The External Training Report provides you with details of all External Training submissions from your Learners. The purpose of this report is to show and manage all External Training. You can use this report to make changes to the External Training details, download files, or Approve/Deny submissions.
Common uses of this report are to:
- Manage External Training
- Approve or Deny Requests
- Download Files
- Delete External Training
The External Training Report is located in the Reports tab on the left side of the Admin Interface. Selecting the report name will redirect you to the External Training Report page. From here, you can filter results based on a variety of data points.
Tips:
- This report will only display active User data.
- Be mindful that opening a report may also bring up a favorite saved layout, or a shared default organizational report layout.
- 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.
Report Data
You can customize this report to provide information on many different data points in order to tailor it to your preferences. The available data fields, which are the columns in the report, are listed below.
Notes
- Fields that have an asterisk (*) symbol are included in the Report's default layout.
- Custom fields configured in your Portal Settings will also be available.
| Data Column | Description |
| Added By | This column displays the First and Last Name of the User who entered the External Training into the LMS. |
| Completion Date * | This column displays the calendar date and time that the User manually entered in as the Completion Date of the External Training. |
| Cost | This column displays the Cost the User manually entered in for the External Training. |
| Course Name * | This column displays the name of the Course manually entered in for the External Training. |
| Credits | This column displays the Credits manually entered in for the External Training. |
| Date Added | This column displays the calendar date and time the User manually entered in the External Training into the LMS. |
| Date Edited | This column displays the calendar date and time that the User's External Training record was last manually updated by an Admin. |
| Department | This column displays the value populated in the User's Profile > Department field. |
| Description | This column displays the Description the User manually entered in for the External Training. |
| Edited By | This column displays the First and Last Name of the Admin who most recently edited this External Training. |
| Email Address | This column displays the value populated in the User's Profile > Email Address field. |
| Expiry Date | This column displays the calendar date and time that the User manually entered in for the External Training Expiry Date. |
| First Name * | This column displays the value populated in the User's Profile > First Name field. |
| Grade | This column displays the Grade manually entered in by the User for the External Training. |
| Has Document |
This column displays whether the User has uploaded a document or not:
|
| ID | This column displays the ID automatically generated by the LMS when the External Training was created. |
| Last Name * | This column displays the value populated in the User's Profile > Last Name field. |
| Score | This column displays the Score the User manually entered in for the External Training. |
| Start Date | This column displays the calendar date and time that the User' manually entered in for when the External Training began. |
| Status * |
This column displays the current state of the User's External Training request. Approved - The External Training has processed and will display on the User's Transcripts. Declined - The External Training has not processed and will not be allowed to be added as training on the User's record. Pending Approval - The External Training is waiting to be approved by an Approver before it will be added to the User's training history. |
| Supervisor | This column displays the value populated in the User's Profile > Supervisor field. |
| Template * | This column displays the name of the External Training Template that was used to enter the External Training. |
| Total Time Spent (Hours) | This column displays the Total Time Spent (Hours) the User manually entered in for the External Training. |
| Username * |
This column displays the value populated in the User's Profile > Username field. The Username is a name-based identity used to distinguish each User as they are added to the LMS. Also referred to as the User’s Login. |
| Vendor | This column displays the Vendor the User manually entered in for the External Training. |
| Vendor Address | This column displays the Vendor Address the User manually entered in for the External Training. |
Report Actions
After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame of the page. An individual row selection will open the Actions menu. This report does not have Mass Actions.
Note: Action options are dependent on your individual Admin Role permission(s). Some actions listed in the table below may not be available to all Admins. If you have questions related to your permission set, please contact your local System Admin for details.
The actions listed in the table below are can be applied to a single enrollment.
| Action Menu Option | Description |
| Edit | Click this button to launch a workspace to view and edit the selected User's External Training details. |
| Approve | Click this button to Approve the External Training request and change the status to Approved. |
| Decline | Click this button to Decline the External Training request and change the status to Declined. |
| Download | Click this button to launch the document the User uploaded into the External Training. |
| Delete |
Click this button to Delete the External Training. Note: Once the External Training is deleted, it cannot be retrieved. |
| Deselect | Click this button to clear the current selection. |
Report Roles & Permissions
Below are the Required Role Permissions the Admin will need to access this Report and access the data to be populated.
Please note that your environment may use customized Role(s), Permissions, or a combination of both to perform these activities. If you have questions or need assistance, please contact your local System Administrator to review your current permissions.
| Role: Section Access | Permissions Needed |
| Users > Users | View permission |
| Courses > External Training | View permission |
| Role: Section Access | Permissions Suggested |
| Users > Department | View or Modify permission |
| Courses > Categories | View or Modify permission |
| Reports > Generated Reports* | Access permission |
*Admin must have Generated Reports permission in order to export report data to Excel or CSV.
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