ClearCompany Learning's Custom Reports feature enables administrators to create tailored reports that reflect exactly the data they want to analyze. Unlike Static Reports, which are predefined and fixed in scope, Custom Reports allow for deeper personalization by selecting objects, users, fields, and filters relevant to your organization. Custom Reports helps streamline data sharing, automate recurring reports, and focus on the data most relevant to each stakeholder.
In this article:
Custom Reports Overview
Custom Reports Use Cases
Custom Reports Types
All Available Data Fields
Additional Resources
Custom Reports Overview
Custom Reports can be created and accessed by SuperAdmins or users with the appropriate Custom Reports rights. These reports can be exported in Excel (.xlsx) or CSV formats, customized to include only the relevant data fields, and scheduled to be sent to specific recipients via email or an SFTP server.
Key Points:
- Custom Reports are visible only to their creator unless cloned.
- Cloned reports do not retain the schedule setting; the recipient must define their own.
- Schedule options include daily, weekly, monthly, quarterly, semiannually, or annually.
- Useful for delivering data to executives or external stakeholders who may not log into the LMS.
Use Cases
- Executive Dashboards: Share quarterly training data with non-LMS users via scheduled exports.
- Targeted Audits: Track overdue compliance training by department.
- Performance Reviews: Extract individual assessment scores to support evaluations.
- Data Cleanup: Identify inactive users or unused learning objects.
Rights
Custom Reports can be accessed by SuperAdmin users. To grant access to other roles, assign the following rights:
- Custom Reports
- Custom Report View
- Custom Report Create
Role-Based Viewing Rules
- SuperAdmins can see the "Creator" filter and access all Custom Reports.
- Managers and Administrators are restricted based on group structure and assigned roles.
- Rights apply to entire datasets; visibility of individual fields or gadgets cannot be restricted.
Considerations
- Scheduled reports run at 5 AM Eastern Time.
- If reporting on sensitive data, ensure external recipients are approved and secure.
- Include auxiliary fields if additional user data (like region, tenure, or department) is needed.
- Match date filters appropriately to the report type to avoid empty or misleading results.
- Monitor report size and structure for readability—Object Status Matrix reports can become large quickly.
- For optimal performance, test your report filters and data volume before setting a recurring schedule.
Custom Reports Types
Activity Report
The Activity Report provides a customizable export of training-related activities in the system. It supports filtering by user/group, object tags, user status, and object status.
Use Case:
Used for auditing and evaluating training engagement across various learning objects. Ideal for administrators or compliance officers tracking system-wide participation and interactions.
| Default Data Fields | ||||
|---|---|---|---|---|
| Object Description | Object Type Name | Duration | Object ID | |
| Creation TimeStamp | Object Expiration Date | Object Release Date | Tags | Link URL |
| Middle Name | Added On | Job Title | Phone | Expires On |
| Language ID | LMS User ID | GMT Offset | Last User Login | Record ID |
| Grandfather ID | Logged By | Logged TimeStamp | Batch ID | Schedule Faculty |
Assignment Report
The Assignment Report delivers assignment-specific data for users and groups associated with assignment batches. Includes statuses like “Not Started” and “Overdue” and tracks data tied to assignment creation.
Use Case:
Best used for tracking structured training rollouts, compliance deadlines, and performance tied to assignment batches.
| Default Data Fields | ||||
|---|---|---|---|---|
| Object Description | Object Type Name | Duration | Object ID | Schedule Faculty |
| Creation TimeStamp | Object Expiration Date | Object Release Date | Tags | Link URL |
| Middle Name | Added On | Job Title | Phone | Expires On |
| Language ID | LMS User ID | GMT Offset | Last User Login | Record ID |
| Grandfather ID | Parent Record ID | Logged By | Logged Timestamp | Batch ID |
User Report
The User Report exports profile data of users in the system. Includes all default and auxiliary user fields, as well as group assignments.
Use Case:
Useful for user audits, profile completeness checks, or integration validations (e.g., with HRIS).
| Default Data Fields | ||||
|---|---|---|---|---|
| GTM Offset | Username | Middle Name | Job Title | Language ID |
| Primary Group Type | LMS User Id | Opt Group Name1 | Opt Group Code1 | Opt Group Role1 |
| Opt Group Type1 | Opt Group Name2 | Opt Group Code2 | Opt Group Role2 | Opt Group Type2 |
| Opt Group Name3 | Opt Group Code3 | Opt Group Role3 | Opt Group Type3 | Opt Group Name4 |
| Opt Group Code4 | Opt Group Role4 | Opt Group Type4 | Opt Group Name5 | Opt Group Code5 |
Object Report
The Object Report allows selection of specific learning objects and retrieves associated data, filtered by object creation date.
Use Case:
Best for content management and audits, e.g., reviewing object metadata or analyzing training material lifespan.
| Default Data Fields | |||
|---|---|---|---|
| Object Description | Object Type Name | Duration | Object Expiration Date |
| Object Release Date | Object ID | Author | Tags |
| Link URL | Document Filename | Created By | Owner Group |
| Keywords | Certificate Template | Marketplace Imported | Object Aux Field 1 Course Credits |
Quiz Report
The Quiz Report exports data for a specific quiz, including individual question responses by users or groups.
Use Case:
Used by learning admins and instructors to analyze quiz performance and identify trends or knowledge gaps.
| Default Data Fields | ||||
|---|---|---|---|---|
| Object Description | Object Type Name | Duration | Object ID | Schedule Facility |
| Creation TimeStamp | Object Expiration Date | Object Release Date | Tags | Link URL |
| Middle Name | Added On | Job Title | Phone | Expires On |
| Language ID | LMS User ID | GMT Offset | Last User Login | Record ID |
| Grandfather ID | Parent Record ID | Logged By | Logged TimeStamp | Batch ID |
Survey Report
The Survey Report exports data from a selected survey, capturing user responses and associated training object metadata.
Use Case:
Ideal for feedback analysis on courses, instructors, or overall learning satisfaction.
| Default Data Fields | ||||
|---|---|---|---|---|
| Middle Name | LMS User ID | Added On | Job Title | Phone |
| Expires On | Language ID | GMT Offset | Primary Group Code | Primary Group Role |
| Primary Group Type | Object Description | Object Status | Object ID | Object Type Name |
| Duration | Duration Secs | Creation Timestamp | Object Expiration Date | Object Release Date |
| Score | LMS Object Status | Record ID | Grandfather ID | Parent Record ID |
Object Status Matrix
The Object Status Matrix report creates a matrix with users as rows and selected learning objects (up to 20) as columns, displaying the completion status for each user-object pair.
Use Case:
Provides a bird’s-eye view of progress across multiple users and objects, making it useful for team performance comparisons.
| Default Data Fields | ||||
|---|---|---|---|---|
| First Name | Last Name | Added On | Phone | |
| Expires On | Status | Primary Group Name | Primary Group Code | Primary Group Role |
Batch Report
The Batch Report displays users and their statuses with respect to training batches. Includes batch names, batch statuses, and whether training was assigned and completed.
Use Case:
Used to evaluate batch training effectiveness and identify any at-risk or non-compliant users in bulk assignments.
| Default Data Fields | ||||
|---|---|---|---|---|
| User Batch Status | First Name | Last Name | User Status | |
| Username | Due Date | Batch Name | Batch Status | Primary Group Name |
| Primary Group Code | Primary Group Role | Assigned Time Stamp | ||
Assessment Report
The Assessment Report displays granular assessment results for each user, including responses per question, section scores, and total assessment scores.
Use Case:
Used for performance evaluations, skill gap analysis, and certification tracking.
| Default Data Fields | ||||
|---|---|---|---|---|
| First Name | Last Name | Username | User Status | |
| Primary Group Name | Object Name | Start Time Stamp | Completed Time Stamp | Assessed Email |
| Assessed First Name | Assessed Last Name | Assessed User Status | Assessed Username | |
All Available Data Fields
User Fields
| Field | Action | Description |
|---|---|---|
| added_on | users | The date the user was added to the system |
| badges_earned | users | Displays the number of badges the user has earned |
| barcode_format | users | Displays the barcode format for the user (add-on) |
| barcode_value | users | Displays the numerical barcode values for the user (add-on) |
| users | User email address | |
| expires_on | users | The date the user's access to the LMS will expire |
| first_name | users | First name of user |
| gmt_offset | users | Displays the user timezone offset (timezone adjustment from UTC/GMT) |
| job_title | users | Job title of user |
| language_id | users | The (numerical) ID for the language associated with the user's profile |
| last_name | users | The last name of the user |
| lms_user_id | users | The unique (numerical) ID for the user in the database table |
| middle_name | users | The middle name of the user |
| phone | users | The phone number for the user |
| points_earned | users | Displays the number of points a user has earned |
| rank_name | users | Displays the rank name the user has achieved |
| user_status | users | Displays account as active or inactive |
| username | users | Displays the username |
| vendor_user_id | users | User-unique numerical value sent by a vendor |
Items Field
| Field | Action | Description |
|---|---|---|
| allow_purchase_with_credits | items | Displays Y or N for objects that can be purchased with credits (add-on) |
| allow_repurchase | items | Displays Y or N for objects that can be repurchased (add-on) |
| days_until_purchase_expiration | items | Number of days until the purchase of the object will expire (add-on) |
| does_purchase_expire | items | Displays Y or N if the purchase of the object will expire (add-on) |
| item_price_cad | items | Displays the price in CAD of the learning object (add-on) |
| item_price_usd | items | Displays the price in USA of the learning object (add-on) |
| num_credits_to_purchase | items | Displays the number of credits needed to purchase the object (add-on) |
Assessed Users Fields
| Field | Action | Description |
|---|---|---|
| assessed_added_on | assessed_users | The date the assessed user was added to the system (add-on) |
| assessed_email | assessed_users | The assessed user email (add-on) |
| assessed_first_name | assessed_users | The assessed user's first name (add-on) |
| assessed_last_name | assessed_users | The assessed user's last name (add-on) |
| assessed_lms_user_id | assessed_users | The assessed user's unique (numerical) ID in the database table (add-on) |
| assessed_middle_name | assessed_users | The assessed user's middle name (add-on) |
| assessed_primary_group_code | assessed_users | The primary group code of the assessed user's primary group |
| assessed_primary_group_name | assessed_users | The primary group name of the assessed user's primary group |
| assessed_primary_group_role | assessed_users | The primary group role name of the assessed user's primary group |
| assessed_primary_group_type | assessed_users | The primary group type name of the assessed user's primary group |
| assessed_user_status | assessed_users | Displays account as active or inactive of the assessed user |
| assessed_username | assessed_users | Displays the username of the assessed user |
Assignment Batches
| Field | Action | Description |
|---|---|---|
| assign_date | assignment_batches | The date on which the assignment is scheduled to be sent |
| batch_creation_date | assignment_batches | The date the batch was created on |
| batch_name | assignment_batches | The batch name |
| batch_status | assignment_batches | The batch status |
| created_by | assignment_batches | The unique (numerical) ID of the user that created the assignment batch |
| due_date | assignment_batches | The date/time the assignment is due |
| next_assigned_ts | assignment_batches | If a recurring assignment, the next date it will be assigned |
| overdue | assignment_batches | Displays Y or N for Yes overdue or No not overdue |
| recur_day_no | assignment_batches | Number of days set to recur |
| recur_type | assignment_batches | Displays "Recurring" or "Once " |
Assigned Groups Users
| Field | Action | Description |
|---|---|---|
| assigned_ts | assigned_groups_users | The date on which the user was assigned to the batch |
Object Authors
| Field | Action | Description |
|---|---|---|
| auth_first_name | object_authors | First name of the author of the object |
| auth_last_name | object_authors | Last name of the author of the object |
| author | object_authors | List all the authors associated with the learning object |
| author_no | object_authors | The numerical ID for the author in the database table |
| display_title | object_authors | Displays the author of the object |
| faculty_id | object_authors | The unique (numerical) ID for the faculty in the database table |
User Object Records
| Field | Action | Description |
|---|---|---|
| attempt_number | user_object_records | Number of times the user attempted a quiz or survey object |
| batch_id | user_object_records | The unique (numerical) ID for the assignment batch in the database table |
| comment_text | user_object_records | Information from the Log Completion Wizard - Confirm completion step: Comments box |
| completed_ts | user_object_records | Date/time of when the object was completed with time stamp |
| equivalency_name | user_object_records | The name of the equivalency that was added to the object |
| file_path | user_object_records | Information from the Log Completion Wizard - Confirm completion step: Upload file option |
| grandfather_id | user_object_records | The record id associated with a completion that was assigned and satisfied with a previous completion. |
| lms_object_status | user_object_records | The object status for a user in the LMS |
| logged_by | user_object_records | This pulls the LMS user ID of the account logging the individual's training complete |
| logged_ts | user_object_records | Date/time stamp of when the user training was logged complete |
| parent_record_id | user_object_records | The RID of the parent object if this is a step in a complex object |
| record_id | user_object_records | The unique numerical ID for the LMS started/completed record |
| score | user_object_records | The score associated with the object |
| start_ts | user_object_records | Date/time of when the object was started, ts is timestamp |
| total_secs_tracked | user_object_records | Displays the value of total seconds tracked |
| user_hidden_yn | user_object_records | Displays Y or N for Yes/No if a user has hidden a started object in the frontend |
LMS Objects
| Field | Action | Description |
|---|---|---|
| certificate_template | lms_objects | Displays what certificate template is set in the learning object |
| created_by | lms_objects | The unique (numerical) ID of the user that created the learning object |
| creation_ts | lms_objects | Date/time the object was created in the LMS with time stamp |
| keywords | lms_objects | Shows all the keywords entered in the learning object keyword field |
| marketplace_imported | lms_objects | Displays Y or N if the object was purchased/added through ClearCompany Learning Marketplace |
| object_exp_date | lms_objects | Date/time of the object's expiration |
| object_rel_date | lms_objects | Date/time of the object's release |
| owner_group | lms_objects | Displays the owner group name of the learning object |
All Objects
| Field | Action | Description |
|---|---|---|
| duration | all_objects | General duration description |
| duration_secs | all_objects | Duration in seconds |
| object_descr | all_objects | Description of the object |
| object_id | all_objects | The unique (numerical) ID for the object in the database table |
| object_name | all_objects | Name/title of the object in the LMS |
| object_status | all_objects | The status of the object in the LMS |
| object_type_name | all_objects | The name of the object type |
Course Schedule
| Field | Action | Description |
|---|---|---|
| entry_descr | course_schedule | Specific schedule description of a class object |
| entry_no | course_schedule | The ID of the specific schedule of a class object |
| max_seats | course_schedule | Number of allowed seats for a specific schedule of a class object |
| registration_end_ts | course_schedule | Date/time when a class schedule will be closed for user registration |
| registration_start_ts | course_schedule | Date/time when a class schedule will be open for user registration |
| schedule_active | course_schedule | Class schedule status |
| schedule_end_ts | course_schedule | Date/time when a class schedule will end |
| schedule_facility | course_schedule | Class object schedule information about where (location, facility, resource) it will take place |
| schedule_start_ts | course_schedule | Date/time when a class schedule will start |
| virtual_meeting | course_schedule | Displays what virtual meeting tool is used for a class schedule |
Action Log
| Field | Action | Description |
|---|---|---|
| last_user_login | action_log | Last date the user's account logged into the LMS |
| last_user_login_ip | action_log | Displays the IP address the user logged in from the last time |
Links
| Field | Action | Description |
|---|---|---|
| link_url | links | Link added to the URL field of a Link object |
Object Auxiliary Fields
| Field | Action | Description |
|---|---|---|
| object_aux_field_ | object_aux_fields | Displays information related to the specified object auxiliary fields |
Groups
| Field | Action | Description |
|---|---|---|
| opt_group_code1 | groups | The code for the user's optional group 1 |
| opt_group_code2 | groups | The code for the user's optional group 2 |
| opt_group_code3 | groups | The code for the user's optional group 3 |
| opt_group_code4 | groups | The code for the user's optional group 4 |
| opt_group_code5 | groups | The code for the user's optional group 5 |
| opt_group_name1 | groups | The name of the user's optional group 1 |
| opt_group_name2 | groups | The name of the user's optional group 2 |
| opt_group_name3 | groups | The name of the user's optional group 3 |
| opt_group_name4 | groups | The name of the user's optional group 4 |
| opt_group_name5 | groups | The name of the user's optional group 5 |
| opt_group_type1 | groups | The group type name of the user's optional group 1 |
| opt_group_type2 | groups | The group type name of the user's optional group 2 |
| opt_group_type3 | groups | The group type name of the user's optional group 3 |
| opt_group_type4 | groups | The group type name of the user's optional group 4 |
| opt_group_type5 | groups | The group type name of the user's optional group 5 |
| primary_group_code | groups | The code of the user's primary group |
| primary_group_name | groups | The name of the user's primary group |
| primary_group_type | groups | The group type name of the user's primary group |
Roles
| Field | Action | Description |
|---|---|---|
| opt_group_role1 | roles | The role the user has in their optional group 1 |
| opt_group_role2 | roles | The role the user has in their optional group 2 |
| opt_group_role3 | roles | The role the user has in their optional group 3 |
| opt_group_role4 | roles | The role the user has in their optional group 4 |
| opt_group_role5 | roles | The role the user has in their optional group 5 |
| primary_group_role | roles | The role the user has in their primary group |
Succession Plans
| Field | Action | Description |
|---|---|---|
| succession_plan_item_number | succession_plans | Numerical position of an object in a certification plan (add-on) |
| succession_plan_name | succession_plans | Name of the Certification Plan (add-on) |
Object Tags
| Field | Action | Description |
|---|---|---|
| tags | object_tags | Tags that are listed in the tag tab on the object |
User Auxiliary Fields
| Field | Action | Description |
|---|---|---|
| user_aux_field_ | user_aux_fields | Displays information related to the specified user auxiliary fields |
Additional Resources
For details on creating a Learning Custom Report, refer to: ClearCompany Learning: Creating a Custom Report
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