Reporting Interface Overview

The Absorb LMS reporting and analytic Dashboards provide important insight into how your organization and its Learners engage with resources and opportunities managed within the portal.

Using LMS reporting data, you can prove ROI for learning programs, track Learner progress, and make informed decisions on administrative processes, such as individual or bulk Enrollments.

This article provides an overview of the Report Interface, its tools, and best practices.

 

Navigating the Report Interface

This section will familiarize you with the Reporting Interface and its tools.

Upon navigating to a Report page, the system automatically generates a data table composed of customizable columns and filterable rows. Note the data you are able to view is governed by the Permissions associated with your account. For more information, please consult the Administrative Permissions section in this article.

 

Reporting Interface Pagination

By default, Report pages generate tables that display 20 rows or Items Per Page. You are able to customize this at the bottom of the table and can select up to a maximum of 1000 Items Per Page.

To customize the number of Items Per Page, please advise the following:

  1. In the Admin Experience, navigate to your desired Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface.
  2. Click the numbered drop-down menu to the bottom left of your report, next to Items Per Page. This will open the drop-down menu where you can select the number of rows to view on one page of your Report.
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If you would like a Report to show more than 20 rows by default, you can select a larger number of rows and then save this view as a new Report Layout. If you are just getting started with saving and favoriting Report Layouts in Absorb LMS, please read the Saving Report Layouts section below.

 

Report Pagination.gif

 

Customizing Data Columns

All Reports generate with a pre-set group of data columns. You can further customize a Report by adding, removing and re-ordering data columns.

To customize the data columns, please advise the steps below:

  1. In the Admin Experience, navigate to a Report. In this example we've used the Learner Report.
  2.  To reorder columns, hold click on a single column, and drag it to your desired location. In this example, we have moved the First Name and Last Name columns.
  3. Click the hamburger Report Add Remove Column.png icon on the top left of the data table to add and remove columns. This will open a drop-down menu where you can select and deselect columns to your preference. In this example, we have removed Course Progress related columns and added Location related columns.
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Once you have organized the data columns to your preference, we recommend saving your new column layout in order to have this layout easily available in the future. If you are just getting started with saving and favoriting Report Layouts in Absorb LMS, please read the Saving Report Layouts section below.

 

Report Customize Columns.gif

 

Administrative Actions

After navigating to a Report, you can perform administrative actions. The Actions Menu becomes available once a row in the table is selected. This menu is displayed on the right-hand frame of the page. This menu is context-sensitive, so the options for Actions and Mass Actions that are available will change depending on the content you are selecting.

  • An individual row selection will open the Actions menu.
  • Multiple row selections will open the Mass Actions menu.

Actions and Mass actions.gif

 

Administrative Permissions

There are four default Admin Roles available in Absorb LMS which each have their own set of Permissions. These Roles are:

  • System Admin
  • Admin
  • Instructor
  • Reporter

Additionally, if you are a System Admin you can create Custom Admin Roles. Custom Roles are useful for filling a niche where the Permissions granted in the Default Roles don't quite meet your organization's needs. Custom Roles can be created by selecting the Add New Role option in the Roles Report.

These Roles are very important when it comes to reporting because you will only see data that you have access to view. For example, data from Learners that an Admin does not have permission to view will not be included in their report. Your LMS environment may be using customized Role Permissions. If you have questions or need assistance, please contact your local System Admin to review your current permissions. 

Navigate to Role Permissions.gif

 

Filtering & Refining Reports

Every Report is configurable to your preferences. You are able to show, hide, or reorder individual date columns, as well as filter and refine the data. This section will discuss how to create filters and refine data.

 

Filtering Reports

Each Report in your LMS has a variety of Filters available to sort your data and refine the report to your preferences. Filters are essentially a series of 'lenses' that focus on a set of data that meets specific criteria. There is no limit to the number of Filters you can add to a Report

For example, if you are an international organization interested in the engagement of your Canadian employees, you could navigate to the Learner Activity Report and add a Filter for "Country equals Canada".

Please advise the following steps to add Filters to a Report

  1.  Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report

  2. Click the Filter icon filter.png to open the Filter modal.

  3. Select the kind of Filter that you would like, and enter any parameters requested by the LMS. In this example, we have selected the Country Filter, and entered Canada.

  4. Click Add Filter.
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  • You can also select the Filter icon filter.png next to the name of each data column in order to quickly filter that column's data.
  • Once you have filtered the Report to your preference, we recommend saving your new layout in order to have this layout easily available in the future. If you are just getting started with saving and favoriting Report layouts in Absorb LMS, please read the Saving Report Layouts section below.

 

Report Add Filter.gif

 

Types of Filters

Report Filters are made up of the following database queries:

Filter Type Description
Binary Filter This Filter type is used for Report columns that contain an 'Either / Or' choice between two different Filter Values (e.g. User's Status is Active or Inactive).
Boolean Filter This Filter type is used for Report columns that can contain either a 'Yes' or 'No' choice - exclusively (e.g. User's Login attempt Was Successful).
Conditional Filter This Filter type is used for Report columns that can contain alphanumeric Filter Values which can be used to satisfy a logical condition (e.g. User's Last Name Starts With 'Smi').
Date Filter This Filter type is used for Report columns that can contain chronological Filter Values (e.g. '2016-02-10 01:00 PM').
Match Filter This Filter type is used for Report columns that can contain alphanumeric Filter Values which can only be filtered to return an exact match (e.g. Login ID: '63fcc098-e352-405f-821a-707ed8713bf4').
Relational Filter This Filter type is used for Report columns that can contain numeric Filter Values that can be used to satisfy a numerical condition (e.g. Enrollments Equals '17').
Required Filter This Filter type is used for a select number of Reports in Absorb, that are only populated by the LMS once the Admin first makes a selection from the Report column's available Filter Values (e.g. The Course Activity Report requires that the Admin select one of the authored Courses in their Portal).
Selection Filter This Filter type is used for Report columns that can contain a collection of Filter Values that the Admin can make one or more choices from (e.g. Competencies: 'First Aid - Beginner', 'First Aid - Intermediate', 'First Aid - Advanced').
Subset Filter This Filter type is used for a select number of Reports in Absorb that feature either a Department and/or a Category column, each of which will also contain a second set of Filter Values that allows for filtering to be carried out on more than one level (e.g. Department And Sub-Departments of 'Finance').

 

Refining Reports

In addition to the Filter feature you can further refine the data on Reports. You are able to add date ranges, specific Instructors, Learner Departments etc. that will apply to the data being displayed in your Report. Refinements can be added in conjunction to Filters, and will further specify the data that is being filtered and displayed in your Report.

You can follow these steps to add Refinements to a report: 

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report
  2. The Refine icon refine.png is located above your Report's data table directly beside the Filter icon filter.png.
  3. Click the Refine icon refine.pngto open the Refine modal.
  4. Select the kind of refinement that you would like, and enter any parameters requested by the LMS. In this example, we have selected the Enrollment Date refinement, and entered After June 1st.
  5. Click Add Filter.
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  • Not every Report utilizes the Refine feature.
  • Once you have refined the Report to your preference, we recommend saving your new layout in order to have this layout easily available in the future. If you are just getting started with saving and favoriting Report layouts in Absorb LMS, please read the Saving Report Layouts section below.

 

Report Add Refine.gif

 

Saving Report Layouts

Every Report is configurable to your preferences. You are able to show, hide, or reorder individual date columns, as well as filter and refine the data. In this section, we will discuss how to save your customized reports so that you can easily view them without having to add the customizations each time.

 

Saving Layouts

Any time you created a custom Report, you have the option to save that Report's specific filtering and layout configuration. This provides you with an easy way to generate that Report with all of your selected filtering and configuration whenever you need it.

You can follow these steps to save a Report Layout:

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report.
  2. Add the customizations that you would like to have in your Report. In this example, we have selected the Country Filter, and entered Canada.
  3. Click the Layout icon Saved Layout Icon.png at the top of the report table to open the Layouts modal.
  4. Select Create New and enter a name for your new Layout.
  5. Click Save.

How to Save Report Layout.gif

 

Saved Reports Catalog

The Saved Reports Catalog contains a list of all your Saved Layouts. This can be used to see what you have created in order to administrate as needed. Please note that any Saved Layout that is deleted here is permanently removed from the LMS and cannot be recovered.

You can find this catalog by selecting the Setup tab on the left of the Admin Interface, and then selecting Saved Reports:

Navigate to Saved Reports.gif

 

Favoriting Layouts

Once you have saved a Report Layout, you are then able to set that layout to be your default view by favoriting it.

You can follow these steps to favorite a Saved Layout:

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report

  2. Click the Layout icon Saved Layout Icon.png at the top of the report table to open the Layouts modal.

  3. Select the Saved Layout that you would like to use. The Report will reload with your desired layout.

  4. Click the Layout icon Saved Layout Icon.png again. This time, there will be new icons at the bottom of the Layouts modal.

  5. Click the Star icon Report Star Layout Icon.png to make this Layout the default view for this Report.

How to Favorite a Report Layout.gif

 

Renaming a Saved Layout

You can change the name of a previously Saved Layout from the Reports table. Please advise the steps below to rename a Saved Layout:

  1. Click the Layout icon at the top of the Reports table.
    image-20240809-220103.png
  2. In the Layouts modal, apply the Layout that requires renaming.
    image-20240809-220141.png
  3. Once the Layout has been applied, select the Layout icon again.
  4. Click the Edit icon.
  5. Make the desired changes to the Layout name.
  6. Once the edits are complete, click the Save icon or press Enter.

 

Sharing & Exporting Reports

You are able to share any Report in your LMS and provide key insights that make sense for your specific organization. You can create LMS analytics reports specific to your team needs, then schedule regular emails to update key stakeholders. 

This section provides an overview of the various ways that Reports can be shared, downloaded, and exported. There are many options available to you choose from based on what best suits your organization's needs.

 

Sharing Layouts

Report Layouts can be shared with other Admins in your LMS. This provides them with a way to view all of your customized columns, filters, etc. in their own Reporting Interface whenever they need to.

It is important to remember that Admin will only see the data that they have access to. For example, data from Learners that an Admin does not have permission to view will not be included in their view of the Report from their interface. 

You can follow these steps to share a Saved Report Layout

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report
  2. Click the Layout icon Saved Layout Icon.png at the top of the Report table to open the Layouts modal.
  3. Select the Saved Layout that you would like to use. The Report will reload with your desired Layout. In this example, we have selected the Layout named Canada.
  4. Click the Share Layout icon Report Share Layout Icon.png at the top of the Report table.
  5. Click the toggle ON to enable sharing if it is not already enabled.
  6. In the Share Layout modal, select the Group that you would like to share the Layout with.
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  • If you update a Saved Layout for one of your Shared Reports, this update will also be reflected in the version that your Group recipients have in their Portal and will be viewed the next time they launch it.
  • Only the Admin who originally created a Shared Layout is able to delete that layout.

 

Report Share Layout2.gif

 

Scheduled Emails

You are able to share any Report in your LMS externally by email. This is especially useful if there are stakeholders, instructors, or office administrators who would find the data valuable.

You can follow these steps to set a Report to automatically be emailed on a scheduled cadence: 

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report
  2. Select the Layout icon Saved Layout Icon.png at the top of the Report table to open the Layouts modal. Select the Saved Layout that you would like to use. The Report will reload with your desired Layout. In this example, we have selected the Layout named Canada.
  3. Select the Scheduled Email icon Report Schedule Email Icon.png at the top of the Report table to open the Scheduler modal. In this modal, you must select cadence and audience (LMS Group and/or email address). You may choose Daily, Weekly, Semi-Monthly, Monthly, Quarterly, Semi-Annually, or Annually.
  4. Click Save.
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  • All scheduled emails are sent at 12:01 AM UTC.
  • It is recommended for you to include your own email address in the distribution list in order to keep it for your own record and as a reminder that it is being sent.
  • The default format of the Report is .excel. You also have the option to send it as a CSV file.

 

Report Email Schedule.gif

 

Downloading Your Report

In addition to scheduled emails, you can also download a Report directly from your Reporting Interface.

You can follow these steps to download a Report

  1. Navigate to a Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface. In this example, we have navigated to the Learner Activity Report
  2. Select the Generate Report icon Report Download Icon.png at the top of the report table to open the Generate Report File modal. Then, select the file type that you would like to download.
  3. Once you have selected the file type, click Generate. The Generate Report pop-up will appear to let you know that the LMS is processing your request. You can wait for the report to be generated and download it manually, or you can have the LMS email you the file when it is ready.

Report Download.gif

 

FAQs

1. What Time Zone is Used for Generated Reports?

A: The Calendar and Time information used in Absorb's Reports are based on your own computing device's system time as well as the Default Time Zone selected in your Portal Settings.

It is also important to note that regardless of how Absorb has written the date, Excel may display it to you differently based on the settings of your operating system. This only occurs when Excel is able to figure out that data within the spreadsheet represents a date. If Excel cannot determine this, it will revert to just displaying the plain text.

2. Why is a date from the previous month included in an ILC Sessions Report with the selected date range This Month?

A: Some Date Filters for Reports are set to the User's local Time Zone, while others are set to UTC. Depending on the Filter, the time an action took place, and the difference between the User's Time Zone and UTC, items from the last day of the previous month may appear on a Report for the current month.

The Date Filters set to a User's local Time Zone are:

  • Yesterday
  • Today
  • Last Week (7 Days)

The Date Filters set to UTC are:

  • This Month
  • This Quarter
  • This Year
  • Last Month
  • Last Quarter
  • Last Year

Additional details about selecting Time Zones and exceptions can be found here.

3. Why Does Absorb Limit Report File Size in Emails?

A: The Report Files generated from Absorb LMS will be directly attached to an email and sent to you if the Report File is 20 Megabytes or less. If the generated Report File is larger then 20 Megabytes, the file will not be directly attached to the message and the download link will be the only means for the Admin to access the Report.

This been designed to ensure that the inbound mail servers processing your email won't reject your message as there are often message size limits within email services that block emails with attachments that exceed the size limits. Absorb limits the size of the Report to what is the acceptable threshold for most email settings to avoid any possible blocking issues.

4. Why Is My Report Generation Taking a Long Time?

A: Generating your Report Files typically takes very little time to complete, but on some occasions if your Report File is very large or very complex, the LMS may need a little more time to carry out your request.

Should this ever happen you can choose in Generate Report pop-up which appears to complete your generation request to have the LMS email you the Report when it is generated instead of waiting on the Report Page for it to finish.

5. How Do I Stop a Scheduled Report?

A: To stop a scheduled Report, you must first identify some key information to find its associated Saved Layout:

  • Name of the Report page (i.e. Users Report, Courses Report).
  • Name of the Saved Layout.
  • Username of the Admin who created the Saved Layout.
    • Note that if this Admin is Inactive, they will need to be temporarily reactivated for the sake of Impersonation.

Once the above information has been collected, either request the Admin delete the Report, or impersonate the Admin to take the same action on their behalf. When viewing a Report as the Admin who created the Layout, click the Layout icon Saved Layout Icon.png and select the identified Saved Layout from the available options. From here, either delete the Layout, or select the Schedule Report Report Schedule Email Icon.png icon to deactivate the associated email.

Note that if you have trouble identifying the Admin who created the Saved Layout, the Generated Reports page can help make this determination via the Created By field.

 

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