ClearCompany Learning: Creating a Custom Activity Report

ClearCompany Learning’s Custom Reports feature allows organizations to generate tailored data exports based on their specific tracking and reporting needs. This article walks you through the steps to create a Custom Activity Report, from selecting data sources and configuring scheduling, to exporting to email or sFTP.

In this article:
Custom Activity Report Overview
Creating a Custom Activity Report
F.A.Q.

Custom Activity Report Overview

Custom Activity Reports are ideal for organizations that:

• Require compliance reporting on training activity

• Need to track learning progress across departments or user groups

• Want to automate periodic reports delivered via email or sFTP

• Need to extract specific fields in a preferred format (CSV/Excel)

Creating a Custom Activity Report

From the Administration Dashboard

1. Click Reports, then Custom Reports.
2. Click Create New Report in the Top Right.
3. Complete the necessary fields. Any Fields in yellow are required.
   • Report Type: For this guide, we will be using the Activity Report. For information on the Custom Reports options, refer to ClearCompany Learning: Custom Reports.
   • Name: Enter a report name (this can be edited later).
   • Description: A brief summary of the report.
   • Schedule: Choose frequency — Daily, Weekly, Monthly, Quarterly, Semiannually, or Annually.
     • Schedule Start Date: Determines when the first report is generated.
     • Schedule Emails: Enter recipients who will receive the report.
     • Configure FTP Settings: Send the scheduled report to an FTP server.  For the necessary fields, refer to ClearCompany Learning: Completion and Assignments CSV to sFTP.
   • Include all Objects: If yes is selected, all learning objects will be added to the report.
   • Status: Select if this report should be Active or Inactive. 
4. Click Save to create the report. This unlocks the following configuration tabs:

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Users Groups Groupings Objects Columns Generate

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Select Users allows individual users to be added to the report.

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Select Groups allows groups to be added to the report. Note: All child groups are also added to the report. Selecting the top-level company group will select all the users in the Learning platform.

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Select Groupings allows users to add groupings to the report.

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Select Objects allows users to select the objects that will appear in the report.

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Select Columns allows users to select which fields are shown in the report and their order. Options vary by report type.

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Generate allows users to select parameters to refine their results. The following fields will need to be completed:

• Date Range: Static Range or Dynamic Range.
  • Static Range sets a specific ‘From’ and ‘To’ date to run the report for. If using a scheduled report, this date remains static and will continue to run the same date range every time the report is generated.
  • Dynamic Range defines how many days back the report should look from the generation date. Useful for scheduled reports.
• From Date/To Date: When Static Range is selected, users customize the From and To Date.
• User Status: Status Checkboxes allow users to refine the report to only generate rows for users in a status, Active or Inactive.
• User Object Status: Select the status of the object, Started, Completed, or Skipped.
• Tags: Tags allow users to further refine the report by generating rows only for Learning Objects included in the selected tags. Optional.
  • “Match Any Selected Tags” will include objects associated with any of the selected tags.
  • “Match All Selected Tags” will only include objects that match all of the selected tags.
• Format: Select the format the report will generate, CSV or Excel.
• Generate: When ready, click to generate your report. A link for the report will be provided.

F.A.Q.

Can I modify a report after it has been saved?

Yes. You can edit the report name, description, frequency, user groups, and learning objects.

Can I duplicate an existing custom report to save time?

Yes, users can navigate to the Custom Report and click Clone. When a report is cloned, please note that the cloned report may not include all users, objects, groups, or groupings if the user receiving it doesn't have access to those items.

How often should I review or update my custom reports?

We recommend reviewing reports quarterly or whenever organizational needs, user groups, or learning content changes significantly.