Absorb offers multiple ways to view how your Users and organization are progressing in the LMS. Reports provide insight on User engagement with Courses, Lessons, Assessments, and other core features. Admins can also view Reports regarding User Status and Enrollment, detailing Learner progress and informing decisions on future Enrollments.

In this article we will give a brief overview of the Reporting Interface and outline a selection of the Reports available in the LMS.

The Reporting Interface

On the Report Interface, there are a series of filters, action options, and other tools available to view Report data. These options allow an Admin to filter data based on specific criteria; generate, schedule, share, or export Reports; and change or save Report Layouts.

The filtering options are located at the top of the Report page. The Filter button allows an Admin to add parameters that refine the Report data. Some Reports may have Filter Suggestions to the right of the Filter button. These can be used to quickly filter data based on set parameters.

The Report Action Toolbar is located below the filtering options on the Report page. This toolbar contains options to generate, share, export, or pin Reports. Admins can also manage Report Layouts and set a Default Organizational Layout for the Report.

At the bottom of each Report page, you will find pagination and a Time Zone. The pagination allows for navigation in a Report with multiple pages. The Items Per Page drop-down allows Admins to select how many items will display on a single Report page, up to 1000 items. Next to the pagination is a message indicating which Time Zone the date and time information is displayed in. Time Zones can be changed on a Profile level for Admins. More information about the Time Zone Selector can be found in the Overview of the Time Zone Selector article.

To the right of the Report table is the Actions menu. Each Report page will have different Actions menu options based on the Report type. Note that some Action menus or specific options are only available when an item is selected from the Report. Selecting multiple items on a Report will bring up the Mass Actions menu for that Report. The images below show an Actions menu with none, one, and multiple items selected in the Report, respectively.

Course Reports

Course Reports provide an overview of existing Courses and their Status in the LMS. These Reports provide information including Category, Course Type, Status, Enrollments, and Course Activity. Certain Reports include information about multiple Course Types, such as the Courses Report. Others, such as the ILC Activity Report, only include information related to Instructor Led Courses.

The following Reports are currently available for Courses in the LMS:

• Courses
• Course Enrollments
• Course Activity
• Course Summary
• Course Uploads
• Course Approvals
• Course Evaluations
• ILC Sessions
• ILC Activity
• Session Approvals
• Assessments
• Assessment Activity
• Questions
• Answers
• Tasks
• Certificates
• Credits
• Curricula Activity
• External Training

Further details regarding the Courses and Course Enrollments Reports are outlined below. More information about other Course Reports can be found in the Related Articles section at the end of this article.

Courses

The Courses Report displays all Courses available to the Admin in their LMS. Here, Admins can manage Courses, Course Bundles, and Curricula. This Report can be accessed through the Courses menu in the LMS.

By default, this Report displays the Course Name, Category, and Type. Additional columns can be added using the hamburger menu on the left-hand side of the table.

The Actions menu on the right-hand side of the page provides a list of options for Courses. The list of available options will change depending on the number of Courses selected in the Report. The Mass Actions menu is available when multiple Courses are selected.

Course Enrollments

The Course Enrollments Report provides an overview of the Enrollment data for a specific Course in the LMS. When you access the Course Enrollments page, you will be prompted to select an available Course. Once selected, the Enrollment data for each User enrolled in the Course will be displayed in the Report.

User Reports

User Reports provide insight into the progress of individual and groups of Users in the LMS. These Reports can display information regarding Users, Groups, or Departments.

The following User Reports are available in the LMS:

• Users
• User Enrollments
• Learner Activity
• Learner Competencies
• Learner Progress
• Department Progress

Users

The Users Report displays all Users in the Admin's LMS. By default, only Active Users are displayed. Inactive Users can be viewed using the filtering options at the top of the Report page. Admins can use this page to add or import new Users, or manage existing Users in their LMS.

As with the Courses Report, additional options become available in the Actions menu when one or multiple Users are selected.

User Enrollments

The User Enrollments Report displays the Enrollment history of a selected User. You'll be prompted to select a User when you navigate to this Report. Once selected, the Report will display a list of all the Courses the User has enrolled in, including their Progress, Status, and Score. Admins can also use this Report to manage Enrollments and Re-Enroll Learners in Courses.

Logins Report

The Logins Report provides insight into User engagement with the LMS. This Report shows when an Active User last logged into the LMS and can be used to determine login trends over time. Selecting an item on this Report enables additional options in the Actions menu. Mass Actions are currently not available for this Report.

This Report can be accessed through the Setup tab in the LMS.

Generated Reports

Certain Reports must be generated by a User through menu options in the LMS. When you generate a Report, you can customize it to include specific fields and then export that information. Previously Generated Reports remain available in the Generated Reports menu.

Export All Enrollment Data

On the Generated Reports page, there is an option in the Actions menu to Export All Enrollment Data. This option exports data on all Active Users and Courses into a CSV file. The Report data will be updated every week after it is created for five weeks. After five weeks, if the Report hasn't been downloaded, it will no longer update weekly. The Report will still be available to download after this time with the data from the most recent update. Columns in the Report file cannot be edited.

Report Filter Logic

When multiple Filters are applied to a single Report, the LMS evaluates them based on which Field each Filter targets and which operator is selected. Understanding this logic is important because some operator combinations can narrow your results in ways that may not match what an Admin expects.

Before a Report query runs, the LMS groups Filters by Field. The logic used to combine Filters within a Field group depends on which operators are present in that group.

The table below summarizes how Filters are combined:

Filters Across Different Fields

Filters applied to different Fields are always combined using AND logic. A record must meet every Field condition before it is included in the Report results.

For example, with the following Filters:

• Department equals Sales
• Status equals Active

Returned results must match both Department = Sales and Status = Active.

Same-Field Filters With Positive Operators

When multiple Filters are added to the same Field using only positive operators such as Contains, Equals, or Starts With, the LMS evaluates them with OR logic. A record is returned if it matches any one of the conditions in that group.

For example, with the following Filters on Job Title:

• Job Title contains Sales
• Job Title contains Kitchen

Returned results can match either Job Title contains Sales or Job Title contains Kitchen.

Same-Field Filters With an Exclusion Operator

Adding an exclusion operator such as Does Not Contain or Does Not Equal to a Field changes how every Filter in that Field group is evaluated. Instead of combining positive operators with OR, the LMS combines all Filters in that group using AND logic.

For example, with the following Filters on Job Title:

• Job Title contains Sales
• Job Title contains Kitchen
• Job Title does not contain Manager

The LMS evaluates this as:

• Job Title contains Sales
• AND Job Title contains Kitchen
• AND Job Title does not contain Manager

This means the Job Title must contain both Sales and Kitchen while also excluding Manager. Because this is much more restrictive than the OR behavior that applies when only positive operators are present, the result set may be far smaller than expected.

Same-Field Filters With Range Operators

When range-based operators such as Greater Than or Less Than are applied to the same Field, the LMS combines them with AND logic. A record must satisfy every numeric condition to be included.

For example, with the following Filters:

• Score is greater than 70
• Score is less than 90

Returned results must match both conditions.

Best Practices for Same-Field Filters

To avoid unexpectedly narrow result sets when working with multiple Filters on the same Field, consider the following:

• Use caution when mixing positive and exclusion operators on the same Field, since adding an exclusion operator changes the logic for every Filter in that Field group.
• Validate results after adding a Does Not Contain or Does Not Equal condition to confirm the Report still returns the records you expect.
• Simplify same-Field Filter combinations when broader matching is needed. If you require OR behaviour, remove the exclusion operator and exclude unwanted values through a different approach, such as a separate Filter on another Field.

Frequently Asked Questions

The following questions cover common areas of confusion when working with Reports in the LMS.

Q: Are Reports available to all Users?

A: No. Reports are only available to Admin Users.

Q: Why can't I view Inactive Users on the Users Report?

A: Only Active Users are shown by default. To view Inactive Users, use the filtering options at the top of the Report. Also note that accessing a Report may bring up a Default Organization Layout or Saved Layout.

Q: Why does this Report not show the most recent entries?

A: Reports are not asynchronous. Try refreshing the page to see more recent entries.

Q: If I adjust my view of a Report Layout, will that be captured in the export file of the Report?

A: Yes. Changes made to your personal view of a Report will be reflected in the generated Report file.

Q: How can I view more information about data entries in a Report?

A: Use the Display Columns menu to add columns to the Report. These columns contain additional data.

Q: Why is a Report Action listed in the documentation not available on my Portal?

A: Some Admin actions are not available to all Admin Users. Please contact your System Admin for questions about your Admin Permissions.

Q: Why can't I view a Report pinned by another Admin?

A: Pinned Reports are only available to the Admins who pinned them. The Admin must share the Report for other Admins to view.

Related Articles

More information on specific Report types, along with available actions associated with each Report, can be found in the articles below:

• The Report Interface
• Course Activity Report
• Course Summary Report
• Course Upload Report
• Course Approvals Report
• Course Evaluations Report
• Course Ratings Report
• ILC Sessions Report
• ILC Activity Report
• Session Approvals Report
• Assessments Report
• Assessment Activity Report
• Questions Report
• Answers Report
• Tasks Report
• Certificates Report
• Credits Report
• Curricula Activity Report
• External Training Report
• Logins Report
• User Enrollments Report
• Learner Activity Report
• Learner Competencies Report
• Learner Progress
• Department Progress Report
• Generated Reports Overview
• Generated Reports: Export All Enrollment Data
• Organization Default Layout for Reports
• Pinned Reports