How to use the Report Builder?

Schoox provides you with a powerful reporting tool within your academy, giving you the ability to track academy members' progress in a number of ways.

Users with Admin rights or Managers with the Reporting permission enabled are now able to create any report they want to, set specific fields and filters according to their needs, and export their customized reports as CSV files. Moreover, they can create a reporting template that will be available to anyone who has reporting permissions. Last but not least, they have the option to schedule the reports to be automatically delivered to either themselves or to others within the organization, based on the academy's org structure.

The Report Builder feature provides very detailed data about your members' training performance, based on the specific parameters you set up. You can get to the Report Builder options by navigating to the Admin tab from the upper navigation bar and selecting Reporting. From the left side, menu select Report Builder.

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You can create both Public and Private Reports. Every public report that you create will be available to Managers, who have the Reporting permission enabled. Private reports will be available only to you. 

Click on the Create New Report button and choose the type of your report. You are able to export many different types of reports, such as Course Reports, Curricula Reports, Event Reports, Member Reports, etc. Just click on the type of report you want and then hit Continue. You can return to the previous page, if you want to, by clicking the Back to control panel button at the top of the page.

Once you have selected the type of your report, you are ready to set up the Report Options, select the Fields that you want to include, choose if you want to Schedule your Report to be automatically delivered to you or others in the organization, and choose if you want your report to be a Public or a Private one! You can also add a Description for each report created in the Report Builder, which will help you differentiate multiple reports with the same name! 

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Once you have finalized your selections you are ready to Save your Report! First, use the Public/ Private toggle to choose if you want your report to be a public or a private one. Then click Save if you just want to save the report, or Save and Run if you want to download the report now and also save it for future use. 

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Please note:

  • Only Private reports can be related to a specific Unit/ Above Unit. 
  • Managers will be able to download every public report, but they will not be able to see the data from other Above Units or Units not connected to their Above Units.
  • ╬ťanagers can create only private reports.
  • Admins can create and save Public Reports without selecting any organizational structure. Managers can only save Private Reports of this type (without selecting any organizational structure)
  • Only Private reports can be scheduled to be sent via email.

Description: You can provide a description for each Report you build using the Report Builder. This will help you identify your reports easier. For each Report that is saved with a description, you will be able to review the description in the Report Builder Control Panel, by clicking the arrow next to the report's name.

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Sections: You can create Sections to Categorize your Saved Reports. To create a section just click Add Section, add a section name, and click Save. Then you will be able to categorize each saved report individually, to your preferred section!

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Report Options: You have the option to select if your report will include data from all of the academy's events, courses, curricula, etc, or from a specific one. Moreover, if a user is associated with multiple org nodes and jobs you can decide whether every association will appear in a single (Comma Separated option) or separate rows (Multiple Rows option).

Moreover, a dropdown menu with all time zones is available. All date/time fields will be displayed at the selected time zone.

Schedule Report: You have the option to create scheduled reports for you or other members within your organization. Schedule_Reports.PNG

You can now set up the needed parameters, based to your needs! 

(For more information about how to schedule your report, please read also: How can I schedule emailed reports using the Report Builder?) 

Fields: Every type of report has some predefined fields. You can now edit these fields, add or delete some of them, change their order (with a simple drag & drop), creating the report that perfectly meets your needs. Please note that the order that your field list has, also defines the order of the columns in your report.

(For more information about how to edit the fields in your report, please read also: How to edit the fields in my report?)

You can create reports using multiple filters, e.g., taking into account two types of above units. On the top of the page, select the Above Unit and Unit for which you wish to create a report.

To use multiple filters, select the "+"  icon on the right part of the filters.

Select the extra Above Unit and Unit you wish to take into account for the report.

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  • 1 OR 2: to include the users that are either in the first or in the second org node
  • 1 AND 2: to include the users that are in both org nodes 1 and 2.
  • 1 NOT 2: to include the users that are in the first org node but are not in the second one.

Once you have set up your report, click on the green Click here to preview data area and if you do not want to change anything, save your report by clicking the blue Save Report button, on the top of the page. You can also change the name of your report from the text box next to the Choose type button.

Your report will be saved in the Report Builder tab. If the report is a public one, it will be available also to Managers with the Reporting permission enabled. If the report has been scheduled to be sent to others within the academy, it will be displayed under the Scheduled Report for others tab.

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There are several actions available to you regarding the reports you have created:

  • Download - In the new window that arises, you have to select at least one Above Unit in order to be able to download any report. Only Admins are able to download a report without having selected a specific org node.

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Moreover, you have the option to change the selected entities of the saved reports, during the download process (courses, curricula, events, etc).

  • Edit
  • Copy
  • Delete
  • Create now - To immediately create the report and notify the recipients when the report is ready (Available only for scheduled reports)
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