Running Reports and retrieving bulk certificates

• Quick Links:
  
  • Content Reports
  • Login Reports
  • Activity Reports

Detailed Walkthrough:

Reports exist to do a few things, but they can be broadly split into two categories: to see how your users are using the site and to check the status of folks enrolled in e-learning. We'll cover each type of report and their purpose below, but first thing's first. To run a report, you'll first need to click on the Reports tab from anywhere on the SafetySmart site. From there, you can either open a saved report at the top, or scroll down to run a new report. New reports are split into three tabs. We'll cover each tab on their own merits.

Let's cover a couple of basics before getting to the specific reports.

Exporting to Excel

All reports can be exported to excel. This is done by viewing the report and clicking on the Export to Excel option in the upper left of the new window that pops up. After you've exported the report to Excel, you can sort, filter, and otherwise manipulate the data as you please.

Notably, some of the reports are much more detailed when you export them to Excel, instead of just looking at them on our website. Particularly, the Login Detail reports and all of the reports in the Activities tab will give you great detail about the user, such as their username, groups, title, etc. This is useful when you want to run a report on everyone, then sort by their title, group, manager, or other info not on the website.

Time Period vs. Date Range

Each report will ask you to choose either a Time Period or a Date Range. The Time Period works by selecting a period, usually between 1 week and 1 year, from a dropdown menu, whereas the Date Range will allow you to select specific dates with which to report. 

The differences between these are minor when you are just choosing to view the report, but become very apparent when you are saving reports. Specifically, the Time Period covers a rolling range of time. For instance, if you choose to report on the last 30 days, and then save that report, the saved report will always cover the most recent 30 day period. 

Conversely, if you choose to save a report using a Date Range, then that report will always cover only that specific period of time. So if you build your report to show April 1st to April 8th, then the saved report will always cover those exact dates.

Now that we've covered the basics, let's look at the three tabs of reports as seen below:

Content Reports

These are the simplest and most basic reports on the site. They are intended to show you what kind of content your learners and admins are using. Let's go over these one by one.

Usage by Title (example report) 

This report is meant to show you the the total views for each piece of content that your users have viewed or downloaded. So for instance, if the article titled "Fire Safety in the Winter" was viewed by five different people, it would show up on this report with the number 5 next to it.

You only have one option when doing this report, and that is to select a time period or a date range.

Once you've selected an appropriate time frame, you can either see the report immediately by clicking View Now or you can name it and save it by clicking next. 

Usage by Type (example report)

This report is very similar to the Usage by Title report, but it summarizes the information rather than breaking it up by title. Instead of seeing that five different Safety Talks were accessed once each, you'll just see the category of Safety Talk being accessed 5 times. See the example report above for a more detailed look.

Downloads by Type (example report)

This final report in the Content tab is again very similar to the Usage by Type report. It's a summary of files that were actually downloaded by your users. This means that instead of just viewing an article, they actually downloaded a file such as a powerpoint, a puzzle, or a video. Other than that, it's exactly the same as the above report.

Login Reports

This tab is focused on the users themselves. The two reports here, as pictured below, are meant to show you when and how many times your individual users are logging in.

Login Detail by User (example report)

This report shows you each time a user logs in individually. So, for instance, if a single user logs in ten times in the time frame you selected, you'll get ten lines showing each individual login.

This report has one additional option when running it, which is to Filter by Users. You can use this to filter your report down to a specific user or group of users, as seen below:

The users in the left box are the pool of users you can select from. By clicking a user, then clicking Add, they will be added to the pool of users who will be assigned the course. You can select multiple users by holding the Ctrl key on your keyboard, and clicking multiple users.

Once you've selected the users you want to report on, you can click Next, and you'll be prompted to select a Time Frame or Date Range just as before. Clicking view now will bring up the report. It's worth noting that exporting this report to Excel will give you much more detail on the users in question. 

Total Logins by User (example report)

This report is essentially a summary of the information contained in the last report. It will show you the number of times a user has logged in to the site for the time frame that you choose. You can also filter by users as seen above. See the example report above for a more detailed look at the report itself.

Activity Reports

These reports are meant to help you report on e-learning and in-person meetings. Specifically, they'll show you who is assigned courses, who has started them and who has successfully completed them. You can also use these reports to export certificates for your users in bulk, which I will cover in a moment. First, let's take a look at the types of reports you can run in this tab.

All Activity, Safety Meeting Activity, and eLearning Activity (example report)

I'm going to cover the first three reports all at once since they are essentially the same. The differences between them are minor. The All Activity report will show both eLearning AND In-person safety meeting activities. The Safety Meeting and eLearning activity reports only show their respective activity types.

So, let's get started! The activity reports have a few more options than the other reports when you select them, as seen below. We'll go over each in turn.

The Order By dropdown will allow you to select the order that the line items on the report are shown. That way you can see it on a per-course basis, or a per-user basis. It's pretty simple once you give it a shot.

The Filter by Course dropdown is a list of all the courses you have ever assigned. It allows you to report on a single course rather than reporting on every course in the system. 

Filter by Completion allows you to select what  you want to see on your report. Complete will show you only users who have completed the course in question, Incomplete will only show you users who have not started (or who started and later quit) the course, and Overdue will only show people who have not completed a course AND are past the due date.

Filter by Users is the same as the above setting. See here for more details.

Once you have selected all of the appropriate filters, you can click next and choose a Time Period or Date Range. Then click View Now or save the report.

It's worth noting that  exporting this report to Excel will give you much more detail on the users in question. Additionally, you can click the Export Certificates link here to get a ZIP file containing certificates for every completed course on the report. The certificates are in PDF format and can be printed, saved, emailed etc.

And that's it! The reports tab can seem a little intimidating, but it's just a matter of playing with the options until you get what you want. Of course, if you are still having problems, please contact us right away and we'll be able to help!