Report Builder provides detailed data about your members' training performance and gives you the option to create reports and schedule them to be sent to specific recipients on a daily, weekly, or monthly basis.
Navigation: UKG Learning > Team Workspace > Reporting > Report Builder
Start a Report
- Select the Private Reports tab.
- Select the Create New Report button.
- From the Report Type list, select a report. Use the Search field if needed.
- Select Continue.
- From the Report Options section, configure the options for your report.
- (Optional) From the Fields section, select the drop-down list to add optional fields to your report.
- (Optional) Modify existing fields by selecting the gear icon in the field row.
Scheduling Options
After setting up your report, you can now configure the distribution schedule for the report.
Period: Define the frequency that the report will be sent. Select a daily, weekly, monthly, or quarterly basis.
In weekly and monthly reports, the desired day is also configurable. Quarterly reports will be sent on the first day of January, April, July, and October.
Recipient: Create a scheduled report for yourself, or set an automated rule for multiple employees to receive the report according to their organizational structure.
- If you save the report for yourself (For me), once you save it, it displays on the Private Reports tab.
- If you save the report for others within the Academy, it is displayed on the Scheduled Report for Others tab.
Ending: Select the date on which you want the report distribution to end.
Delta Options:
- Νο: You will receive a snapshot of all data without time limitation.
- Yes: You will receive a report with data that changed in the past period based on either the Completion date or the Enrollment date.
Time: The desired time that the report will be sent is also configurable.
Once you have filled in all of the necessary information you can complete the process and save your report. To do so, please follow the instructions below, depending on your report.
Scheduled Report - For You
- Once you have set up your report, select the Click Here to Preview Data button.
- If you do not want to change anything, save your report by selecting the Save Report button.
Your report will be saved under the Private Reports tab.
There are several actions available to you regarding the reports you have created:
- Download - You will receive a snapshot of all data without time limitation. The report will be sent immediately (and before its scheduled time)
- Edit
- Copy
- Delete
- Create now - You will receive a report with data that changed in the past period based on the setup of your report. The report will be sent immediately (and before its scheduled time).
Note:
You can change the selected entities of the saved reports during the download process (courses, learning paths, events):
Scheduled Report - For Others
- Once you have set up your report, select the Click Here to Preview Data button.
- If you do not want to change anything, save your report by selecting the Save and Continue button.
- Once you have saved your report, you will need to select the recipients. You can either select recipients individually or use the choose selection criteria from the Advanced selection tab and limit the recipient list.
- Choose Select (Individual selection) or Create Report Rule (Advanced selection) to save your recipients.
Your report will be saved under the Scheduled Report for Others tab. In this tab, users who have created scheduled reports for others will be able to see the list of the created reports. This list will be also available to the selected recipients. Admins will be able to see all of the saved reports that were scheduled for others.
There are several actions available to you regarding the reports you have created:
- Download - You will receive a snapshot of all data without time limitation. The other recipients will not receive any report.
- Edit
- Copy
- Add Recipients - On this page, you can also see who is already a recipient by filtering for Already Included users. All already included users will have the Already Included status.
- Remove Recipients
- Delete
- Create now - You will receive a report with data that changed in the past period based on the setup of your report. The selected recipients will also be notified when the report is ready. The report will be sent immediately (and before its scheduled time).
Note:
You can change the selected entities of the saved reports during the download process (courses, learning paths, events):
All reports are reliant on the organizational structure. When setting up a Scheduled Report, only those accessible to the report creator based on the organizational structure appear in the list of recipients. Reports will not appear to individuals if they do not include anyone visible to them.
Public Reports, on the other hand, are available to all. These reports will be populated only with those individuals to whom the report viewer has access, based on the organizational structure.
Users with reporting permissions who are assigned to a specific organizational structure cannot save reports as public. Allowing this would make data based on their restricted organizational view accessible to all users, which is not permitted. This limitation is in place to uphold the reporting permissions framework and ensure that visibility restrictions are respected according to each user's organizational access.
Admins have an extra tab titled All Scheduled Reports. Under this tab, users with Admin rights can see all of the scheduled reports that members created for themselves. Only reports that have the report creator as a recipient are available under this tab.