Overview

There are 3 generic reports available in Aptem:

• Users generic report – any administrator can access to it via the “Users generic report” tile; The default columns for new views are:
  • Id
  • Edit
• Organisations generic report – available for administrators with the Manage Organisations permission via the “Organisations generic report” tile; The default column for new views:
  • Id
• Jobs generic report – available for administrators with the Manage Jobs permission via the “Job generic report” tile; The default columns for new views:
  • Id
  • Title
  • Description
  • Contract type
  • Name

All three generic reports are based on OData feeds. They are split into separate reports due to the permissions required to get data from the relevant data feeds.

From within the user generic report (UGR) and Organisations generic report (OGR), you can quickly navigate to the corresponding record details. In case of OGR, the entry under the 'Name' column is a hyperlink that links to the Organisation Profile page. In case of UGR, when the 'Type' column is selected for any report, the entry under the ‘Full name’ column is a hyperlink that links to the User Profile/Advisor Profile page.

Note that this functionality is available from the Classic interface only.

Users generic report

The Users generic report tile can be used to quickly make intelligent and intuitive breakdowns of user data, letting you customise and filter different categories.

This article shows describes the details around Users generic report. It shows you how to set one up, and how to manage it.

Navigation

1. Sign into your Administrator account.
2. Navigate to the “Users generic report” tile. If this tile is not visible on your default view, you may need to expand the tiles by clicking the 3 dots on the left.
   
   
   

Creating a user report

To create a new report, click “Add”.  When you first create a new report, the two fields you will be able to see are “Id” and “Edit”. To get started with adding useful fields, click the “gear” icon, circled in the image below.

The list displays all available fields against each category of data. Data categories can include subscription details, contact details, onboarding data, learning plan progress, review progress and custom fields etc.

For example, the Reviews category in the list contains the most recent date (where available) for each type of review for that user. The search box can be used to find a specific data point.

Under the 'gear' options, ‘Previously used’ group appears once the very first report view is created by the logged-in administrator, and it contains all fields which have ever been used for report creation by the logged-in administrator.

To add columns, please click the desired data and then the “Apply” button. The columns can be freely added, removed, or reordered at any point. To move a column, simply drag it into the desired location.

Recommended Columns

Although, with the hundreds of options, every table will be different, some recommended columns for most tables are listed below:

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 – for example can used to exclude archived, cancelled, or expired accounts from the report.

Example of a user report

The user generic report only returns one line per user, administrator, or employer record in Aptem. Thus, only summary information can be provided, for example the status of the latest reviews or current main learning aim.

The image below gives an example of what a fully customised user generic report may look like:

Managing your generic report

Filtering a generic report

Commonly, you will only be interested in a certain subsection of data – for example, only wanting to see “User” data, as opposed to administrators etc. This guide will walk you through how to filter columns using the above as an example, but it is possible to filter one or two columns simultaneously.

Filtering for users

1. Ensure you have the column “Type” in your report.
2. Click the white box below the title.
3. Either click or type in the desired input – in this case “User”.
4. Your report should now only display the intended data.

Sorting

Each grid may be sorted by any column by clicking the column name. On your click, the entries are sorted in the following order: ascending - descending - reset.

Saving your generic report

To save a view for future use, you must use the “Save as” button, found on the top right. This will maintain the columns and order for future use. If you select the “Shared” button, the report will be accessible to any other administrator accounts, although they cannot modify it without saving a separate copy.

While saving your generic report, note that your personal and shared views should have unique names. The personal views names are validated only against the logged in administrator; while shared views names are validated across all the existing shared views. So, it is possible to have personal and shared views having the same name, but it is not possible to create a new personal view with name matching an already stored personal view. In cases where a disallowed name is used, the system displays a ‘View name already exists’ validation.

At any point you can update a previously saved table by making the desired changes and clicking the “Save” button.

Shared views created by logged in admin are displayed under ‘My views’ list with additional icon: Other admins’ shared views are displayed under ‘Shared views’ list:

Deleting views

Any personal view or shared view that the logged-in administrator owns can be deleted using the ‘Delete’ option. This option is not available on shared views that are owned by other administrators.

Exporting your Generic Report

Quicksheet

The Quicksheet button, located in the top right, will export the current view into a web-based Microsoft Excel format. You are fully able to manipulate and interact with your data using Excel formulas and functions. An example of this view is displayed below.

Please note, this function may not be available to all administrator accounts depending on company data policy. If you cannot see this button, please talk to your Aptem Superuser (previously called Aptem Champion).

Export

You can see the Export button if you have the Data Export permission. To export data from Quicksheets, either into Excel or as a PDF, you can click the “Export” button, circled in red in the image above. Simply choose a file name, a data format and click “Save” to download it.

Support

For more info, please contact Client Support on 020 7870 1000 or via support@aptem.co.uk