closest to the data needed to answer the above question?
- What specific parameters and criteria can be applied to filter and narrow the data to show exactly what you need?
- What report parameters will help display the data you've received?
- What do you want to do with the final report output?
This article will walk you through creating a new custom report by answering each of the questions using a query as an example - a review of in-progress enrollments across Boosted teams.
From the left navigation menu, click on the Reports tab. On the Report List page, you'll see all saved Reports listed by type. Clicking any Report title will allow you to view and edit that particular Report.
CREATING A NEW REPORT
Spend some time thinking about what data in the system best applies to the problem at hand before creating your Report. Having these details in mind helps to frame your Report query.
Before you begin it is important to ask yourself two questions:
What problem are you trying to solve? In the example below, we will answer the question 'How many enrollments are still in-progress by Boosted employees on the Account Strategy and Content Strategy teams?'
What type of Report will get you closest to the data needed to answer the above question? In our example we want to know the number of in-progress enrollments for activities required by an admin, so we will choose the 'Activity Enrollments' report type.
Click the New Report button at the top right of the page:
In the pop-up box, choose from one of the Report types in the Type dropdown.
Name your Report--you can also name or rename the Report later in the process.
Once created, you are taken to the Report page, you'll use the tools on this page help you build your Report query, filter your Report for clarity, and manage your Report output.
USING THE REPORTS PAGE
The reports page gives you clear options for setting up and running your first report, or editing and running your saved reports.
If your report is data-heavy, requires further data manipulation, or you'd like to distribute the data outside of the system, use the Export options to receive your result reports in the following file formats:
The Edit Query button gives you access to edit/update the filters used in your report.
Reports always run in the background to ensure reliability in your results. To see a preview of your report results, click the Run Preview button. Click Run Preview after any updates/edits you make to see the latest preview results from your report.
EDITING THE REPORT QUERY
What specific parameters and criteria can be applied to filter the data in order to show exactly what you need to see? For our example we are interested in in-progress enrollments, so we will first add the Enrollment status is in-progress filter.
Click the Edit Query button to access the query editor. Depending on the type of report you chose, the columns available for filtering will vary.
There are three fields used to define the columns used for query filtering:
- The first field allows you select the desired database field
- The second field allows you to select the desired operator, such as "is" or "contains"
- The third field (if relevant) is the desired text, number, status or date value
In the example above, the query would pull all in-progress enrollments in the platform - including, but not yet limited to our Boosted employees. You can add more filters to the query by using the blue + sign. To remove a filter, simply click the - button.
- Adding the same column for filtering creates an OR operator in your query and broadens your search.
- Adding different columns for filtering creates an AND operator in your query and narrows your search.
In our example, we need to further narrow our query to only include Boosted employees on the Account Strategy and Content Strategy teams. We'll use the + button to add those columns for filtering. We'll narrow our query to just those teams by using the User group filter.
Read query as: Enrollment Status is In-Progress AND User department is Account Strategy OR Content Strategy
In rare cases, you may find the need to create a separate set of filters to search against, in addition to your initial query. To do so, click the Add Union button and proceed by adding those columns for filtering. This is similar to adding an OR operator, but joins your initial query with a separate query; which can result in a large, and more complex set of results. We recommend narrowing or broadening your initial query using other filters before adding a Union.
Saved Filters displays previous filter combinations that have been saved, select from the available saved filters to quickly add them to your query.
Click Update when all filters have been added/edited. As you narrow or broaden your query, you'll notice the Report output in the table at the bottom of the page has changed. Only the first 100 results will be shown on this page--to see all records, you'll need to save the Report.
EDITING THE REPORT OUTPUT FOR DISPLAY
What report parameters will help display the data you have received? In our example, we will keep User Full Name, Activities Name, Enrollments Enrolled On, and Enrollments Relationship Type . Since we're filtering for in-progress enrollments, we don't need the Enrollment Status reflected for our learners.
Now that we have the data we want in our Report output, it's time to customize the way that data will be displayed.
EDITING & GROUPING REPORT COLUMNS
Click on one of the dropdown arrows next to a column name in the output, and choose the Edit Columns option.
The Edit Columns window shows you all of the columns that are displayed at the present moment. You can keep default columns, delete columns, and add new columns as needed. Columns can be dragged and dropped, allowing you to to put them in the order that works best for you and your report output.
Click the Update button when finished. The report output will be updated to reflect your changes.
Let's tailor our example further by pulling together the in-progress enrollments by User department (Account Strategy and Content Strategy). To do so, we'll group our results by Department. Grouping Report columns pulls the report's output rows together using the unique values of that column.
Click the dropdown arrow next to the column of your choice and select Group This Column.
To hide the detailed data rows in the output, click the Hide Details checkbox at the top of the report output. In our example, doing so would simply give us a count of in-progress enrollments grouped by Department.
SAVING THE REPORT
Click the Save button at the top right of the page to save your report--you will be prompted to enter a name for your new report if you haven't already.
Once your report is saved, the Quick Filter feature is available for use. The Quick Filter lets you filter the report results further by a few designated filter fields and date options, without requiring you to re-edit the query.
MANAGING REPORTS & SUBSCRIBING TO REPORTS
What do you want to do with the final report output?
Reports can be exported as a file, edited to update data, restricted for access, or subscribed to for regular delivery.
Back on the Report page, you'll notice buttons at the top of the page:
Rename - edit the name of your Report.
Copy - an exact copy of this Report is created, with a prompt asking for a new Report name. There are situations where it is much easier to start with a report that you know is close to what you want rather than start from scratch.
- Admin Permissions - all other Unrestricted Admins can see your Report. To grant Restricted Admins permissions to view this report, choose this option. A pop-up box will appear where you can select specific Restricted Admins or groups of Restricted Admins.
- Delete - delete the Report. This action is irreversible.
SUBSCRIBING TO REPORTS
You can subscribe to the Report by setting a recurring delivery option. Click the Not subscribed to this Report link. A pop-up box displays a dropdown, listing options for how often you want the Report to be delivered:
- Weekly (Every Sunday)
- Every 2 Weeks (Every Other Sunday)
- Monthly (First Day of the Month)
- Quarterly (First Day of the Quarter
- Bi-Annually (First Day of the First Quarter and Third Quarter)
- Yearly (First Day of the Year)
The Report will be delivered to your email address on record according to the schedule you selected.
REPORTING FOR DISCOVER TAB ACTIVITIES
Before we dive in, let's get something out of the way: the key to unlocking Discover Tab reports is the "Activity is public" query/column.
Three reporting examples for Discover tab content will be covered:
- How many Users are enrolled in a specific Activity.
- How many Activities has a specific User enrolled in.
- How many total Activities have all Users enrolled in.
You'll notice that all three reporting scenarios begin the same way, with this "Activity is public" query on an Activity Enrollments report, and essentially end with variation on columns being grouped.
Let's begin with the first scenario (number and names of Users taking each course), for which we have a quick instructional GIF to illustrate the basic process, using the Activity Enrollments Report type:
For the second scenario (how many DT Activities each User is enrolled in), instead of grouping by the "Activity Name" column, you can group by the User's name and see, on a User-by-User level, what Discover Tab Activities have Enrollments.
And last, but not least, for the third scenario (total number of DT activity enrollments), simply group by the column "Catcat Activity," which is the UI translation of "Activity is public," and you'll see the total number of Discover Tab Enrollments.
Obviously there are more variations that we could dig into, but the purpose of this Activity is to just show you the basic query and columns for a couple useful scenarios.
Currently, these are the 31 Report types available:
|Activities||Queries all Activities and can include any Activity field.|
|Activity Enrollment Tasks||Queries the tasks tracked in enrollments. The Report can include fields for Enrollment, task, Activity, and User fields.|
|Activity Enrollment Video Statuses||Queries the videos watched in Enrollments. The Report can include fields for Enrollment, Activity video, and Activity fields.|
|Activity Enrollments||Queries all Activities’ Enrollments. The report can include fields for Enrollment, Activity, Activity session, and User fields.|
|Activity Reviews||Queries all Activity reviews and can include review, Activity, and User fields.|
|Admin Permissions||Queries permissions granted to Users or Groups on Activities, sessions, Letters and Reports.|
|Assessment Response Questions||Queries individual question responses to Activity assessments and can include question, question response, Activity, Activity session, and User fields.|
|Assessment Responses||Queries all Activity assessment responses and can include response, Activity, Activity session, and User fields.|
|Campaign Survey Response Questions||Queries individual campaign survey question responses and can include question, question response, campaign and User fields.|
|Campaign Survey Responses||Queries all campaign survey responses and can include response, campaign and User fields.|
|Collection Content||Queries Collections with content and content creator names.|
|Comments||Queries all comments created by your Users.|
|Evaluations||Queries manager and User position-based Evaluations.|
|External Credits||Queries the external credits of Users and can include external credit and User fields.|
|Letter Logs||Queries all Letters that were sent out and can include User, Activity and Letter trigger|
|Log Entries||Queries the System Log of queued jobs and can include any of the log fields.|
|Path Content||Queries Paths with content and content creator names.|
|Path and Collection Enrollments||Queries the Activities of Path and Collection Enrollments. The report can include fields for Enrollment, Path/Collection, Path/Collection Activities, and User fields.|
|Reported Activities||Queries the Activities that have been reported/flagged by a User.|
|Reported Comments||Queries the comments that have been reported/flagged by a User.|
|SCORM/AICC Interactions||Queries User interactions with SCORM/AICC Courseware.|
|Search Terms||Queries all searches performed by users and associated search results.|
|Sessions||Queries Activity sessions and can include Activity and session fields.|
|Survey Response Questions||Queries individual question responses to Activity surveys and can include question, question response, Activity, Activity session, and User fields.|
|Survey Responses||Queries all Activity survey responses and can include response, Activity, Activity session, and User fields.|
|Topic Follows||Queries all Topics following interactions and can include Topic and User fields.|
|Topics||Queries all topics|
|User Enrollments||Similar query as Activity Enrollments reports, except that it will show a User even if they are not enrolled in an Activity. The report can include fields for Enrollment, Activity, Activity session, and User fields.|
|User Mentor Cards||Queries all the Notification cards that were created and engaged with.|
|Users||Queries all Users and can include any User field.|
|Waitlist||Queries all the people waiting to get into sessions.|