Generic reports

Overview

There are three generic reports available in Aptem:

• Users generic report (UGR) – accessible to any administrator via the Users generic report tile. Default columns for new views: ID, Edit.
• Organisations generic report (OGR) – available to administrators with the Manage Organisations permission via the Organisations generic report tile. Default column for new views: ID.
• Jobs generic report – available to administrators with the Manage Jobs permission via the Job generic report tile. Default columns for new views: ID, Title, Description, Contract type, Name.

All three reports are based on OData feeds and are split by permission level. From within the UGR and OGR, you can navigate directly to the corresponding record. In the OGR, the Name column contains a hyperlink to the Organisation Profile page. In the UGR, when the Type column is included, the Full name column links to the User Profile or Adviser Profile page.

Note: This functionality is available in Aptem Classic only.

Users generic report

The Users generic report tile lets you create customisable, filtered views of user data across a wide range of categories.

Navigation

1. Sign in to your administrator account.
2. Navigate to the Users generic report tile. If the tile is not visible, select the three dots on the left to expand the tile list.
   

Creating a user report

Select Add to create a new report. A new report starts with two default fields: ID and Edit. To add useful columns, select the gear icon shown in the image below.

The gear menu lists all available fields organised by data category. Categories include subscription details, contact details, onboarding data, learning plan progress, review progress, and custom fields. Use the search box to find a specific field. The Reviews category, for example, contains the most recent date for each review type for that user.

A Previously used group appears in the gear menu once the logged-in administrator has created at least one report view. It contains all fields that administrator has previously used.

Select the fields you want and then select Apply to add them as columns. Columns can be added, removed, or reordered at any time. Drag a column to move it to a new position.

Recommended columns

With hundreds of options available, every report will differ, but the following columns are useful for most views:

1. Full name
2. Email
3. Type – whether the record is for a user, administrator, or employer.
4. Compliance
5. ILR
6. Learning plan
7. Subscription status – useful for excluding archived, cancelled, or expired accounts.

About the user generic report

The user generic report returns one row per user, administrator, or employer record. It provides summary information only, such as the status of the most recent review or the current main learning aim.

Managing your generic report

Filtering

You can filter one or more columns to show a subset of data. For example, to show only learner records rather than administrators:

Filter by user type

1. Ensure the Type column is included in your report.
2. Select the white input box below the column header.
3. Select or type the value you want to filter by, for example "User".
4. The report updates to show only matching records.

Sorting

Select any column header to sort by that column. Each select cycles through ascending, descending, and reset order.

Saving your report

Use the Save as button at the top right to save a view for future use. Saved views retain their columns and order. If you enable Shared, the view will be accessible to other administrators, though they cannot modify it without saving their own copy.

Personal view names must be unique for the logged-in administrator. Shared view names must be unique across all shared views. It is possible to have a personal view and a shared view with the same name, but not two personal views with the same name. If a duplicate name is used, a "View name already exists" validation message is displayed.

To update a previously saved view, make your changes and select Save.

Shared views created by the logged-in administrator appear under My views with an additional icon:

Shared views created by other administrators appear under Shared views:

Deleting views

Any personal view or shared view you own can be deleted using the Delete option. You cannot delete shared views owned by other administrators.

Exporting your generic report

Quicksheet

The Quicksheet button at the top right exports the current view into a web-based Microsoft Excel format, where you can use Excel formulas and functions to work with the data.

Note: this feature may not be available to all administrators depending on your organisation's data policy. If you cannot see the Quicksheet button, contact your Aptem Superuser.

Export

The Export button is visible to administrators with the Data Export permission. Use it to download data from Quicksheets in Excel or PDF format. Choose a file name, select a format, and select Save.

Support

For further help, contact the support team on 020 7870 1000 or at support@aptem.co.uk.