ClearCompany Learning: Creating a Custom Report

ClearCompany Learning’s Custom Reports feature enables organizations to generate tailored data exports to support specific tracking, compliance, and performance needs. Whether you are analyzing learning object usage, user activity, quiz scores, or training assignments, custom reports offer the flexibility and precision needed to access meaningful insights. This article will walk you through the steps to create a custom report—selecting the report type, applying filters, scheduling delivery, and exporting results to email or sFTP.

In this article:
Custom Report Overview
Custom Reports Date Filters
Creating a Custom Report
F.A.Q.

Custom Report Overview

Custom Reports are highly flexible and can be configured to meet a wide range of data needs. They are ideal for organizations that:

• Need scheduled delivery of compliance, activity, or progress data

• Want to export specific learning data for auditing or integration purposes

• Prefer recurring reporting through email or sFTP

• Require filtering by user groups, learning objects, tags, or statuses

• Need insight into assignment completions, assessment scores, or survey feedback

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Custom Reports Date Filters

Understanding how date filters behave in each report type is critical to generating accurate results. Here’s how date filters apply based on the selected report:

Report Type	Date Filters Apply To	Notes
Activity Report	Records that were either started or completed within the selected time frame	Includes filters for User Status (Active/Inactive) and User Object Status (e.g., Completed)
Assignment Report	“Assigned On” date for "Not Started" records, otherwise same as Activity Report	Tracks training assignment windows and due dates
User Report	Filters by user creation date.	Useful for onboarding or account audits
Object Report	Filters by object creation date.	Best for reviewing newly created learning objects
Quiz Report	Filters by quiz start date.	Provides visibility into quiz participation
Survey Report	Filters by survey start date.	Tracks who started/responded within a given period
Batch Report	No date filters applied.	All batch-related data is shown regardless of date
Object Status Matrix	Filters by object start date.	Shows learner progress/status for selected learning objects
Assessment Report	Filters by assessment start date.	Includes detailed scoring by question, section, and total

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Creating a Custom Report

1. From the administration dashboard, click Reports, then Click Custom Reports.
2. Click Create New Report.
   
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. To help differentiate between the goals of each created report Learning recommends adding a description.
   • Schedule: Schedule: Choose frequency — Daily, Weekly, Monthly, Quarterly, Semiannually, or Annually. These emails trigger at 5 am Eastern Time. In the schedule settings, when entering an email address, the system will send the report to that email address regardless if the email belongs to an existing LMS user or not. 2.2 The system won’t check if that email (if the user exists in the LMS) should have access to the data in the report. This setting does not follow the admin group access hierarchy.
     • 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. 
   • 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.

• The order of the column headers in this tab determines the order of the columns in the report.
• Options vary based on the report type, but all will include auxiliary fields that have been added to ClearCompany Learning.

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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. li Something that the customer needs to keep in mind is that when running a Monthly schedule they would use the dynamic range for the last 30 or 31 days. So it won’t literally include the previous month.
• 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. for classes: canceled, partial attendance, no show, waiting.
• 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.