Create Custom Report - Preview

Custom Reports Deprecation: Cornerstone will be deprecating the legacy reporting solution "Custom Reports" with the July ’21 Release. For more information, see the announcement in the August '20 release notes and in the August '20 Release Summary & Matrix.

The preview section allows you to view the results as you build the report. The preview helps you decide which fields to include to ensure that you ascertain the desired data.

Up to 50 rows of data display in the preview. If a field's value is longer than 20 characters, hover over the value to display a pop-up of the full value.

Note: The preview is not considered the actual report. In order to view your actual generated report, enter a title in the Report Title field and click Save. Then, navigate to the main custom reports page and select View, Excel, or Print in the Actions drop-down for the specific report to view your results.

Refresh Results

Each time you add a field to the preview, the results update automatically. You can also manually update the results by clicking the Refresh button. When the data is out of date, an Exclamation icon displays in the Refresh button to indicate that the data needs to be refreshed.

When filters in the Field Filters panel are added or modified, the results must be refreshed manually.

Maximum Number of Records

Enter the maximum number of records that should be returned. The default value is 75,000. The value must be a positive whole number. The maximum value that can be entered in the field is 999,999. Enter a value of zero to not have a limit.

An Excel output accommodates 65,000 rows. The HTML Printable Version is only recommended when viewing less than 20,000 rows.

Options

The following options are available in the Options drop-down. The options are only available if the report is summarized and only apply to the printable and Excel versions, as well as when the report is run.

  • Show/count unique rows only - Select this option to filter the summarized results not to repeat rows that display identical summarized information. For example, if a Transcript report only contains the field User Full Name, and the results include 50 different users with the name Sample User, then checking the Show/count unique rows only will only display one row of the name "Sample User."
  • Show record counts in report - Select this option to display the record count for each combination of fields selected. For example, to determine the total number of active versus inactive training types in the catalog, check the Record Count box, then include the Training Active and Training Type fields. The output displays a total count of inactive and active training types, listed by type.
  • Show report headers in report - Select this option to show the name of the fields in the header row of the output.

Actions

The following actions are available in the Actions drop-down:

  • Print Preview - Click Print Preview to create a printable preview. This option only appears for users with permission to preview custom reports. This option does not display when the output exceeds 30,000 rows.
  • Excel Preview - Click Excel to export the preview to Excel. This option only appears for users with permission to preview custom reports.
  • Remove All Columns - Click Remove All Columns to remove all of the fields that you have included. This opens a confirmation pop-up. Click Yes to remove all fields. This clears the preview panel and all selections in the tabs above the preview. Or, click No to cancel the removal action.

When viewing a printable or Excel version of a report with more than 5000 records, only the first 5000 records display. If your report contains more than 5000 records, be sure to save the report in order to view all of the records. When custom reports are saved, they are subject to 30,000 records for printable version or 65,000 records for Excel.

Remove All Columns

Click Remove All Columns to remove all of the fields that you have selected. This opens a confirmation pop-up. Click Yes to remove all fields. This clears the preview panel and all selections in the tabs above the preview. Or, click No to cancel the removal action.

Column Sorting

The following column sorting options are available:

Ascending/Descending

The columns in the preview panel can be sorted in ascending and descending order by clicking the arrow to the right of the column name. Clicking the down arrow sorts the column in descending order. Clicking the up arrow sorts the column in ascending order. Note: This option is disabled when the maximum number of sorted fields has been reached on the Sort tab.

View Sort Order

To view the sort order for the column, hover the mouse over the column name. This opens a tooltip that displays "<Field Name> is sorted <Ascending/Descending> and is the <Sort Order Number> sort level."

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