Simployer Classic - Talent - User guide - Reports

1 Introduction

1.1 Target Audience

This guide is intended for administrators of the Netcompetence Talent Portal.

1.2 Purpose and Objective

The aim is to provide the reader with knowledge of how reports generally function in the Netcompetence Talent Portal, and how to create and distribute reports.

1.3 What Are Reports in Netcompetence Talent Portal?

In general, reports are “structured presentations of collected data.”
In Netcompetence Talent Portal, data is collected through system usage, for example when:

• individuals log in and out,

• courses are completed, attendance is marked,

• questions are answered in courses, tests, surveys, and conversations,

• competencies are rated,

• development reviews are shared and signed,

• and much more.

The collected information is stored in a database and is displayed both on pages within the portal and in reports. Portal pages are optimized for working with the content (editing/adding), while reports are optimized for analysis and drawing conclusions. The same data can be presented in various reports to enable different conclusions to be drawn. However, you cannot edit data directly within reports.

1.4 Report or System Page?

You can identify a report by the fact that it (with few exceptions) always opens in a new tab and has a gray toolbar at the top like this:

2 Opening and Viewing Reports

2.1 Open a Report from the Start Page

As a manager or employee, you will see reports on your start page. Which reports you see depends on your permissions and how the portal is configured.

Hover your mouse over the report to view its description.

When you click on a report, it opens in a new browser tab.

To return to the start page, you can either close the report tab or click back to the previous tab.

2.2 Report Overview

As an administrator, you have access to the report page where you can manage reports from various portal modules. Here, you can open existing reports, create new ones (see Create Report), and manage existing ones (see Work with Existing Reports).

To access the report overview, go to Administration > Reports.

2.2.1 Report Categories

Existing reports are grouped into boxes, so-called report categories. These are used to group similar reports or gather reports for a particular target audience (e.g., role or business area). In the standard configuration, there is one report category per module, as well as one for reports under construction and one intended for managerial reports.
You will see only the report categories you have access to.

2.3 Open Report

Open a report by clicking on the report name. It opens in a new tab in your browser (allowing you to open multiple reports simultaneously).

2.3.1 Parts of a Report

1. Page navigation and search (see Navigate in Report)

2. Data export (see Export Report to Other Formats)

3. Name and description

4. Date the report was generated and page number

5. Report content

6. Current report settings and filters

7. Report template name and navigation path for drill-downs (see Navigate in Report)

8. Open the settings tab (see Report Settings)

2.4 Change Report Settings

At the bottom of the report, under the section Parameters, the current report settings are displayed.

In this example, we see that only activities the employees are registered for are shown, and only those with status Active and Archived are included.

Some reports allow you to change their settings (depending on what the report creator has made available).
To change settings and filters, click the Settings tab on the right-hand edge.

A settings panel will slide out containing available options.

After making changes, click Update for the report to refresh with the new settings.

Note!
Changes made in the report settings are not saved. To save changes, you need edit rights and must open the report in edit mode (see Edit Report).

2.5 Navigate in Report

The toolbar at the top of the report allows you to:

2.5.1 Flip Through Pages

Use the page navigation buttons.

2.5.2 Search for Specific Text

1. Enter the text in the search field

2. Click Search

3. The report will automatically scroll to the page and highlight the text in blue.

2.6 Drilldown in Reports

Many reports contain links to underlying reports. Clicking these links reveals more detailed information.

For reports displaying results from the Learning module:

• Click on a training program to see results for its components.

• Click on an activity name for detailed results of that activity. Different activity types lead to different reports.

• Click on a group name to see results for subgroups (or individuals if no subgroups exist).

• Click on a number to see the list of users.

Example

2.7 Export Report to Other Formats

To export a report:

1. Click the Export icon.

2. Select the desired format.
   A file will be generated and a download prompt will appear (depending on your browser).

2.8 Built-in Reports

Besides the reports on the main report page, there are built-in reports shown in various parts of the system:

2.8.1 Activity Administration

To retrieve a report for a specific learning module activity:

1. Open the activity in edit mode

2. Click the activity

3. Click the Reports tab

2.8.2 Employee Results Page

To view an individual employee’s reports:

1. Search for the user

2. Click the Reports tab

2.8.3 Survey Resources

Survey results (e.g., evaluations) are also accessible via the survey editor.
Edit the survey and click the Results tab.
Reports show results from all activities using that specific survey resource.

2.8.4 Detailed Test Results

For tests with the “Allow participant to see detailed results” option enabled, a Detailsbutton appears on the test results page.

2.8.5 Dashboard Widgets

Widgets on the start page may include report summaries.

2.8.6 Export User Profile/CV

Export user profile information as a report.

2.8.7 Checklist Reports

Reports based on checklist completions.

3 Create Report

If you want to create a report similar to an existing one, you can copy it (see Copy Report). Otherwise, you can start from scratch.

3.1 Process for Creating a New Report

Start by selecting the report category where you want to place the new report. Then click the Createbutton.

3.2 Select Report Template

The list of available report templates is not restricted by permissions, so you will see templates for all modules—even ones your organization may not use.
Click a report template to preview what the report will look like.

3.2.1 Custom Reports

Under Custom Reports, you’ll find any templates you’ve specifically ordered from Netcompetence. These are visible only to your organization.
After selecting a template, click Add.
A blank report (usually) appears, often with a message indicating what selections are required for data to be displayed.

3.3 Report Settings

When creating a new report, the Settings tab opens automatically. As soon as you click Update or Save, the settings panel closes.

Click Settings again to reopen it.

You can pin the panel open by clicking the Pin icon.

3.3.1 Enter Report Name and Description

By default, a new report is named using the template name + your name + the current date.
The description is copied from the template.

1. Enter a meaningful report name (e.g., “Completed Activities 2017 for Project Managers”).

2. Fill in the description similarly.

3. Click Save.

Tip: You can translate the report name into other languages by entering a default name, then adding translations in the system’s glossary.

3.3.2 Select Groups

Many reports require a group selection.

1. Click Add

2. Select from all available group types (e.g., Organization, Role, Permissions Group).

3. Use Ctrl to select multiple groups, or Shift to select a range.

4. Click OK

5. Click Update to display the report.

6. If satisfied, click Save.

3.3.3 Option: “Groups Where the User Is a Manager”

This setting makes the report show different results depending on who opens it. A manager will see results for their team. As an admin, you’ll likely see no results initially. Select a test group first to preview and configure, then switch to “Groups where the user is a manager.”

3.3.4 Option: “Groups Where the User Is an Administrator”

This setting shows data for groups the user has report permissions for. Admins typically have access to all.

3.3.5 Option: “All Users”

This includes all users in the system—even external ones or system accounts like the Netcompetence admin.

3.3.6 Selections from Lists (e.g., Activities)

Depending on what the report is for, you may select from various lists.

Click Add to view the list.

Choose one or more items. Some reports only allow one selection.
Option All in the list will automatically include newly added items.

3.4 Set Filters

Filters typically narrow down the data (e.g., exclude inactive users). Some filters also change the appearance (e.g., Time Zonefor timestamp display).

Be aware:

• Filters like Gender, Date of Birth, Absent apply to users.

• Filters like Category, Activity Type, Start Date apply to activities.

The filter Groups combined with intersects the selected group and the filter group.
Example: If your selected group is “Stockholm” and you filter by “Project Managers,” only users in both groups are shown.

Don’t forget to save your report!

3.5 Hide Settings

As the report creator, you can see all filters/settings. End users may not need or should not have access to these.

• ?️ = visible

• ?️ with slash = hidden

Click the eye icon next to each setting to hide it.
You can also hide the entire settings tab for a cleaner view, especially useful for decision-makers.

3.6 Lock Settings and Navigation

You can lock specific settings to prevent users from changing them (e.g., to prevent managers from viewing other groups' data).

• ? = editable

• ? = locked

Navigation between report levels can also be restricted.

• Right padlock: prevent or allow drilling down (e.g., test details)

• Left padlock: prevent or allow drilling up

Note: All navigation is unlocked by default unless you change the settings.

3.7 Save Report

Click Save once all settings are done.

Important:
If the report includes multiple views, make sure you are on the correct one when saving. That will be the default view when users open the report.

3.8 Report Permissions

You automatically get full access to reports you create. System admins have access to all reports by default.

To share with others, assign them permissions.

3.8.1 Access to Report Category

The report must be in a category the user can access.
E.g., course admins typically have access to the Activity Follow-up category.

3.8.2 Access to the Report

1. Select the report

2. Click Permissions

3. Add users or groups

4. Click OK

5. Click Close

3.9 Schedule Report Delivery

You can schedule reports to be emailed to selected users or groups.
The email includes the description, a portal link, and a PDF version of the report.

Note: If using “Groups where user is manager/admin,” PDFs are not attached due to system limitations.

3.9.1.1 Set Delivery Interval

1. Select the report

2. Click Schedule Report

3. Choose:

• End of month → sent on the last day

• End of week → sent on Sunday

3.9.1.2 Define Recipients

Recipients are determined by permissions.

1. Select report

2. Click Permissions

3. Add users or groups

4. Under access level (typically "Custom"), check Receive scheduled report

5. Click OK

6. Reports with scheduled delivery are marked with a delivery log icon.
Click it to see who received the report.

4 Working with Existing Reports

4.1.1 Copy Report

To create a similar report:

1. Select the report

2. Click Copy

3. Navigate to the new category and click Paste

4. The copy is named “[Original Name] - Copy”

Note: Permissions are reset to default; you may need to update them.

4.1.2 Edit Report

To make changes:

1. Select the report

2. Click Edit

3. Make your changes (same options as when creating a report)

4.1.3 Move Between Categories

You can move reports between categories:

1. Select the report

2. Click Cut

3. Go to the new category

4. Click Paste

5. The report is moved to the bottom of the list

4.1.4 Change Report Order

To reorder reports:

1. Select a report

2. Click Move Up or Move Down

Tip: Place important reports first; the start page widget shows the top entries.

4.1.5 Delete Report

To delete a report:

1. Select it

2. Click Delete

Note: Deletion is permanent and cannot be undone.'