Introduction
Filters are essential tools for refining data in custom reports, ensuring that you can generate precise and relevant insights.
Once you select filters for a custom report, every time a report is generated, the same filters are applied, eliminating the need for manual reconfiguration. By maintaining consistency in data selection, saved filters improve efficiency, accuracy, and user experience.
This article walks you through the process of setting up filters for your custom reports and provides a detailed overview of the available options.
For a comprehensive list of all report types, please take a look at the article Available custom reports types in the new custom reports.
Configuring filters
Start creating your report as described in the article Creating and managing new custom reports.
When you get to the Filters tab, you can select the filters that you want to apply.
The available filter types in the Filters tab depend on the type of custom report you are generating.
Please note! When a Power User creates a custom report, they can apply filters only if their profile includes View permissions for the item selected in the filters. Simply having the item assigned as a resource is not enough to grant permission to use the corresponding filter. Learn more on Power User permissions.
User filters
The filters available in this section specifically relate to the users’ data.
| Filter area | Filtering action | Custom reports |
| User selection |
The filters available in this area allow you to filter the report by specific users, branches, or groups. When you select a branch, its sub-branches are not included by default. To include them, click the branch checkbox twice until the hyphen changes to a checkmark. If you set multiple filters in this area (users and/or branches and/or groups), the report will include results that match at least one of the selected filters (OR logic). Selection limits:
Exceptions
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| User options |
The filters available in this section allow you to exclude deactivated or expired users and to include only users who are effectively enrolled as learners in a course.
Exceptions
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| Additional fields | With this filter, you can include or exclude data based on a dropdown type user additional field by selecting it from those configured in the Users menu. |
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Course filters
The filters available in this section relate to course data.
| Filter area | Filtering action | Custom reports |
| Course selection |
Use the options in this area to set whether to focus the report on all courses or on a selection of courses or courses that are part of a learning plan. To select a course or a learning plan, start typing its title, scroll through the list, and choose it. Alternatively, click on Select courses or Select learning plans and pick from the list in the right that opens. To remove a selection, click the "x" icon or deselect the course from the table. Selection limits:
If you need to select more than 50 courses, consider choosing learning plans or a combination of courses and learning plans. Tip: Establishing an internal classification system where courses are organized by department, topic, or category makes it easier to select and scope reports, optimizing the use of this filter. Exceptions
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| Course type | Use the options in this area to set whether the report will be generated for all course types, only for e-learning courses or only for Instructor-Led Training (ILT) courses. |
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| Course expiration date |
Use the options in this area to gain insights into your organization's learning progress over a given period:
The expiration date defines the period during which the course remains accessible. It applies to the course as a whole, not to individual enrollments. This date can be a fixed end date or the conclusion of a period. This differs from the enrollment validity period. The course validity period applies universally to all enrollments, enforcing the same expiration date for everyone. In contrast, the enrollment validity period is relative, calculated individually based on each user's enrollment date or first access to the course. This filter cannot be used to filter ILT courses, as an expiration date cannot be applied to them. Exceptions This filter will not return results for the courses with no validity period. |
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| Additional filters: Course category | If courses are classified by categories, you can select one category per report. Currently, selecting multiple categories is not supported.
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| Additional filters: Instructor | Refine the data based on the instructors assigned to ILT sessions. |
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Date filters
The filters available in this section relate to dates.
Notes on date filters
- Timezone for filters: When you display date filters in the report, remember that the time zone used to save dates is always UTC, but you can choose to display data in a different time zone by selecting it in the Time zone for data fields section in the Properties tab.
- Absolute and relative operators: When you select the absolute operator, the report displays data recorded up to the date before or after the selected date, excluding the selected date itself. When using the relative operator, the report will display data recorded before or after a specified number of days (X days) relative to the selected date.
- Users-ILT sessions custom report: the date option filters refer to the course and not the session. For example, the Completion date filter will select only the users who have completed the course, not those who have completed a session in the course.
| Filter area | Filtering action | Custom reports |
| Asset date | The date when the asset was published in the channel. |
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| Certification date |
Date when the certification was issued. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| Completion date |
Use the options in this area to retrieve information based on completion dates. Depending on the report type, this may include data on course or learning plan completions. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. Exceptions For the Users - Learning Plans and the Learning plans - Users Statistics custom reports, the name of the area is Learning plan completion date. |
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| Creation date |
Date when the user was created. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| Enrollment archive date | This filter allows you to refine data based on the dates when users' enrollments were archived. |
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| Enrollment date |
Use the options in this area to retrieve information based on enrollment dates. Depending on the report type, this may include data on course or learning plan enrollments. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. Best practice: For enrollments that occurred one day before or one day after, the event must have taken place within the last 24 hours for the data to appear in the report. We recommend expanding the date range to ensure all relevant data is retrieved. Exceptions For the Users - Learning Plans and the Learning plans - Users Statistics custom reports, the name of the area is Learning plan enrollment date. |
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| Expiration date |
User or certification expiration date. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| External training date |
The recorded date of the external training in the platform. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| Issue date |
The date when the badge was issued, either earned or manually assigned. The report does not include details on how the user earned the badge. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| Publication date |
The date when the asset was published. You can define relative date ranges using is after or is before conditions or set absolute ranges using is in the range. The range is specified in days. |
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| Conditions |
When multiple date filters are selected, you can choose whether all conditions must be met simultaneously or if at least one condition is enough. This option becomes visible only after selecting two dates to which the condition applies. |
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Enrollment filters
The filters available in this section relate to enrollment data.
| Filter area | Filtering action | Custom reports |
| Course enrollment status |
The enrollment status filter allows you to refine data based on users' enrollment status. The available enrollment options vary depending on the type of report. Exceptions
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| Enrollment types |
Use the options in this area to filter enrollments by including only active enrollments, only archived enrollments, or both. When you choose Archived enrollments or Active and archived enrollments, if you select any user additional field view option, the corresponding fields will not populate in the report. |
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Training material filters
The filters available in this section relate to training materials.
| Filter area | Filtering action | Custom reports |
| Training material types | Select one or more training material types to refine the report and focus on specific content. |
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Session filters
The filters available in this section relate to the sessions of Instructor-Led Training (ILT) courses.
| Filter area | Filtering action | Custom reports |
| Session selection |
Use the options in this area to set whether to focus the report on all sessions or on a selection of them based on their title. Selection limits:
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| Session attendance types | Filter the report by specific attendance types to narrow the focus, or select all to get a comprehensive overview.
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Session option filters
The filters available in this section relate to the options of ILT sessions.
| Filter area | Filtering action | Custom reports |
| Session start date |
Filter sessions by their start date to retrieve all sessions that began before, after, or within a specified date range. The start date of the session is determined by the first event in the session. |
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| Session end date |
Filter sessions by their end date to retrieve all sessions that ended before, after, or within a specified date range. The end date of the session is determined by the last event in the session. |
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| Conditions |
When multiple date filters are selected, you can choose whether all conditions must be met simultaneously or if at least one condition is enough. This option becomes visible only after selecting two dates to which the condition applies. |
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Survey filters
These filters relate to survey details and their respective answers.
| Filter area | Filtering action | Custom reports |
| Survey selection | Use the options in this area to set whether to focus the report on all surveys or on a selection of them. |
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Survey option filters
The filters available in this section relate to the options of surveys.
| Filter area | Filtering action | Custom reports |
| Survey completion date | Filter data based on the date the survey was completed by the user, retrieving data for surveys submitted before, after, or within a specified date range. |
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Certification filters
The filters available in this section relate to the user's certifications.
| Filter area | Filtering action | Custom reports |
| Certification selection | Use the options in this area to set whether to focus the report on all certifications or on a selection of them. |
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| Certification status | Refine data based on the certification status (active, expired, and archived). |
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Badge filters
These filters relate to information regarding the badges earned by users when the gamification is active on the platform.
| Filter area | Filtering action | Custom reports |
| Badge selection |
Use the options in this area to set whether to focus the report on all badges or on a selection of them. Selection limit:
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External training filters
These filters relate to information regarding training completed outside the platform and recorded in the user's platform records using the External training app.
| Filter area | Filtering action | Custom reports |
| External training status | The external training status filter allows you to refine data based on the status of the external training activity in the platform.
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E-commerce filters
These filters relate to information regarding the e-commerce transactions performed on the platform.
| Filter area | Filtering action | Custom reports |
| Payment method | Set whether to include purchases made with real currency, with training credits, or both. |
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| Selection of courses, learning plans, subscription plans and training credit packs | Use the options in this area to set whether to focus the report on all or on a selection of courses, learning plans, subscription plans, and/or training credits. |
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Asset filters
These filters relate to information regarding informal learning assets.
| Filter area | Filtering action | Custom reports |
| Asset selection | Select up to 100 certifications to include in the report by typing their names or choosing from the list that appears on the right side of the screen. |
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| Asset status | Refine data based on the asset publication status (published or unpublished). |
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