This article details the expected functionality of a portion of the refreshed Absorb LMS Admin Experience (AE). Click here to learn more about this free upgrade available to you.

Overview

The Absorb LMS reporting and analytic dashboards empower you by providing keen 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 Absorb Admin Experience (AE) Report interface, its tools, and best practices.

Info

The Absorb Admin Experience (AE) presents most information in a data table format. While there is a Reports section in the AE Menu, you will see report-styled pages throughout the administrative experience.

 


Getting Started

This section will help you become familiar with the reporting interface and explain how to use its tools.

Upon navigating to a Report page, the system automatically generates a data table to present.
The data table is composed of customizable data columns and filterable data rows.

Tip: If you are just getting started with reporting in Absorb LMS, we highly recommend you review the Administrative Permissions tab below.

Reporting Interface Pagination

Reporting Interface Pagination

Report tables generate with 20 rows per page by default. You are able to customize this at the bottom of the table and can select up to a maximum of 1000 rows per page.

You can follow these steps to customize the number of rows per page to your preference:

Report Pagination.gif

Step 1: Navigate to your desired Report. Most Reports can be found by selecting the Reports tab on the left of the Admin Interface.

Step 2: Select the numbered drop-down menu to the bottom left of your report. This will open the drop-down menu where you can select the number of rows that you would like to view on one page of your report.

Tip: 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 be sure to read the Saving Report Layouts section below.

Customizing Data Columns

Customizing Data Columns

All reports will generate with pre-set data columns, which you can then customize by adding, removing, and sorting.

You can follow these steps to customize the data columns to your preference:

Report Customize Columns.gif

Step 1: Navigate to your desired 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. 

Reorder: To reorder columns, simply hold click, and drag the column to your desired location. In this example, we have moved the First and Last Name columns.

Add and Remove: Select 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.

Tip: Once you have organized the data columns to your preference, we recommend saving your new column layout in order to have this layout easily selectable in the future. If you are just getting started with saving and favoriting Report layouts in Absorb LMS, please be sure to read the Saving Report Layouts section below.

Administrative Actions

Administrative Actions

After navigating to a Report, you can perform administrative actions. These action commands become available once a row in the table is selected. The Actions 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

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, and 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 Absorb LMS 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

Filtering Reports

Each Report in your LMS has a variety of filters available to sort your data and target the report to your preferences. Filters are essentially a series of 'lenses' that better focus the data. 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".

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

Report Add Filter.gif

Step 1: Navigate to your desired 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. 

Step 2: Select the Filter icon filter.png to open the Filter modal. 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.

Tips:

  • 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 selectable in the future. If you are just getting started with saving and favoriting Report layouts in Absorb LMS, please be sure to read the Saving Report Layouts section below.


Types of Filters

Report Filters are made up of the following database queries:

Filter Type Description
Binary Filter This Filter type is used for those 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 those 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 those 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 those Report Columns that can contain chronological Filter Values (e.g. '2016-02-10 01:00 PM').
Match Filter This Filter type is used for those 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 those 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. Course Activity Report requires that the Admin select one of the authored Courses in their portal).
Selection Filter This Filter type is used for those 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

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. Not every Report utilizes the Refine feature.

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

Report Add Refine.gif

Step 1: Navigate to your desired 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. 

Step 2: The Refine icon refine.png is located above your Report's data table directly beside the Filter icon filter.png. Select the Refine icon refine.pngto open the Refine modal. 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.

Tips:

  • 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 selectable in the future. If you are just getting started with saving and favoriting Report layouts in Absorb LMS, please be sure to read the Saving Report Layouts section below.

 


Saving Report Layouts

Every Absorb LMS 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 the sections above, we have discussed how to customize your Report to your preferences by using those features. In this section, we will discuss how to saved your customized reports so that you can view them easily without having to add the customizations every time.

Saving Layouts

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:

How to Save Report Layout.gif

Step 1: Navigate to your desired 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.

Step 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.

Step 3: Select the Layout icon Saved Layout Icon.png at the top of the report table to open the Layouts modal. Then, select Create New and enter a name for your new Layout.



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

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:

How to Favorite a Report Layout.gif

Step 1: Navigate to your desired 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. 

Step 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.

Step 3: Select the Layout icon Saved Layout Icon.png again. This time, there will be new icons at the bottom of the Layouts modal. Select the Star icon Report Star Layout Icon.png, and then your selected Layout will become your new default view for this Report.

 


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 the LMS analytics reports 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

Sharing Layouts

Repot Layouts can be shared with other Admin 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: 

Report Share Layout2.gif

Step 1: Navigate to your desired 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. 

Step 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.

Step 3: Select the Share Layout icon Report Share Layout Icon.png at the top of the report table. In the Share Layout modal, select the Group that you would like to share the Layout with.

Tips:

  • 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.If you have been granted permission to use a shared layout,
Scheduled Emails

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: 

Report Email Schedule.gif

Step 1: Navigate to your desired 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. 

Step 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.

Step 3: Next, 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. Then, click Save.

Tips:

  • 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.
Downloading Your Report

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: 

Report Download.gif

Step 1: Navigate to your desired 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. 

Step 2: Select the Download icon Report Download Icon.png at the top of the report table to open the Download modal. Then, select the file type that you would like to download.

Step 3: Once you have selected the file time, 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.

 


FAQs

What Time Zone is Used for Generated Reports?

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.

Why Does Absorb Limit Report File Size in Emails?

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 downloadable 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.

Why Is My Report Generation Taking a Long Time?

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.

 

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