Working with advanced reports

In this article

In this article you find the following information:

• Background
• Opening an advanced report
• Advanced report statuses
• Contents of an advanced report
• Generating an advanced report
• Selecting data
• Filtering sessions
• Editing an advanced report
• Updating an advanced report
• Exporting an advanced report to Excel
• Exporting an advanced report to PDF
• Duplicating an advanced report
• Sharing an advanced report
• Deleting an advanced report
• Viewing and exporting a session report, session answers or history
• Getting access to the advanced reports module 
• More information

Background

In the assessmentQ Advanced reports module, you can generate fully customised reports based on your own data selection and session filters. 

Furthermore, you can:

• quickly update your report taking into account recently taken sessions.
• easily edit your report to change your data selection and filters.
• customise the report's overview page to your needs.
• share and/or export your report. 
• ....

Opening an advanced report

To open an Advanced report, proceed as follows:  

1. Go to Results > Advanced reports.
   Result: You see the advanced reports overview page. By default, you will see the advanced reports that you created yourself or that have been shared with you. 

   Tip: You can customise the table view of the overview page by clicking on the table icon  in the upper right corner and (de)selecting the columns of your choice. 

2. Use the search and filter bar at the top of the overview to quickly find the report you need.
3. Click on the report of your choice. 
   Result: You see the Overview tab of the advanced report. You can open the Custom report tab to see more details and customise the report's contents. For more info, see Contents of an advanced report below. 

Advanced report statuses

An advanced report can have 4 statuses:

• Draft:
  The report has been created but has not been generated yet. 
• In progress
  In case a lot of data needs to be retrieved, it may take some time before the report is available. In this case, the report has the status In progress.
• Ready
  The report is available and can be opened.  
• Error
  There was a problem with the generation of the report. You will see a message advising you to update the report. 

Contents of an advanced report

When you open an advanced report, you will see the tabs Overview and Custom report.

Overview tab

On the Overview tab you find a useful summary, giving you a quick overview of the advanced report:

• Name of the advanced report and the time when the report was last generated and by whom.
• Number of sessions the report contains and how many have been started or finished.
• Overview of the data selection and organisation that is used in the report.
• Overview of the session filters that are used in the report. 
• Results overview

Custom report tab

In the upper right corner, you see the time the report was last generated and by whom. Below that you find a detailed reporting overview. By default, you will see the following information:

• Name
• Started on
• Finished on
• Time spent
• Score

You can, however, completely customise this overview:

• You can add additional information so that the overview contains all the reporting details you need:
  Click on the table icon in the upper right corner :
  • (De)select the columns of your choice.
  • Click OK. 
    
    
• You can change the order of the columns in the overview table by clicking on a column header and dragging it to the desired position.  
  
  
• You can also adjust the width of each column to your needs.

Via the custom report, you can also see the details of a specific session. For more info, see Viewing and exporting a session report, answers, or history below.

Generating an advanced report

To generate an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
   Result: You see the advanced reports overview page.
2. Click the +Add button at the top right of the overview page. 
   Result: A draft version of your advanced report is created. 
3. Enter the report name in the breadcrumb at the top.
4. In the section Select and organise data:
   • Click on the first level that you want to see in your report.
     Result: The level you selected is added at the top. By default, all data that is available to you for this level (for example, all your schedules or all your assignments) will be shown in the report. 
   • Optionally, refine the data selection for the selected level. 
     For example, if you select Schedules as the first level of your report, you can filter on the status of the schedules and/or you can select specific schedules. For more info, see Selecting data below.
     
      
   • Select the next level(s) of your report.

     Notes:

     • You can organize your data in a maximum of 5 levels. For example: 
       
     • The level of Sessions is by default the last level. You cannot add a level below the level of Sessions. 
5. Optionally, refine the data selection of sessions in the section Filters. For more info, see Filtering sessions below.
6. Click Generate to obtain your report.
   Result: Your report will be generated in the background and can be found in your notification center when ready. In the advanced reports overview, your report has the status In progress as long as it is not completed. When completed, the status changes to Ready. 

Selecting data

In the Select and organise data section of an advanced report, you can select the data you want to see in your report. 

In the example below, a report will be generated for a selection of 2 assignments and 20 users. 

To define the data selection, proceed as follows:

1. Edit the advanced report of your choice.
2. In the section Select and organise data, open the dropdown of the level of data for which you want to refine the selection of data and click the Select option.
   
   Result: The Select pop-up is opened on the Available tab.
3. Use the filter and search bar to refine your search and click the icon in front of the data you want to add to your report. 
   Result: You see that the counter in the Selected tab is augmented with the number of selections you added. 
   

   Tip: Click on the Selected tab to verify the data you have selected.

4. Click OK at the bottom right to close the Select pop-up.
   Result: You return to the Select and organise section of your report. 

Filtering sessions

In the Filters section of an advanced report, you can (optionally) refine the selection of sessions you want to see in your report. 

In the example below, a report will be generated only for the sessions that are finished between 1/9/2023 and 31/12/2023 and have a score between 60% - 100 %.

Editing an advanced report

If you want to change the data selection, the data organisation and/or the session filters in an advanced report, you can edit the report and make the necessary changes. 

To edit an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
2. Open the advanced report of your choice, see Opening an advanced report.
3. Click Edit in the top right corner.
   Result: You see the advanced report's data selection and filtering page. 
4. If you want to change the settings for:
   • the data selection and organisation, see Selecting data.
   • the session filters, see Filtering sessions.
5. Click Save.
   Result: The report will be regenerated taking into account the new settings. A notification can be found in your notification center when the report is ready. In the advanced reports overview, your report has the status In progress as long as it is not available. When available, the status changes to Ready. 

Updating an advanced report

An advanced report gives you an overview of the results that were obtained at the time the report was generated. Advanced reports are thus not updated automatically every time you open them. If you want to update the data in a report, you should explicitly run an update. 

To update an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
2. Open the advanced report of your choice, see Opening an advanced report.
3. Click Update in the top right corner.
   Result: A confirmation dialog window is shown. 
4. Click Yes to confirm that you want to regenerate the report.
   Result: The report is regenerated. A notification can be found in your notification center when the report is ready. In the advanced reports overview, your report has the status In progress as long as it is not available. When available, the status changes to Ready. You see that the Modified on date is updated to the date and time when the report has been successfully regenerated. 

Exporting an advanced report to Excel

Exporting an advanced report to Excel gives you the possibility to perform your own analysis of the raw report data via Excel or another statistical tool.

The export takes into account the filters that you applied in your advanced report. This way you can control which results are exported to Excel.  

To export an advanced report to Excel, proceed as follows:

1. Go to Results > Advanced reports.
2. Open the advanced report of your choice, see Opening an advanced report.
3. Click on the three dots in the upper right corner and select Export > Export to Excel.
   Result: Your data will be exported in the background and can be downloaded in your notification center  when the export is ready. The Excel contains all data of the advanced report on 2 tabs: Custom report and Report details. 

Exporting an advanced report to PDF

Exporting an advanced report to PDF gives you the possibility to send a summary to stakeholders with only the information they are interested in.

The export takes into account the filters that you applied in your advanced report. This way you can control which results are exported to PDF.  

In addition, you can customise the contents of your report by choosing which information to include in the export. 

To export an advanced report to PDF, proceed as follows:

1. Go to Results > Advanced reports.
2. Open the advanced report of your choice, see Opening an advanced report.
3. Click on the three dots in the upper right corner and select Export > Export to PDF.
   Result: The Export to PDF dialog window appears.
4. Choose which information your PDF file should include, select the orientation of your report (portrait or landscape), and click OK.
   Result: Your data will be exported in the background and can be downloaded in your notification center  when the export is ready.

Duplicating an advanced report

You can duplicate an existing advanced report, so you can quickly create a similar report. 

To duplicate an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
   Result: You see the advanced reports overview page. 
2. Click the three dots next to the report you want to duplicate and select Duplicate.
   Result: A draft version of your advanced report is created. You see the data and filter settings that were used in the original report. 
3. Enter the name of your new report in the breadcrumb at the top.
4. If you want to change the settings for:
   • the data selection and organisation, see Selecting data.
   • the session filters, see Filtering sessions.
5. Click Save.
   Result: The report will be regenerated taking into account the new settings. A notification can be found in your notification center when the report is ready. In the advanced reports overview, your report has the status In progress as long as it is not available. When available, the status changes to Ready. 

Sharing an advanced report

You can share your advanced reports with anyone else in your assessmentQ environment who has access to the Advanced reports module.  

To share an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
   Result: You see the advanced reports overview page. 
2. Click the three dots next to the report you want to share and select Share.
   Result: The Share report dialog window appears. At the top, you see the list of users and groups the report has been shared with (if any). 
3. Enter the name of the user or group you want to share the report with.
   

   Notes:

   • You can only select users or groups that already exist in your assessmentQ environment, you cannot add new users or groups here.
   • Administrators have access to all reports by default, so it is not possible to share a report with administrators.
4. Click the Save button.
   Result: The selected user(s) will find a notification in their assessmentQ notification center to inform them that you have shared a report with them. Depending on their notification preferences, they will also be notified by e-mail. They can use a deeplink to immediately open the report in assessmentQ. They will see the shared report in their list of advanced reports.

   Notes:

   • The user(s) you shared your report with have read-only access to all data that is in the report, even if they don't have access to the schedules/assignments/users/groups that are in the report. They can click through on each session to view or print the answers.
   • The user(s) you shared your report with can duplicate, edit and/or update the shared report. However, when they do so, they will only be able to use data they have access to.  If they try to generate a report including data to which they don't have access, a message will be shown. 
   • E-mail notifications are only sent when a report is shared; no e-mails are sent when an update is made on the report.
   • You can activate or de-activate the e-mail notifications via Preferences in your account settings. More info.

Deleting an advanced report

To delete an advanced report, proceed as follows:

1. Go to Results > Advanced reports.
   Result: You see the advanced reports overview page. 
2. Click the three dots next to the report you want to delete and select Delete.
   Result: A confirmation dialog window is shown. 
3. Click Yes to confirm that you want to delete the report. 
   Result: The report is removed from the advanced reports overview page.

Viewing and exporting a session report, session answers, or history

In an advanced report, you can click on a session to see the session report that gives you a detailed insight into the participant's performance. You can also export the session report to PDF.

When you have opened a session report, you can also:

• view or print the answers given by the participant in this session.
• view or export the session history.

To view and export a session report, answers, or history, proceed as follows:

1. Go to Results > Advanced reports.
2. Open the advanced report of your choice, see Opening an advanced report.
3. Open the Custom report tab. 
4. Click through in the report to the lowest level, i.e. the level of sessions.
5. Click on the session of your choice. 
   Result: The session report is opened. 

   Note: The session report will only be shown if the session has been finished. 

6. If you want to view the participant's answers, click View answers in the top right corner. 
   Result: The session is opened in review mode in the player. 
7. Click on the three dots in the top right corner.
   Result: A dropdown menu is opened.
   
   
8. Select Print answers if you want to print the participant's answers:
   • Select the print options of your choice.
     
   • Click OK. 
     Result: A printable version of the session, including the participant's answer to each question, is displayed. 
9. Select Export to PDF if you want to export the session report to PDF:
   • Select which information you want to see in the PDF file.
     
   • Click Export.
     Result: The session will be exported to a PDF file in the background and can be downloaded in your notification center  when the export is ready.
10. If you want to view or export the session history:
    • Select Session history
      Result: The session history is displayed and shows which action was performed by whom and when. 
    • Click Export session history in the left bottom corner.
      Result: You will be able to download the Excel file from the notification center when the export is ready.
      

Getting access to the Advanced reports module

To have access to the Advanced reports module, you need to have a backoffice role for which the permission Access to Advanced reports has been activated. 

By default, this permission is activated for the Group responsible role.

By default, group responsibles will only see the advanced reports they created themselves or that have been shared with them. For group responsibles to have access to all advanced reports, the Extended access permission Access to all advanced reports needs to be activated. More info. 

More information

About assessmentQ reports

About roles and permissions

Where do I find the reports I exported?

Why do I get notification e-mails and how can I disable them?