Create Transcript Custom Report
Custom Transcript Reports allow you to report on users' transcript data. The Create Custom Transcript Report page in Online Help provides detailed instructions and a use case for creating this report.

To begin, here are the basic steps for creating any custom report in the Report Designer:
- Go to .
- Select the report type from the New drop-down.
- Name the report. The report cannot be saved until you name it.
- Select a folder in which to store the report. This is optional.
- Select the fields to include in the report.
- Click to see a preview of the report output.
- Define the filters and the sort/summary options.
- Configure the sharing options.
- Schedule the report and configure the delivery options.
- Add/publish custom charts, if desired.
- Save the report.

Transcript Status for Individual Training Item
Acme, Inc. would like to view its employees' completion status for the "Compliance Training" online course. The training needs to be completed by a certain date in order for Acme to meet compliance requirements. While Acme has an email configured that will automatically notify users that they have not yet completed the training and provide the due date for the training, they would also like the report to include each user's manager so that they can compile data on which managers may need coaching in ensuring on-time training completion for their teams. This data can be obtained by creating a Custom Transcript Report.
To create the report, Anna, who is Acme's Learning Director, only needs to add seven fields to the report. She also wants to define filters and sort/summary settings so that the data displays in an organized manner.
Anna configures the following fields and settings in the Custom Report Builder for the Transcript Report:
- She names the report "Compliance Training Transcript Status Report."
- She selects the Managers folder from the All Folders drop-down. The report will be saved to this folder. All managers at Acme have access to this folder and will be able to view the report.
- She clicks to save the report settings.
- She drags and drops the following fields from the fields list to the report preview pane:
- She clicks Note about Refreshing: If you add fields to the report preview pane after you have refreshed the report data, you will need to click again in order to see preview data for the fields you just added. to view the data for the fields in the report preview pane.
- She clicks the Field Filters tab so that she can filter the report to only report on the "Compliance Training" online course for users who are not yet in a Completed status.
- She drags and drops the Training Title field from the Fields panel to the Field Filters tab.
- She sets the condition as "is equal to."
- She enters "Compliance Training" as the training title in the text box to the right of the condition field.
- She drags and drops the Transcript Status field from the Fields panel to the Field Filters tab.
- She sets the condition as "is not equal to."
- She selects "Completed" as the option in the Select options field to the right of the condition field.
- She clicks to save the report settings.
- She clicks the Sort tab so that she can sort the report by manager name, and then by user full name.
- She drags and drops the User Manager Name field from the Fields panel into the Sort By field.
- She drags and drops the User Full Name field from the Fields panel into the Then By field.
- She clicks to save the report settings.
- She clicks the Summary tab. She wants to group the report by manager so that the report will group each manager's direct reports under the manager's name.
- She drags and drops the User Manager Name field from the Fields panel into the Summarize by field.
- She clicks the Schedule tab. She wants to schedule the report to run everyday for the next two weeks.
- She selects Daily from the Schedule drop-down.
- She enters "1" in the Every field.
- She selects 6:00 AM Pacific Time (US & Canada) in the Time of day field.
- She leaves the date as the current date in the Start Date field.
- She sets the date in the End Date field for two weeks from the current date.
- She clicks to view the report data in the report preview pane.
- She clicks to save the report settings.
- She clicks Print Preview from the Actions drop-down to view a printable preview of the report data to ensure that the report provides the information she needs.
- She clicks Excel Preview from the Actions drop-down to manage the print settings via Excel and print the report.

PERMISSION NAME | PERMISSION DESCRIPTION | CATEGORY |
Custom Transcript Reports - View | Grants ability to view results of Custom Transcript (Training Record) reports created by self or shared by others. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User's Direct Subordinates. | Reports - Analytics |
Transcript Report Fields
The following fields are available for Custom Transcript Reports:

FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
ILT Facility Active | This field indicates whether or not an ILT Facility is active. The value is pulled from the Active field when configuring the facility in Facilities & Resources. | Yes/No |
ILT Facility Address#1 | This field displays the ILT facility address line 1. The value is pulled from the Address #1 field when configuring the facility in Facilities & Resources. | Text |
ILT Facility Address#2 |
This field displays the ILT facility address line 2. The value is pulled from the Address #2 field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Approval Required |
This field indicates whether or not approval is required in order to schedule the facility. The value is pulled from the Approval Required field when configuring the facility in Facilities & Resources. |
Yes/No |
ILT Facility City |
This field displays the city in which the ILT facility is located. The value is pulled from the Town/City field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Contact |
This field displays the name of the contact for the ILT facility. The value is pulled from the Contact field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Country |
This field displays the name of the country in which the ILT facility is located. The value is pulled from the Country field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Email |
This field displays the email address of the contact for the ILT facility. The value is pulled from the Email field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Fax |
This field displays the fax number of the contact for the ILT facility. The value is pulled from the Fax field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility ID |
This field displays the ID for the ILT facility. The value is pulled from the ID field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Name |
This field displays the name of the ILT facility. The value is pulled from the Name field configuring the facility in Facilities & Resources. |
Text |
ILT Facility Occupancy |
This field displays the occupancy for the ILT facility. The value is pulled from the Occupancy field when configuring the facility in Facilities & Resources. |
Numeric |
ILT Facility On Site |
This field indicates whether or not the ILT facility is on site. The value is pulled from the On Site field when configuring the facility in Facilities & Resources. |
Yes/No |
ILT Facility Owner |
This field displays the name of the owner for the ILT facility. The value is pulled from the Owner field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Parent |
This field displays the ID of the parent for the ILT facility. The value is pulled from the Parent field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Phone |
This field displays the phone number for the ILT facility. The value is pulled from the Phone field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Postal Code |
This field displays the postal code for the ILT facility. The value is pulled from the Postal Code field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility State |
This field displays the state/province in which the ILT facility is located. The value is pulled from the Province field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Time Zone |
This field displays the time zone in which the ILT facility is located. The value is pulled from the Time Zone field when configuring the facility in Facilities & Resources. |
Text |
ILT Facility Type |
This field displays the type of ILT facility, such as building, floor, room, etc. The value is pulled from the Facility Type field when configuring the facility in Facilities & Resources. |
Text |

FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Enrollment Restrictions |
This field indicates that enrollment restrictions have been defined for the event. The report displays "Place Enrollment Restrictions" or "Manage Reservations and Restrictions," depending on the option selected in the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment restrictions data, such as the number of seats restricted and the organizational unit (OU) and OU type that is being restricted. |
Text |
Included Subordinates |
This field indicates whether or not the Include Subordinates option was selected when configuring enrollment options for an event. The option can be selected when defining settings for the Place Enrollment Restrictions field and the Manage Reservations and Restrictions field in the Enrollment section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the additional data related to this field. |
Yes/No |
Number of seats reserved |
This field indicates the number of seats that have been reserved for a specific organizational unit (OU). Each OU displays in a separate line on the report. The value is pulled from the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats reserved and the OU and OU for which the seats are reserved. |
Numeric |
Number of seats restricted |
This field indicates the number of seats that have been restricted for an organizational unit (OU) or OU type. The value is pulled from the Place Enrollment Restrictions field in the Enrollment section when configuring the Session Defaults tab for the event. If multiple OUs are restricted, then each OU displays in a separate line on the report. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment restrictions data, such as the number of seats restricted and the OU and OU type that is being restricted. |
Numeric |
Order |
This field indicates the order of the organizational units (OU) that are selected in the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats restricted and the OU and OU type that is being restricted. |
Numeric |
Organizational Unit Reserved |
This field displays the name of the organizational units (OU) for which seats have been reserved. Each OU displays on a separate line in the report. The value is defined when selecting the OUs in the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats reserved. |
Text |
Organizational Unit Restricted |
This field displays the name of the organizational units (OU) for which seats have been restricted. Each OU displays on a separate line in the report. The value is defined when selecting the OUs in the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats restricted. |
Text |
Organizational Unit Type Reserved |
This field displays the name of the organizational unit (OU) type for which seats have been reserved. Each OU type displays on a separate line in the report. The value is defined when selecting the OU type in the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats reserved. |
Text |
Organizational Unit Type Restricted |
This field displays the name of the organizational unit (OU) type for which seats have been restricted. Each OU type displays on a separate line in the report. The value is defined when selecting the OU type in the Place Enrollment Restrictions field or the Manage Reservations and Restrictions field in the Enrollment Reservations and Restrictions section when configuring the Session Defaults tab for the event. Note: If you add this field to the report, you will also want to add other fields in the ILT Seat Allocation section so that your report will display the specific enrollment reservations/restrictions data, such as the number of seats restricted. |
Text |

FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Part Break Duration |
This field displays the length of an ILT session part break (in minutes). If there is more than one break for a part, each break will appear in a separate row on the report. The value for this field is pulled from the Duration field in the Part Break section when configuring the Parts Schedule tab for sessions. |
Numeric |
Part Break Name |
This field displays the name of an ILT session part break. If there is more than one break for a part, each break will appear in a separate row on the report. The value for this field is pulled from the text field in the Part Break section when configuring the Parts Schedule tab for sessions. |
Text |
Part Description | This field displays the description of an ILT session part provided when the part was created/edited. The value for this field is pulled from the Description field when configuring the Parts Schedule tab for sessions. | Text |
Part Duration | This field displays the length of an ILT session part in minutes. The duration is calculated using the date and times selected in the part Start Date and End fields, which are configured on the Parts Schedule tab for sessions. The value for this field is pulled from the Start Date field in the Duration section when configuring the Parts Schedule tab for sessions. | Numeric |
Part End Date |
This field displays the date and time the ILT session part ends; usually entered in the time zone of the location where the part is scheduled. The value for this field is pulled from the End field when configuring the Parts Schedule tab for sessions. Note: To view the time zone associated with this part, include the Part Time Zone field in your report. |
Date |
Part Location |
This field displays the facility/location OU where the ILT session part was/will be held. The value for this field is pulled from the Name field when configuring the facility in Facilities & Resources. |
Text |
Part Location Address 1 |
This field displays the first line of the ILT session part location's address as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the Address #1 field when configuring the facility in Facilities & Resources. |
Text |
Part Location Address 2 |
This field displays the second line of the ILT session part location's address as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the Address #2 field when configuring the facility in Facilities & Resources. |
Text |
Part Location City |
This field displays the city field of the ILT session part location's address as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the City field when configuring the facility in Facilities & Resources. |
Text |
Part Location Fax |
This field displays the ILT session part location's fax number as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the Fax field when configuring the facility in Facilities & Resources. |
Text |
Part Location State |
This field displays the state/province field of the ILT session part location's address as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the State field when configuring the facility in Facilities & Resources. |
Text |
Part Location Zip |
This field displays the postal code field of the ILT session part location's address as identified in the Facility Information section of the Define Location page. The value for this field is pulled from the Postal Code field when configuring the facility in Facilities & Resources. |
Text |
Part Training Minutes |
This field displays the total number of minutes dedicated to training delivery for an ILT session part. Training minutes are calculated by subtracting the total break duration for all part breaks from the part duration, as defined when configuring the Parts Schedule tab for sessions. |
Numeric |
Part Instructor ID |
This field displays the user ID of the primary instructor for the session. In the report output, each instructor ID will display in a separate row. The user ID is defined in the User ID field on the user record. |
Text |
This field displays the title of the subject. The value for this field is pulled from the Subject Title field when configuring subjects in Subject Management. |
Text |

The fields in this section can report on SCORM 2004 training data for users who accessed and completed training both through web applications and using the mobile app.
FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
SCO Name | SCO name as appears on the course manifest. | Text |
SCO ID | SCO ID as appears on the course manifest. | Text |
Quiz Attempt | How many times the learner attempted the quiz. | Text |
Quiz Attempt Date | The date when the specific attempt occurred (this field is correlated with the "Attempt" field). | Text |
Question ID | Unique label for the interaction. | Text |
Question Description | A brief informative description of the interaction. | Text |
Question Type | Which type of interaction is recorded. | Text |
Question Weighting | Weight given to the interaction relative to other interactions. | Text |
User Response | Data generated when a learner responds to an interaction. | Text |
Response Status | Judgment of the correctness of the learner response. | Text |
Quiz Score | Number that reflects the performance of the learner for the objective. | Text |
Quiz Success Status | Indicates whether the learner has mastered the SCO. | Text |

FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
SCO Name | This is the SCO name as appears on the course manifest. | Text |
SCO ID | This is the SCO ID as appears on the course manifest. | Text |
Progress Measure | This is the measure of the progress the learner has made toward completing the SCO. | Numeric |
SCO Bookmark | This is the learner’s current location in the SCO. | Text |
Score Max | The maximum value in the range for the raw score. | Numeric |
Score Min | The minimum value in the range for the raw score. | Numeric |
Score Raw | The number that reflects the performance of the learner relative to the range bounded by the values of min and max. | Numeric |
Score Scaled | The number that reflects the performance of the learner. | Numeric |
Suspend Data | Space to store and retrieve data between learner sessions. | Text |

This section is only available for the custom Training Report, Training Plan Report, Transaction Report, and Transcript Report.
FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Ability to Select Session Admins and Managers |
This field indicates whether or not the event has been configured to allow administrators and managers to select sessions for end users. The value is pulled from the Ability to Select Sessions field when configuring the Properties tab for the event. |
Yes/No |
Ability to Select Sessions End Users |
This field indicates whether or not the event has been configured to allow end users to select sessions. The value is pulled from the Ability to Select Sessions field when configuring the Properties tab for the event. |
Yes/No |
Auto-Management of Waitlist |
This field indicates whether or not the waitlist will be auto-managed. The value is pulled from the Allow Auto-Management of Waitlist field when configuring the Properties tab for the event or the Details tab for the session. |
Yes/No |
Auto-Registration of Waitlist |
This field indicates whether or not users on the waitlist will be auto-registered upon granting the user a session seat. The value is pulled from the Auto-Register User upon Granting of Waitlist field when configuring the Properties tab for the event or the Details tab for the session. |
Yes/No |
Cost Currency |
This field displays the currency that is defined for the learning object (LO). The value for this field is pulled from the applicable currency field for the LO. For example, the session currency is pulled from the Price field on the Details tab when configuring the session. |
Text |
Course Code |
This field displays the unique identifier for the learning object (LO). This value is automatically generated for LOs when they are created if the Course Code functionality is enabled via Course Code Preferences. This value can be modified by administrators on the General tab of the Course Catalog. |
Text |
Course Publication Created By |
This field displays the name of the user who created the publication. The value displays as [Last Name], [First Name]. The value is pulled from the Created By column on the Course Publisher page. |
Text |
Course Publication Creation Date |
This field displays the date on which the course was published. The value is pulled from the Date Created column on the Course Publisher page. |
Date |
Course Publication Published? |
This field indicates whether or not the publication is published. The possible values are "Published" and "Pending Published." The value is pulled from the Status column on the Course Publisher page. |
Yes/No |
Course Publication Title |
This field the title of the publication. The value is pulled from the Title field on the Publication Information page, which is the page on which administrators create online courses. |
Text |
Course Rating Reviewer Is Anonymous |
This field indicates whether or not the review is anonymous. When the user rates the course anonymously, the report output displays "True." When the user does not rate the course anonymously, the report output displays "False." The value is pulled from the Make my review anonymous checkbox on the training review pop-up. Users can check the box so that their name does not appear when they submit their training review. |
Yes/No |
Course Rating Reviewer |
This field displays the name of the user who reviewed the course. The value displays as [Last Name], [First Name]. The value is pulled from the user record of the user who submitted the review. If the user checked the Rate Anonymously box when reviewing, then the field will be blank on the report output. |
Text |
Created By (Name) |
This field displays the name of the user who created the training. The value displays as [Last Name], [First Name]. The value is pulled from the user record of the user who created the training. For sessions, the user in this field is the same user as the Training Session Admin. |
Text |
Created By (User ID) |
This field displays the user ID of the user who created the training. The value is pulled from the User ID field on the user record of the user who created the training. For sessions, the user in this field is the same user as the Training Session Admin. |
Text |
Curriculum Section Title (Training) | This field displays the name of the curriculum section. The value is pulled from the Title field on the Add Section pop-up when configuring the Structure tab for curricula. | Text |
Electronic Signature Message |
This field displays the message configured with the electronic signature at the Course Catalog. The value is pulled from the Signature Message field on the General tab of the Course Catalog. |
Text |
Electronic Signature Required |
This field indicates whether or not an electronic signature is required for a learning object (LO). The report displays "Yes" if an electronic signature is required and "No" if an electronic signature is not required. The value is pulled from the Required Electronic Signature field on the General tab of the Course Catalog. |
Yes/No |
Email Configuration |
This field displays the option that was selected when deciding the type of emails for the training. The following are the possible values:
This field applies to all learning object (LO) types for which emails can be configured. |
Text |
Equivalent Training Title |
This field displays the learning objects (LO) that are defined as equivalent training. The LOs display in one line on the report output, with each LO title separated by a comma. The value for this field is pulled from the Training Equivalence field on the General tab of the Course Catalog. |
Text |
Equivalent Subjects |
This field displays the subjects that are associated with the learning object (LO). The value for this field is pulled from the Subjects tab in the Course Catalog for the LO. Each subject displays on the same line in the report output, separated by a comma. |
Text |
Event Number |
This field displays the value from the Event Number field on the Properties tab when configuring events. |
Text |
Inside Curriculum |
This field indicates whether or not the learning object (LO) is part of a curriculum. The value in the report output is either Yes or No. LOs are added to curricula from the Structure tab when configuring curricula. |
Yes/No |
Interest Tracking Allowed |
This field displays the value from the Allow interest tracking field on the Properties tab when configuring events. The value in the report output is either Yes or No. |
Yes/No |
Keyword |
This field displays the value from the Keywords field for learning objects (LO) that include keywords. Each keyword displays on the same line, separated by a comma. Keywords can be added from the General tab in the Course Catalog. They can also be added for individual LOs. |
Text |
Language Equivalent Training Title |
This field displays the language equivalent learning object (LO) for the training. The value is pulled from the Language Equivalents field on the General tab in the Course Catalog. |
Text |
Language |
This field displays the languages defined for the learning object (LO). The value is pulled from the Available Languages field on the General tab in the Course Catalog. Each language displays on the same line in the report output, separated by a comma. |
Text |
Last Modified By (User ID) |
This field displays the user ID of the user who last modified the learning object (LO). The value is pulled from the user record of the user who modified the training. |
Text |
Last Modified By |
This field displays the name of the user who last modified the learning object (LO). The value for this field is pulled from the modification history for the LO. The name displays as [Last Name], [First Name]. |
Text |
Last Modified Date |
This field displays the date and time on which the training was last modified. The value for this field is pulled from the modification history for the learning object (LO). |
Date |
Latest Version | This field displays the version number for the learning object (LO). The version number is automatically created by the system when the changes to an LO are saved. | Text |
Material Type Name |
This field displays the material type. The value is pulled from the Material Type field when configuring materials. Note: Material types are created on the Manage Material Types page in Materials Management. |
Text |
Material URL |
This field displays the material URL. The value is pulled from the Material Source field when "URL" is selected as the option when configuring materials. Note: Material types are created on the Manage Material Types page in Materials Management. |
Text |
MAX SCORE |
This field displays the maximum score that a user can receive for the learning object (LO). The value is defined for an individual LO. This field applies to multiple LO types. |
Numeric |
Maximum Number of Test Entries |
This field displays the maximum number of times a user can take the test to attempt a passing score before they are locked out of the test and are unable to take it again. The value for this field is pulled from the Attempts Allowed field on the General page when creating the test. This value only applies to tests. |
Numeric |
Minimum Part Attendance |
This field displays the minimum number of parts a user must attend in order for the session to be marked completed in their transcript. The value is pulled from the Attendance field on the Details tab when configuring sessions. |
Numeric |
Multiple Session Enrollment Allowed |
This field indicates whether the event is configured to allow users to attend multiple sessions for the event. The value for this field is pulled from the Allow Users to Attend Multiple Sessions option on the Properties page when creating the event. |
Yes/No |
Number of Attempts Allowed Tests |
This field displays the maximum number of times that a user can take the test. The value is pulled from the Attempts Allowed field on the General step when configuring tests. |
Numeric |
Objectives |
This field displays the objectives for the event. The value is pulled from the Objectives field when configuring the Properties tab for the event. |
Text |
OU Training Availability Include Subordinates |
This field indicates whether or not subordinate organizational units (OU) were included in the availability for the learning object (LO). The value for this field is pulled from the Include Subordinates column on the Availability page when configuring training in the Course Catalog. The report output displays "Yes" if subordinates are included or is blank if the checkbox is not selected in the Include Subordinates column. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Yes/No |
OU Training Availability Pre-Approved |
This field indicates whether or not users within the organizational unit (OU) are pre-approved for the training. The value for this field is pulled from the Include Pre-Approved column on the Availability page when configuring training in the Course Catalog. The report output displays "Yes" if box is checked in the Pre-Approved column. The report displays "No" if the box is not checked. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Yes/No |
OU Training Availability Register Upon Approval |
This field indicates whether or not users within the organizational unit (OU) are automatically registered for the training when they are approved for the training. The value for this field is pulled from the Register Upon Approval column on the Availability page when configuring training in the Course Catalog. The report output displays "Yes" if box is checked in the Register Upon Approval column. The report displays "No" if the box is not checked. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Yes/No |
OU Training Availability Type |
This field displays the training availability type for the organizational unit (OU). The following are the possible values that will appear in the report:
The value is defined in the Availability Type column on the Availability tab in the Course Catalog. The column displays a drop-down, from which the administrator selects an option to define the availability type. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Text |
OU Training Availability |
This field displays the organizational unit (OU) availability criteria that is configured for the training. The value is pulled from the Criteria column on the Availability page in the Course Catalog whenan OU is selected in the Select Criteria drop-down. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Text |
OU Training Request Form |
This field displays the name of the training request form that was selected for the learning object (LO) for the organizational unit (OU). The value for this field is pulled from the Training Request Form column on the Availability page when configuring training in the Course Catalog. Note: This field only applies to the OU criteria that is defined on the Availability tab; it does not apply to individual user criteria that is defined on the Availability tab. To include the availability data for individual users who are defined in the availability criteria on the Availability tab, you must include the User Training Availability fields in the report output. |
Text |
Parent Subjects | This field displays the name of the parent of the subject that is defined for the training. Multiple parent subjects display in the same line in the report output, separated by a comma. This field applies to multiple learning object (LO) types. | Text |
Post-Work Training Object IDs |
This field displays the Learning Object ID for any learning objects (LOs) that are set as post-work for the associated LO. The value for this field is pulled from the Post-Work field on the General page of the Course Catalog. |
Text |
Post-Work Training Titles |
This field displays the names of the post-work training that is configured for the learning object (LO). This field applies to multiple LO types. |
Text |
Prerequisite Training Object ID |
This field displays the Learning Object ID of the prerequisite training. Note: The object ID for a learning object (LO) is a unique, system-generated value that is created for all LOs. |
Text |
Prerequisite Training Title |
This field displays the title of prerequisite training that is configured for the learning object (LO). Each prerequisite training title appears on a separate row in the report output. The value for this field is pulled from the Name column in the Prerequisites table for the prerequisite within the LO type. For example, when configuring an LO in the Course Catalog (all but Library and Program LO types), the prerequisite title appears in the Name column in the Prerequisites table on the Prerequisites tab. |
Text |
Pre-Work Training Object IDs |
This field displays the Learning Object ID for any learning objects (LOs) that are set as pre-work for the associated LO. The value for this field is pulled from the Pre-Work field on the General page of the Course Catalog. |
Text |
Pre-Work Training Titles |
This field displays the names of the pre-work training that is configured for the learning object (LO). This field applies to multiple LO types. |
Text |
Provider City |
This field displays the city of the training provider. The value is pulled from the City field on the Vendor Details page when configuring vendors. Note: If you add this field to the report, you may also want to add the Training Provider field, which is located in the Training section and displays the name of the training provider. |
Text |
Provider Location Address 1 |
This field displays the address line 1 of the training provider. The value is pulled from the Address #1 field on the Vendor Details page when configuring vendors. Note: If you add this field to the report, you may also want to add the Training Provider field, which is located in the Training section and displays the name of the training provider. |
Text |
Provider Location Address 2 |
This field displays the address line 2 of the training provider. The value is pulled from the Address #1 field on the Vendor Details page when configuring vendors. Note: If you add this field to the report, you may also want to add the Training Provider field, which is located in the Training section and displays the name of the training provider. |
Text |
Provider State |
This field displays the state for the training provider. The value is pulled from the State, Postal Code field on the Vendor Details page when configuring vendors. Note: If you add this field to the report, you may also want to add the Training Provider field, which is located in the Training section and displays the name of the training provider. |
Text |
Provider Zip |
This field displays the ZIP Code for the training provider. The value is pulled from the State, Postal Code field on the Vendor Details page when configuring vendors. Note: If you add this field to the report, you may also want to add the Training Provider field, which is located in the Training section and displays the name of the training provider. |
Text |
Secondary Training Provider |
This field displays the name of the secondary vendor for the event. The value is pulled from the Secondary Vendor field on the Properties tab when configuring events. Note: This field is only available for portals with the ability to configure multiple providers for a session. For more information about this feature, see the Session Options Overview topic in Online Help. |
Text |
Session Cost Type |
This field displays the cost type for the individual cost that has been added to the session, such as materials, travel, catering, or room rental. The value for this field is pulled from the cost type that is selected when a Cost Per Session is added on the Details page when creating the session. |
Numeric |
Session Cost |
This field displays the cost amount for the individual cost that has been added to the session. The value for this field is pulled from the cost amount that is entered when a Cost Per Session is added on the Details page when creating the session. |
Numeric |
Training Roster Comments | This field displays the comments entered in the Comments section of the Roster page. Each comment displays on a separate line of the report. | Text |
Test Graders (ID) |
This field displays the user ID of the test grader for the test. If there are multiple test graders, the user IDs display on the same line and are separated by a comma. The value is pulled from the user record of the test grader. |
Text |
Time Limit Minutes (Tests) |
This field displays the number of minutes that is the maximum amount of time a user has to take the test. The value is defined on the Structure tab when configured tests. |
Numeric |
Total Number of Requesting Users |
This field displays the number of users who have requested the training. This field applies to multiple learning object (LO) types. |
Numeric |
Total Seats Available |
This field displays the total number of seats that are currently available for the session (i.e., seats that have not yet been registered for). The value is pulled from the Seats Available field on the Roster page. |
Numeric |
Total Seats Taken |
This field displays the number of seats for which users are registered. The value is calculated by subtracting the total number of registrations from the total number of seats allowed for the session. |
Numeric |
Total Session Cost |
This field displays the total of all costs that have been added to the session. The value for this field is pulled from the Total Cost per Session field that is displayed on the Details page when creating the session. |
Numeric |
Training Active |
This field indicates whether or not the learning object (LO) is active or inactive. The report displays "Y" for active and "N" for inactive. The value is pulled from the Active field for the LO. |
Numeric |
Training Advanced Reg. Deadline |
This field displays the date and time the advanced registration period will end for the event or session. For events, the value is pulled from the Advance Registration lasts for X days after session is created field on the Session Defaults tab. For sessions, the value is pulled from the X is the number of days Advanced Registration lasts after the session is created field on the Details tab. |
Numeric |
Training Competencies |
This field displays all competencies associated with the learning object (LO), via the course catalog. The localized values for the competencies are displayed. All competencies are listed in the same cell in the report, separated by a comma. The value is pulled from the list of competencies that are defined for the LO. |
Text |
Training Contact (User ID) |
This field displays the user ID of the person who ILT training participants can contact for more information about the training. The value is pulled from the user record of the user who is the training contact. Note: This field only applies to Event and Session learning object types. |
Text |
Training Contact |
This field displays the name of the person who ILT training participants can contact for more information about the training. The value displays as [Last Name], [First Name]. The value is pulled from the Training Contact field for the learning object. This field applies to both sessions and events. There may be a different training contact for the event than for the session, and vice versa. If your report includes both Event and Session training types, the contact for the event will display on a separate row from the contact for the session. If there are multiple sessions for an event, there may be a different contact for each session. The contact for each session will appear on a separate row in the report. Note: This field only applies to Event and Session learning object types. |
Text |
Training Created Date |
This field displays the date and time the learning object was created. Time will display in the time zone of the user who created the training. |
Date |
Training Credits |
This field displays the number of credits a user will receive once they complete the training. The value is pulled from the Credits field on the General tab in the Course Catalog. |
Numeric |
Training Deactivation Date |
This field displays the date on which the training will be deactivated. The value for this field is pulled from the Deactivate this course on X date on the General tab when configuring training in the Course Catalog. |
Date |
Training Description |
This field displays the description provided for the learning object. The value is pulled from the Description field for the learning object. |
Text |
Training End Date |
This field displays the date and time the session part ends. The value displays in the time zone of the user running the report. If you would also like to view the time zone associated with the part, include the Part Time Zone field in your report. The value for the Training End Date field is pulled from the End field in the DATE AND TIME section on the Parts Schedule tab for the session. |
Date |
Training Eval 1 | This field displays the evaluation ID of the Level one evaluation associated with the learning object. The value for this field is pulled from the evaluations that are defined for the learning object (LO) on the Evaluations tab within Course Catalog. | Numeric |
Training Eval 2 | This field displays the evaluation ID of the Level two evaluation associated with the learning object. The value for this field is pulled from the evaluations that are defined for the learning object (LO) on the Evaluations tab within Course Catalog. | Numeric |
Training Eval 3 | This field displays the evaluation ID of the Level three evaluation associated with the learning object. The value for this field is pulled from the evaluations that are defined for the learning object (LO) on the Evaluations tab within Course Catalog. | Numeric |
Training Hours |
This field displays the total number of hours dedicated to training delivery. This field applies to all training types. For ILT sessions, training hours are calculated by subtracting the total break duration from the training duration of all scheduled parts. For other LO types, the training hours are defined by the administrator in the Training Hours field on the General tab of the Course Catalog. The purpose of entering a value is to display the expected hours it will take users to complete the training. |
Numeric |
Dev Plan Training ID |
For ILT sessions, this field displays the Session ID entered by the administrator in the Session ID field on the Details tab when configuring the session. For other LO types, an ID is generated by the system on the back end when the learning object is created. |
Text |
Training Locator Number |
This field displays the unique, sequential number that is assigned to a session by the system when the session is created. The value is pulled from the Locator Number field on the Details tab for the session. |
Numeric |
Training Max Registration |
This field displays the maximum number of users who can register for the session. The value is pulled from the Details tab when configuring the session. |
Numeric |
Training Min Registration |
This field displays the minimum number of users who can register for the session. The value is pulled from the Details tab when configuring the session. |
Numeric |
Training Object ID |
This field displays the unique, system generated learning object ID that is created for all learning objects. This object ID is used to identify learning objects for historical data loads of transcript information. |
Numeric |
Training Price |
This field displays the price charged to register for a learning object (LO). This field contains numeric values only and does not include the currency associated with the price. The value is pulled from the Default Price Field from Pricing tab in the Course Catalog when configuring the LO. |
Numeric |
Training Provider | This field displays the name of the training provider/vendor associated with a learning object (LO). The value is pulled from the provider/vendor field on the associated LO. | Text |
This field displays the purpose for the training, as defined by the administrator in the Training Purpose field on the General tab of the Course Catalog. Training purposes are created by the administrator in .Note: The Training Purpose field in the Transcript section of custom reports is an end user field. The value in the report is the training purpose selected by the user when they requested the training. |
Text |
Training Reg Deadline |
This field displays the time and date when users may no longer register for a session. Time is displayed in the user's time zone using a 24-hour clock. The value is pulled from the Registration Deadline field on the Details tab when configuring the session. |
Numeric |
Training Skills |
This field displays the resume skills associated with a learning object (LO). The value is pulled from the Skills tab when configuring the LO in the Course Catalog. All skills appear on the report in the same cell separated by a comma. Skills are created by the administrator in See Define Attributes. . |
Numeric |
Training Start Date |
This field displays the date and time the part begins. The value displays in the time zone of the user running the report. If you would also like to view the time zone associated with the part, include the Part Time Zone field in your report. The value for the Training Start Date field is pulled from the Start Date field in the DATE AND TIME section on the Parts Schedule tab for the session. |
Date |
Training Status | This field displays the status of the learning object (i.e., Approved, Expired, Tentative, Completed). This field does not display user transcript status for the learning object. For that, be sure to include the Transcript Status field in your report. | Text |
Training Subjects |
This field displays the name of the subjects that are configured for the learning object. This field separates subjects into individual rows and supports localization. The value is pulled from the Subjects tab in the Course Catalog. |
Text |
Training Title |
This field displays the title of the learning object (LO). The value is pulled from the Title field for the LO. |
Text |
Training Version Comments |
This field displays the comments that were entered by the administrator when the version was created. The value for this field is pulled from the Comments field that is available when creating a new version of a learning object (LO). The location of the field varies by LO. |
Text |
Training Version Effective Date |
This field displays the date on which the version is effective. The location and name of the field in the system will vary based on the learning object type. For example, the value for this field for certifications is pulled from the Effective Date field on the Confirm page when configuring a new version of a certification. |
Date |
Training Version |
This field displays the version number, if the learning object (LO) has multiple versions. The value for this field is usually pulled from the Version column on the Administration/Management page for the associated LO, such as the Certification Administration page and the Curricula Administration page. |
Text |
User Course Review Desc |
This field displays the user's review of the training. The value is pulled from the Write your review for this training here field on the training review pop-up. |
Text |
User Course Review Title |
This field displays the title that the user entered for their review of the training. The value is pulled from the Enter review title here field on the training review pop-up. |
Text |
User Training Availability Include Subordinates |
This field indicates whether or not subordinates of the user are included in the availability for the learning object (LO). The value for this field is pulled from the Include Subordinates option on the Availability page when configuring training in the Course Catalog. The report output displays "Yes" if subordinates are included or is blank if the checkbox is not selected in the Include Subordinates column. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Text |
User Training Availability Pre-Approved |
This field indicates whether or not the user on the Availability tab is pre-approved for the training. The value for this field is pulled from the Include Pre-Approved column on the Availability page in the Course Catalog. The report output displays "Yes" if box is checked in the Pre-Approved column. The report displays "No" if the box is not checked. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Yes/No |
User Training Availability Register Upon Approval |
This field indicates whether or not the user on the Availability tab is automatically registered for the training when they are approved for the training. The value for this field is pulled from the Register Upon Approval column on the Availability page when configuring training in the Course Catalog. The report output displays "Yes" if box is checked in the Register Upon Approval column. The report displays "No" if the box is not checked. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Yes/No |
User Training Availability Type |
This field displays the training availability type for the user availability criteria that is configured for the training. The following are the possible values that will appear in the report:
The value is defined in the Availability Type column on the Availability tab in the Course Catalog. The column displays a drop-down, from which the administrator selects an option to define the availability type. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Text |
User Training Availability |
This field displays the user availability criteria that is configured for the training. The value is pulled from the users in the Criteria column on the Availability page in the Course Catalog when "Users" is selected in the Select Criteria drop-down. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Text |
User Training Request Form |
This field displays the name of the training request form that was selected for the user availability criteria for an individual user. The value for this field is pulled from the Training Request Form column on the Availability page in the Course Catalog. Note: This field only applies to individual users who are added to the Availability tab; it does not apply to organizational unit (OU) criteria that is defined on the Availability tab. To include OU training availability criteria data, you must include the OU Training Availability fields in the report output. |
Text |
User Course Rating |
This field displays the rating submitted by the user for the training. The value is pulled from the star rating that is given by the user on the training review pop-up. The report displays a number based on the number of stars the user selected as the rating. |
Numeric |
Waitlists Allowed |
This field indicates whether or not the event or session allows waitlists. The report displays "True" if waitlists are allowed and displays "False" waitlists are not allowed. For events, the value is pulled from the Allow waitlist for sessions in this event field on the Session Defaults tab. For sessions, the value is pulled from the Allow waitlist for sessions in this event field on the Details tab when configuring the session. |
Yes/No |

This section is only available for the custom Multi-Module Report and the Transcript Report.
FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Form Description |
This field displays the description provided for the training request form associated with a learning object on the user's transcript. The value is pulled from the Description field when configuring training request forms. |
Text |
Form Instruction |
This field displays the text that appears at the top of the training request form as instructions. The value is pulled from the Instructions field when configuring training request forms. |
Text |
Form Owners |
This field displays the names of the users who own the training request form that is associated with a learning object on the user's transcript. Owners have access to the form and can modify all user forms. The value is pulled from the Form Owners field when configuring training request forms. |
Text |
Form Submission Status |
This field displays the status of the training request form associated with a learning object on the user's transcript. The standard statuses are Not Started, Submitted, Modified, Completed, and Cancelled. However, the statuses may appear differently in your portal, since they can be renamed on the Manage Form Status Names page. The value for the Form Submission Status field is pulled from the Status field on the transcript page. |
Text |
Form Title |
This field displays the text that appears at the top of the training request form as instructions. The value is pulled from the Title field when configuring training request forms. |
Text |

This section is only available for the custom Test Report, Transaction Report, and Transcript Report.
FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Archived from Transcript? | This field indicates whether or not the learning object (LO) has been moved to the user's archived transcript. The report displays "Yes" if the LO has been archived and displays "No" if the LO is not archived. | Yes/No |
Assign Comments |
This field displays comments or instructions entered by the assignor, if the training was assigned. If no comments were entered at the time of the assignment, "Initial Request" appears in this field on the report output. Comments are entered by the assignor in the Add a Comment field on the Assign Training page. See Assign Training. |
Yes/No |
Assigned by (ID) |
This field displays the user ID of the user who assigned the training. The value is pulled from the user record of the user who assigned the training. |
Text |
Assigned by (name) |
This field displays the name of the user who assigned the training. The value displays as [Last Name], [First Name]. The value is pulled from the user record of the user who assigned the training. |
Text |
Assigned |
This field indicates whether or not the learning object (LO) was assigned to the user (rather than the user requesting the LO). The report displays "Yes" if the LO was assigned and displays "No" if the LO was not assigned. |
Yes/No |
Cancellation Reason Comments |
This field displays the comments entered when canceling the session. The value is pulled from the Additional Comment field on the Session Details page. Sessions are canceled by clicking the Cancel Session icon |
Text |
Cancellation Reason |
This field displays the reason selected for canceling the session. The value is pulled from the Please select a reason drop-down on the Session Details page. Sessions are canceled by clicking the Cancel Session icon Note: Deleted cancellation reasons will persist in reporting in order to allow reporting on cancellation reasons used in the past. |
Text |
Curriculum Completion Percentage |
This field enables reporting on the completion percentage of curricula. The completion percentage for each user is calculated once the user completes the first training item in the curriculum. The value is pulled from the Curriculum Progress field in the Curricula Player. ![]()
Note: Upon implementation of this field for the October '15 release, for existing curricula, users will need to re-access the Curricula Player for a particular curriculum in order for completion percentage to calculate. For new curricula created after this enhancement, completion percentage will be calculated when the user accesses the curriculum in the Curricula Player. |
Numeric |
Exempted By(ID) |
This field displays the user ID of the person who approved or denied the exemption request for a learning object on the user's transcript. The value is pulled from the user record of the user who exempted the training. |
Text |
Exempted By(Name) |
This field displays the name of the person who approved or denied the exemption request for a learning object on the user's transcript. The value displays as [Last Name], [First Name]. The value is pulled from the user record of the user who approved or denied the exemption request. |
Text |
Exemption Comments (Exemptor) |
This field displays the comments entered by the person who approved or denied the exemption request. The value is pulled from the Comments field on the Exempt Response pop-up. |
Text |
Exemption Date |
This field displays the date and time an exemption request was approved or denied. Time is displayed in UTC (Coordinated Universal Time) using either a 12 or 24 hour clock, based on the user's culture setting. The value is pulled from the Date column on the Completed tab of the Exemption Requests page. |
Text |
Exemption Reasons (Exemptor) |
This field displays the reason selected by the exemptor when they approved or denied the exemption request for a learning object on a user's transcript. The value is pulled from the Indicate Reason field on the Exempt Response pop-up. |
Text |
Exemption Reasons (User) |
This field displays the reason selected by the user when they requested an exemption for a learning object on their transcript. The value is pulled from the Indicate Reason field on the Exemption Request pop-up. |
Text |
Last Transcript Status Change Date |
This field displays the date and time of the most recent change to the user's transcript status in regards to a learning object. Time is displayed in the user's time zone using a 12 or 24 hour clock, based on the user's culture setting. The value is pulled from the Approval History section on the Training Details page of the transcript. |
Date |
Past Due Aging |
This field displays the number of days a learning object is past due for completion by a user, if a due date was assigned. The value is calculated by subtracting the current date from the due date. |
Numeric |
Removal Comments |
This field displays the comments provided by the person who removed a learning object from a user's transcript, if comments were provided and the training was removed. The value is pulled from the comments box on the remove training page. |
Text |
Removal Reason |
This field displays the reason provided by the person who removed a learning object from a user's transcript, if comments were provided and the training was removed. The value is pulled from the comments box on the remove training page. |
Text |
Required | This field indicates whether or not a learning object has been identified as required training for the user. The report displays "Yes" if the learning object is required and displays "No" if the learning object is not required. The value for this field is pulled from the Availability Type setting on the Availability tab within the Course Catalog. | Yes/No |
Session Withdrawal Date | This field displays the date on which the user withdrew from the session. The value is pulled from the Approval History section on the Training Details page of the transcript. | Date |
Suggested | This field indicates whether or not a learning object has been identified as suggested training for the user. The report displays "Yes" if the learning object is suggested and displays "No" if the learning object is not suggested. The value for this field is pulled from the Availability Type setting on the Availability tab within the Course Catalog. | Yes/No |
Training Badge Point Value |
This field displays the point value for the Learning badge that was automatically awarded to the user for completing the training. The badge appears on the Training Completion page in the user’s transcript. The point value for a Learning badge is configured by the administrator in Badge & Points Preferences. Learning badges are added to individual learning objects on the General tab of the Course Catalog. The value for the Training Badge Point Value field is pulled from the Points field on the Add Badge pop-up in Badge & Points Preferences. |
Numeric |
Training Badge Title |
This field displays the title of the Learning badge that was automatically awarded to the user for completing the training. The badge appears on the Training Completion page in the user’s transcript. Learning badges are configured by the administrator in Badge & Points Preferences and are added to individual learning objects on the General tab of the Course Catalog. The value for the Training Badge Title field is pulled from the Title field on the Add Badge pop-up in Badge & Points Preferences. |
Text |
Training Link Expiration Date |
This field displays the date on which the user will no longer have access to the learning object (LO) after they register for the LO. The value is pulled from the Default Link Expiration field on the Pricing tab for the LO in the Course Catalog. |
Date |
Training Point Value |
This field displays the point value that was awarded to the user for completing the training. The point value is the number of points that were configured for the badge at the time that the user completed the training. The point value for a Learning badge is configured by the administrator in Badge & Points Preferences. Learning badges are added to individual learning objects on the General tab of the Course Catalog. The value for the Training Point Value field is pulled from the Training Completion page, which is accessed from the user's Completed transcript page in Universal Profile. |
Text |
Training Purpose Category |
This field displays the training purpose category selected by the user who approved the learning object. The value is pulled from the Select Category drop-down in the Purpose column on the View Pending Requests page. Training purpose categories are created by the administrator in . |
Text |
Training Purpose |
This field displays the training purpose selected by the user when they requested the learning object. The value is pulled from the Request pop-up when the user clicks to request the training. The Training Purpose custom reports field only applies if Training Purpose functionality is activated for the portal. |
Text |
Transcript Assigned Date |
This field displays the date and time the learning object was added to the user's transcript. Time is displayed in the user's time zone using a 12 or 24 hour clock, based on the user's culture setting. The value is pulled from the Approval History tab on the Training Details page in the transcript. |
Date |
Transcript Completed Date | This field displays the date and time the learning object was marked complete. Time is displayed in the user's time zone using a 24 hour clock. The value is pulled from the Approval History tab on the Training Details page in the transcript. | Date |
Transcript Due Date |
This field displays the date by which the user must complete the learning object, if a due date was assigned. The value is pulled from the Due field on the transcript. |
Date |
Transcript Registration Date |
This field displays the time and date the learning object moved to registered status on the user's transcript. Time is displayed in the user's time zone using a 12 or 24 hour clock, based on the user's culture setting. The value is pulled from the Approval History tab on the Training Details page in the transcript. |
Date |
Transcript Removed Date | This field displays the time and date the learning object removed from the user's transcript. Time is displayed in the user's time zone using a 12 or 24 hour clock, based on the user's culture setting. The value is pulled from the Approval History tab on the Training Details page in the transcript. | Date |
Removed from Transcript? | This field indicates if a learning object was removed from a user's transcript. The report displays a value of "1" if the training was removed and displays a value of "0" if the training has not been removed. | Yes/No |
Transcript Score |
This field displays the score the user received on a learning object completion attempt. The value is pulled from the Score field on the Training Details page in the transcript. For sessions, the score that displays is pulled from the Score column on the Roster tab of the Session Roster page. |
Numeric |
Transcript Status |
This field displays the user's transcript status with regards to a learning object. The value is pulled from the Status field on the transcript page. |
Text |
# Parts User Attended | This field displays the number of session parts the user attended. The value is pulled from the Attendance column on the Session Roster page for the session in Manage Events and Sessions. | Numeric |
Waitlist Priority Rank |
This field displays the user's priority order on the waitlist. The value is pulled from the Order column on the Waitlist page for the session in Manage Events and Sessions. |
Numeric |
Withdrawal Reason Comments |
This field displays the comments the user entered when withdrawing from the session. The value is pulled from the Comments field on the Session Details page, which is accessed by clicking Withdraw from the options drop-down for the session on the transcript page. |
Text |
Withdrawal Reason |
This field displays the reason the user selected for withdrawing from the session. The value is pulled from the Please select a reason drop-down on the Session Details page, which is accessed by clicking Withdraw from the options drop-down for the session on the transcript page. |
Text |

This section is available in custom Certification, Compensation, Competency, Compliance, Development Plan, Evaluations, Goals, Multi-Module, Observation Checklist, Onboarding, Performance, Performance Review, Recruiting, Resume, Succession, Test, Training Form Management, Training Forms - Curricula, Training Plan, Transaction, Transcript, and User Report.
FIELD NAME | FIELD DESCRIPTION | FIELD TYPE |
Address Line 1 |
This field displays the user's Address Line 1. The value is pulled from the Address Line 1 field on the user record. |
Text |
Allow Reconciliation |
This field indicates whether or not the user's user record should remain active or be deactivated if the user does not appear in the most recent data feed. The value is pulled from the Allow Reconciliation field on the user record. If reconciliation is allowed, the user's record will be deactivated if it no longer appears in the feed. The report results display "Yes" in these instances. If reconciliation is NOT allowed, then the user's record will be not be deactivated if it no longer appears in the feed. The report results display "No" in these instances. |
Yes/No |
City |
This field displays the user's city. The value is pulled from the City field on the user record. |
Text |
Cost Center Approver Ref |
This field displays the user ID of the user's cost center approver. The value is pulled from the User ID field on the user record. |
Text |
Cost Center Approver |
This field displays the name of the user's cost center approver. The value displays as [Last Name], [First Name]. The value is pulled from the Approver field on the Define OU page when configuring OUs. |
Text |
Cost Center ID |
This field displays the ID of the organizational unit (OU). The value for this field is pulled from the ID field on the OU configuration page in Manage Organizational Unit Hierarchy. |
Text |
Cost Center Owner |
This field displays the owner of the user's assigned Cost Center Organizational Unit (OU). The value is pulled from the Owner field on the Define OU page when configuring the OU. |
Text |
Cost Center Parent |
This field displays the parent of the user's assigned Cost Center Organizational Unit (OU). The value is pulled from the Parent field on the Define OU page when configuring OUs. |
Text |
Cost Center Ref |
This field displays the ID of the user's assigned Cost Center Organizational Unit (OU). The value is pulled from the ID field on the Define Cost Center page when configuring cost centers. |
Text |
Cost Center |
This field displays the name of the user's assigned Cost Center Organizational Unit (OU), as shown on the user record page. If the Cost Center OU has been renamed for the portal, this value in the report will reflect the updated name. |
Text |
Display Language | This field displays the language in which the user's portal displays when they are logged in, as shown on the User Record, when available. The value is pulled from the Display Language field on the user record. If Display Language is not populated on the User Record, the default language for the OU will be displayed. Unless otherwise changed, the default language setting is English. | Text |
Division ID |
This field displays the ID of the organizational unit (OU). The value for this field is pulled from the ID field on the OU configuration page in Manage Organizational Unit Hierarchy. |
Text |
Division Owner |
This field displays the owner of the user's assigned Division Organizational Unit (OU). The value is pulled from the Owner field on the Define OU page when configuring the OU. |
Text |
Division Parent Ref |
This field displays the ID of the parent of the user's assigned Division Organizational Unit (OU). The value is pulled from the ID field on the Define OU page of the parent Division OU when configuring OUs. |
Text |
Division Parent |
This field displays the parent of the user's assigned Division Organizational Unit (OU). The value is pulled from the Parent field on the Define OU page when configuring OUs. |
Text |
Division Ref |
This field displays the ID of the user's assigned Division Organizational Unit (OU). The value is pulled from the ID field on the Define OU page when configuring OUs. |
Text |
Division |
This field displays the name of the user's assigned Division Organizational Unit (OU). The value is pulled from the Division field on the user record. If the Division OU has been renamed for the portal, the value in the report will reflect the updated name. |
Text |
Grade ID |
This field displays the ID of the organizational unit (OU). The value for this field is pulled from the ID field on the OU configuration page in Manage Organizational Unit Hierarchy. |
Text |
Grade Owner |
This field displays the owner of the Grade Organizational Unit (OU). The value is pulled from the Owner field on the Define OU page when configuring the OU. |
Text |
Grade Parent |
This field displays the parent of the user's assigned Grade Organizational Unit (OU). The value is pulled from the Parent field on the Define OU page when configuring OUs. |
Text |
Grade Ref |
This field displays the ID of the user's assigned Grade Organizational Unit (OU). The value is pulled from the ID field on the Define OU page when configuring OUs. |
Text |
Grade |
This field displays the name of the user's assigned Grade Organizational Unit (OU). The value is pulled from the Grade field on the user record. |
Text |
Local System ID | The value that displays in the report output for this field is the identifier from a local system. In the system, the field is typically used when Cornerstone is generating User IDs for users and the organization wants to store the identifier from their local Human Resources (HR) or Payroll system in the Cornerstone system. | Text |
Location ID |
This field displays the ID of the organizational unit (OU). The value for this field is pulled from the ID field on the OU configuration page in Manage Organizational Unit Hierarchy. |
Text |
Location Owner |
This field displays the owner of the user's assigned Location Organizational Unit (OU). The value is pulled from the Location field on the Define OU page when configuring the OU. |
Text |
Location Parent |
This field displays the parent of the user's assigned Location Organizational Unit (OU). The value is pulled from the Parent field on the Define OU page when configuring OUs. |
Text |
Location Ref |
This field displays the ID of the user's assigned Location Organizational Unit (OU). The value is pulled from the ID field on the Define OU page when configuring OUs. |
Text |
Mailstop |
This field displays the user's mailstop, as defined on the user record. |
Text |
Months of Service |
This field displays the numeric value provided through data feed only. |
Numeric |
Photo Exists |
This field indicates whether or not a photo has been uploaded on the user's user record. The report displays "Yes" if a photo has been uploaded and displays "No" if a photo has not been uploaded. |
Text |
Position ID |
This field displays the ID of the organizational unit (OU). The value for this field is pulled from the ID field on the OU configuration page in Manage Organizational Unit Hierarchy. |
Text |
Position Owner |
This field displays the owner of the user's assigned Position Organizational Unit (OU). The value is pulled from the Owner field on the Define OU page when configuring the OU. |
Text |
Position Parent |
This field displays the parent of the user's assigned Position Organizational Unit (OU). The value is pulled from the Parent field on the Define OU page when configuring OUs. |
Text |
Position Ref |
This field displays the ID of the user's assigned Position Organizational Unit (OU). The value is pulled from the ID field on the Define OU page when configuring OUs. |
Text |
Position |
This field displays the name of the user's assigned Position Organizational Unit (OU). The value is pulled from the Position field on the user record. If the Position OU has been renamed for the portal, the value in the report will reflect the updated name. |
Text |
Postal Code |
This field displays the user's ZIP or Postal Code. The value is pulled from the Zip field on the user record. |
Text |
Required Approvals |
This field displays the number of people (e.g., managers, approvers) from which the user must get approval before being able to register for training. The value is pulled from the Required Training Approvals field on the user record. |
Text |
State/Province |
This field displays the user's state or province. The value is pulled from the State field on the user record. |
Text |
User Absent |
This field displays the user's absent status. The report displays "Yes" if the user is marked absent and displays "No" if the user is not absent. The value is pulled from the Absent field on the user record. |
Yes/No |
User Address 2 |
This field displays the user's Address Line 2. The value is pulled from the Address Line 2 field on the user record. |
Text |
User Approver ID |
This field displays the user ID of the user's approver. The value is pulled from the User ID field on the user record. |
Text |
User Approver Name |
This field displays the name of the user's approver. The value displays as [Last Name], [First Name]. The value is pulled from the First Name/Last Name fields on the user record. |
Text |
User Country |
This field displays the user's country. The value is pulled from the Country field on the user record. |
Text |
User Email |
This field displays the user's email address. The value is pulled from the Email Address field on the user record. |
Text |
User Fax Number |
This field displays the user's fax number. The value is pulled from the Fax Number field on the user record. |
Text |
User First Name |
This field displays the user's first name. The value is pulled from the First Name field on the user record. |
Text |
User Full Name |
This field displays the name of the user's full name. The value displays as [Last Name], [First Name]. The value is pulled from the First Name/Last Name fields on the user record. |
Text |
User ID |
This field displays the user's user ID, which is the unique identifier for the user. The value is pulled from the User ID field on the user record. |
Text |
User Indirect Manager Email |
This field displays the email address of the user's indirect manager. The value is pulled from the Email Address field on the user record of the user's indirect manager. |
Text |
User Indirect Manager First Name |
This field displays the first name of the user's indirect manager. The value is pulled from the First Name field on the user record of the user's indirect manager. |
Text |
User Indirect Manager Id |
This field displays the user ID of the user's indirect manager. The value is pulled from the User ID field on the user record of the user's indirect manager. |
Text |
User Indirect Manager Last Name |
This field displays the last name of the user's indirect manager. The value is pulled from the Last Name field on the user record of the user's indirect manager. |
Text |
User Indirect Manager Name |
This field displays the full name of the user's indirect manager. The value displays as [Last Name], [First Name]. The value is pulled from the First Name/Last Name fields on the user record of the user's indirect manager. |
Text |
User Last Access |
This field displays thedate and time of the user's most recent, successful login prior to the analytics data refresh. Date criterion is always implemented using UTC (Coordinated Universal Time). |
Date |
User Last Hire Date |
This field displays the date on which the user was most recently hired. The value is pulled from the Last Hire Date field on the user record. |
Date |
User Last Name |
This field displays the user's last name. The value is pulled from the Last Name field on the user record. |
Text |
User Manager Email |
This field displays the email address of the user's manager. The value is pulled from the Email Address field on the user record of the user's manager. |
Text |
User Manager ID |
This field displays the user ID of the user's manager. The value is pulled from the User ID field on the user record of the user's manager. |
Text |
User Manager Name |
This field displays the full name of the user's manager. The value displays as [Last Name], [First Name]. The value is pulled from the First Name/Last Name fields on the user record of the user's manager. |
Text |
User Middle Name |
This field displays the user's middle name. The value is pulled from the Middle Name field on the user record. |
Text |
User Mobile Number |
This field displays the user's mobile phone number. The value is pulled from the Mobile Phone field on the user record. |
Text |
User Name |
This field displays the user's user name, which is used to log in to the portal. The value is pulled from the User Name field on the user record. |
Text |
User Name Prefix |
This field displays the user's name prefix. Examples of name prefixes include Mr., Mrs., Ms., Miss, Dr. The value is pulled from the Prefix field on the user record. |
Text |
User Name suffix |
This field displays the user's name suffix. Examples of name prefixes include II, III, Jr., Sr. The value is pulled from the Suffix field on the user record. |
Text |
User Orig. Hire Date |
This field displays the date on which the user was most originally hired. The value is pulled from the Original Hire Date field on the user record. |
Date |
User Phone Number |
This field displays the user's phone number. The value is pulled from the Phone field on the user record. |
Text |
User Status |
This field displays the user's status. The value in the report output is Active, Inactive, Pending Approval, or N/A. Users with an inactive status are unable to log in to the portal. Pending approval status applies to users who have submitted self-registration requests that are pending approval by the self-registration group approver. Users pending approval cannot log in to the portal until their records are approved. N/A status applies to external user's added to peer groups in Performance, and External Candidate for external successors added during Succession Planning tasks. The value for the User Status field in the report is pulled from the User Status field on the user record. |
Text |
Create a Custom Transcript Report

You can name the report at any point during the report creation process; however, reports cannot be saved until they have been given a name. You can also select a folder in which to store the report.

Naming the report in the Report Designer is required in order to save the report. The
button is not enabled until a report title is entered. The report name should be descriptive and meaningful.
To name the report:
- Enter a title in the Report Title field in the upper-left corner of the page. The field accepts alphanumeric characters and the following special characters:
- -
- _
- (
- )
- "
- '
- .
- ,
- [
- ]
- Once a report title is entered, the button is enabled.
- Click to save the report title. The also saves the report. The report title will display at the top of the page and can be entered or edited at any time during the report configuration process.

Selecting a storage folder is optional. The report folder drop-down displays the custom reports folder hierarchy and enables you to move reports into a designated folder. By default, the Custom Reports folder displays in the drop-down.
To select a folder:
- Click the report folder drop-down. This opens a list of available folders.
- Click the folder name. This adds the report to the folder.

The Fields panel displays all of the fields that are available for the report. The fields that you add to the report represent the information that you want to report on. For example, if you add the User Full Name and User Address fields, then the report will show the physical address for all of the users in the report.
The fields are organized into sections and can be sorted by field type using the Show drop-down. You can also search for fields in the Search bar by entering a full or partial search term.
When adding fields, it is recommended that you start by adding biographical fields, such as User ID. Then, add the fields on the topic that you are reporting on, such as Training Title or Transcript Status.

The Show drop-down enables you to select the types of fields that you would like to display in the Fields panel. You can filter by standard and custom fields, as well as by Text, Numeric, Date, or Yes/No data types.
To filter by type, click the Show drop-down and select one or more of the following options:
- Standard Fields - Checking this box displays all applicable standard fields for the report type.
- Custom Fields - Checking this box displays all applicable custom fields for the report type.
- Text - Checking this box filters the standard and custom fields that display in each field type section to display only text fields.
- Numeric - Checking this box filters the standard and custom fields that display in each field type section to display only numeric fields.
- Date - Checking this box filters the standard and custom fields that display in each field type section to display only date fields.
- Yes/No - Checking this box filters the standard and custom fields that display in each field type section to display only Yes/No fields.
As filters are selected, the fields in each field type section update to display only the fields that meet the filter criteria.
Tip: Clicking the Field type section name selects all filters in the Field Type section. Clicking the Data type section name selects all filters in the Data Type section.

The search bar allows you to filter the Fields panel to only display fields that match your search criteria.
To search for fields, enter a full or partial search term in the Search bar. Each section in the Fields panel updates when you stop typing to display the fields that match the search criteria. The number of matching fields in a section displays in parentheses to the right of the section name.

There are multiple ways to add fields to the report. Do one of the following to add a field:
- Click the field name in the Fields panel. The field only needs to be clicked once to add it to the report.
- Drag and drop the field from the Fields panel to the report preview panel.
- Type a full or partial field name in the Type or drag a field here box in the report preview panel. When text is entered, the drop-down in the Type or drag a field here box filters to display the matching field names. Select the desired field from the drop-down to add the field to the report.
- Click in the Type or drag a field here box in the report preview panel and select the desired field from the list.
In addition, there are two areas to which fields can be added:
- Report preview panel
- Field Filters tab - Note: Fields can only be added to this tab by dragging and dropping the field name from the Fields panel or by selecting the field from the field selection drop-down on the Field Filters tab.
When you click a field name, the field is automatically added to the report preview section as a separate column. Any report data associated with the field displays in the preview section.

Each field type section displays the fields associated with the field type. Each field is identified within the section as text , numeric
, date
, or True/False
.

Add Calculated Field
The option to add a calculated field displays in the Calculated Fields field type section. Clicking the plus icon opens the Calculated Field Wizard. Once the field is created, the field is added to the list of fields in the Calculated Fields field type section and adds the field to the report preview.
Note: Calculated fields can only be used in summarized reports.
Edit/Copy/Remove Calculated Field
The options to edit, copy, or delete a calculated field still appear in a drop-down but are now available by hovering over the right arrow icon at the end of the field row. This enables the following options to appear:
- Edit - Click Edit to open the Edit/Copy Calculated Field Wizard. When editing a calculated field, the report preview does not automatically update to show the changes to the report results. You must click to update the report preview.
- Copy - Click Copy to open the Edit/Copy Calculated Field Wizard. When copying a calculated field, the field is added to the list of fields in the Calculated Fields field type section and adds the field to the report preview. You must click to update the report preview.
- Remove - Click Remove to delete the calculated field from the field type section.

The report preview panel allows you to view the report results as you build the report. The preview helps you decide which fields to include in the report to ensure that you ascertain the desired report data.
Up to 50 rows of report 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.

You can update the results in the preview pane by clicking the
button. When the report data is out of date, an Exclamation icon displays in the button to indicate that the report data needs to be refreshed.When filters in the Field Filters panel are added or modified, the report results must be manually refreshed in order to view the updated data.

Enter the maximum number of records that should be returned in the report. The default value is 75,000. 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.
As with existing functionality, the value in the Maximum number of records field must be a positive whole number.

The following options are available in the
button drop-down. The options are only available if the report is summarized and only apply to the printable and Excel versions of the report, as well as when the report is run.- Show/count unique rows only - Select this option to filter the summarized report results not to repeat report rows that display identical summarized information. For example, if a Transcript report only contains the field User Full Name, and the report results include 50 different users with the name Sample User, then checking the Show/count unique rows only will only display one row of name Sample User in the report.
- Show record counts in report - Select this option to create a report that displays 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 in the report. The report 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 report output.

The following actions are available in the
button drop-down:- Print - Click the Print icon to create a printable version of the report. This option only appears for users with permission to preview custom reports. This option does not display when the report output exceeds 30,000 rows.
- Export to Excel - Click the Export to Excel icon to export the report results 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 selected for the report. This opens a confirmation pop-up. Click to remove all fields in the report. This clears the report preview panel and all selections in the tabs above the preview. Or, click 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.

You can sort columns in ascending and descending order. You can also view the sort order selection.
Ascending/Descending
The columns in the report 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 resorts the column in descending order. Clicking the up arrow resorts 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."

Options are available in a drop-down for each field that displays in the report preview section.
The following options are available, depending on the field type:
- Filter - This option is available for all field types. Click this option to add the field to the Field Filters panel.
- Sum - This option is available for numeric fields only. This is current functionality that displays the sum of all values for the field.
- Average - This option is available for numeric fields only. This is current functionality that displays the average of all values for the field.
- Minimum - This option is available for numeric fields only. This is current functionality that displays the minimum value for the field.
- Maximum - This option is available for numeric fields only. This is current functionality that displays the maximum value for the field.
- Sort - Click this option to add the field to the Sort tab. Fields display in the tab in the order in which they are added. See Create Custom Report - Sort Tab.
- Summarize - Click this option to add the field to the Summary tab. Fields display in the tab in the order in which they are added. See Create Custom Report - Summary Tab.
- Remove - This option is available for all field types. Click Remove in the drop-down to remove the field from the report. Note: This does not remove the field from the Field Filters, Sort, or Summary tab.
Note: For numeric fields that are already aggregated, the associated aggregate option is disabled. For example, if viewing the Sum Training Hours field, the Sum option is disabled in the drop-down.

The Filter and Sort tabs allow you to narrow down the report data and define the sort order for the fields. The Summary tab allows you to group the data by select fields.

The Field Filters tab enables you to filter the report fields in order to narrow down the report results. Once the filters are defined, you can refresh the report preview panel to update the report results.

You can add fields as filters by dragging and dropping fields, as well as by manually entering a name in the field text box. You can also add fields by clicking the drop-down to the right of the field text box and selecting the desired field.

Fields can be added by dragging the field from the Fields panel and dropping it into a blank field box on the Field Filters tab. An operator drop-down and value field automatically populate to the right of the field name. Select an operator, and then enter a value.

Enter a full or partial field name in the blank box in the Field Filters tab. When text is entered, the box filters to display the matching field names. Select the desired field from the drop-down to add the field to the Field Filters tab.

You can change the field that is selected in an individual field box on the Field Filters tab in the following ways:
- Clicking the drop-down in the field and select a different field. All fields available for the report display in the drop-down.
- Enter a different field name in the field box.
Changing the field selection clears any operator or value entered for the previous field.

For fields that have multi-select options for the field value, the options display in a drop-down. One or more values can be selected by clicking the box to the left of the value. Click the Check all option to select all values for the field. Click Uncheck all to deselect all values for the field.

Once the filters are defined, click the
button to update the report results. The report preview panel updates to display all report results that match the filter criteria.

You can delete a filter by clicking the Remove icon to the right of value field.

The Sort tab enables you to define the sort order of the fields you selected for the report. By sorting the report fields, you can define which column displays first, and so forth, in the report output.
The report can only be sorted into a maximum number of four fields. Once the maximum number is reached, the report cannot be sorted into additional fields.

To sort fields on the report, the fields must be added to the Sort tab. Fields are added by dragging and dropping fields from the Fields panel to the blank sort boxes on the Sort tab.
You can also add fields by clicking the name of the field in the Report Preview panel, which automatically places the field in the next available sort box, up to the maximum of four fields. Once you have reached the maximum number of sorted fields, an additional field cannot be added until at least one field is removed from the Sort tab.
Each sort row in the tab can only contain one field.

If multiple fields are added to the Sort tab, you can define the sort order by dragging and dropping the fields into the desired order on the tab.

The Show All Items drop-down displays to the right of each sort box. Clicking the drop-down shows all fields that are available for sorting, as well as the "None" option. You can select one of the fields from the drop-down to add the field to the sort. Or, select "None" to not sort the report by additional fields.

The data in the sorted fields can be sorted in ascending or descending order by clicking the Ascending or Descending icon to the right of the field.

You can delete fields from the Sort tab by clicking the Delete icon to the right of the field name. This deletes the field from the Sort tab but does not delete the field from the report.

To update the report preview panel with the new sort order, click
. This updates the sort order number of the column in the report preview.
The Summary tab enables you to summarize the data in the report based on certain fields.

To summarize fields for the report, the fields must be added to the Summary tab. Fields are added by dragging and dropping fields from the Fields panel to the blank summary boxes on the Summary tab. Up to four fields can be summarized. Once you have reached the maximum number of summarized fields, an additional field cannot be added until at least one field is removed from the Summary tab.
Each summary row in the tab can only contain one field.
The following options are available for each field:
- Ascending/Descending - Click the Ascending/Descending icon to the right of the field to put into ascending or descending order.
- Delete - Click the Trash Can icon to delete the field from the Summary tab. This does not delete the field from the report.
- View as Hierarchy - If an OU criterion is selected from the Summarize by drop-down list, then a View as hierarchy option is available to the right of the field. If this option is selected, the report data is automatically displayed in a hierarchical manner. The Then by drop-down option is automatically set to User Full Name and cannot be modified. If the View as hierarchy option is not selected, the Then by drop-down is active.
- Include Percentage summary column - Check the box to display the percentage in the report. The percentages only display in the report output. The percentages in the report output display based on the value in the Maximum number of records field.
- Overall Percentage - Select this option to display percentages relative to the total record count of the report.
- Hierarchical Percentage - Select this option to display percentages relative to the parent level in the hierarchy or summary. These percentages are a flexible percentage that is configurable at different levels of the report. For example, if Division A has a Transcript status of Completed, the percentages are calculated based on the total number at the Division level. If Division A has 500 people and Completed has 50 people, the hierarchical percentages are calculated out of 500 people (10%).
- Include grand summaries at bottom - Select this option to include a grand summary row at the bottom of the report for all summarized fields. Note: This option is only available if the data is summarized.

If multiple fields are added to the Summary tab, you can define the sort order by dragging and dropping the fields into the desired order on the tab.

To update the report preview panel with the new summary order, click
. The report preview panel is updated to display the summary view of the report results.In the summary view of the report preview panel, a drop-down displays for each summarized field. The drop-down includes the following options:
- Summarize - Click this option to open the Summary tab. This option does not display for fields configured to display percentages.
- Remove <Name of Summarized Field> <Number of Summary Field> - This option displays as a separate option in the drop-down for each summarized field. Clicking the option removes the associated summarized field. Note: If the Hierarchical Percentage view is checked on the Summary tab, then the Remove option displays for the top level summarized field.
- Remove All Summarization - Click this option to remove all summary configurations from the Summary tab.

The Sharing tab enables you to define the users with whom to share the report. The selected users cannot modify or edit the report. The selected users must have the appropriate permissions to view the custom report.

To share the report:
- Click the Select Criteria drop-down. This displays the OUs from which you can select to view the report.
- Select an OU. This enables the Select icon to appear to the right of the Select Criteria drop-down.
- Click the Select icon
. This opens the Select [OU Name] pop-up. Note: If "User" is selected in the Select Criteria drop-down, then the Select User pop-up opens.
- Click the Add icon to the left of the OU name. Note: If "User" is selected in the Select Criteria drop-down, then select the individual users with whom to share the report.
- Click . This closes the pop-up and adds the selections to the Sharing tab.
For shared reports, the data is refreshed once per day, which is the same rate as the refresh rate for the report that the report creator sees.

The Schedule and Delivery tabs enable you to schedule the report and configure the delivery options.

The Schedule tab enables you to create a schedule for the report. Reports can be scheduled to run once, daily, weekly, or monthly. By default, reports are not scheduled to run and must be run manually by the user. In order to schedule a report at a specific time or on a daily, weekly, or monthly basis, you must configure the scheduling options on the Schedule tab.

Click the Once option in the Schedule drop-down. This enables the options to display below the drop-down for creating a one-time report. Complete the following fields:
- Schedule - Select "Once" from the drop-down.
- Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
- Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
- Start Date - By default, the start date is the current date. You can modify the start date by entering a different date in the field. This is a required field.
The report runs at the specified date and time.

Click the Daily option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs daily. Complete the following fields:
- Schedule - Select "Weekly" from the drop-down.
- Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three days. Enter the number of days in the Repeat Every field. The default value is "1." This is a required field.
- Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
- Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the 's time zone of the user configuring the report.
- Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
- End Date - Enter the date on which to stop running the report. This is a required field.

Click the Weekly option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs weekly. Complete the following fields:
- Schedule - Select "Weekly" from the drop-down.
- Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three weeks. Enter the number of weeks in the Repeat Every field. The default value is "1." This is a required field.
- On - Select the day on which the report will repeat. The default value is the current day of the week. This is a required field.
- Start Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
- Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
- Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
- End Date - Enter the date on which to stop running the report. This is a required field.

Click the Monthly option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs monthly. Complete the following fields:
- Schedule - Select "Weekly" from the drop-down.
- Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three months. Enter the number of months in the Repeat Every field. The default value is "1." This is a required field.
- On - This field allows you to configure when the report will run.
- Day - Select "Day" from the drop-down to run the report on a specific day of the month. This enables a numeric text box to display to the right of the drop-down. In the text box, enter the day of the month on which the report will run.
- First - Select "First" from the drop-down to run the report on the first <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
- Second - Select "Second" from the drop-down to run the report on the second <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
- Third - Select "Third" from the drop-down to run the report on the third <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
- Fourth - Select "Fourth" from the drop-down to run the report on the fourth <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
- Last - Select "Last" from the drop-down to run the report on the last <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
- Start Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
- Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
- Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
- End Date - Enter the date on which to stop running the report. This is a required field.

For each report type, the Summary section displays the report schedule. For all but the one-time report, the Summary section displays the date on which the report is scheduled to run next.

Check the Schedule report for shared users also box to share the report. The checkbox only displays if the shared user criteria fulfills the requirements for scheduling.

For reports that are scheduled to process daily or weekly, If the report output has not been accessed in the last 30 days, then the system stops processing the scheduled report until the user clicks one of the report output options, such as clicking the Excel icon. Once the user clicks the output option, the report will begin processing again on schedule.


No. If you refresh the report, the refresh will process but does not restore the report schedule. The only way to restore the report schedule after 30 days is to click one of the report output options.

Yes. The report schedule is maintained because reports are processed based on the report ID, which is the same for the report generator and all shared users.
For example, you create a report and schedule it for weekly processing. You share the report with one user. You never look at the report, but the other user accesses it each week. The report schedule is maintained because the shared user accesses the report output.

Yes. If you create a report and schedule it for delivery, email, or FTP (file transfer protocol), the delivery counts as opening the report, and the report will continue to run.

The report delivery options display on the Delivery tab in the Custom Report Builder.
Note: The Report Delivery options are only available if the report is set to run on a recurring basis.

Check the FTP Delivery box to deliver a copy of the custom report to the FTP site specified in the Report Delivery Preferences. If this option is selected, you have the option to send the report in Comma Separated or Tab Delimited format. The maximum file size for this report is 25 MB.
The FTP Delivery option is only available if you have permission to schedule delivery of a report to an FTP site and if the Allow report to be sent to FTP preference is set in Report Delivery Preferences.
How the Report Name Will Appear
The following is the naming convention for reports delivered to the FTP folder:
[Report Title]_[UserID]_[UTC Time in format MM_dd_yyyy_HH_mm]
- Report Title - This is the name of the report as defined when creating the report.
- UserID - This is the UserID of the user who created the report.
- UTC Date/Time - This is the UTC date and time at which the report was created in MM_dd_yyyy_HH_mm format.

Check the Email me box to deliver a copy of the custom report to your system email address. Only the creator of the report will receive an email; users with whom the report is shared will not receive an email. If this option is selected, you have the option to send the report in Comma Separated or Tab Delimited format. This option is only available if you have permission to schedule delivery of a report to an email address. The maximum file size for this report is 3 MB. The report is always sent as a .zip file.
Note: The system email address is the address defined by the administrator in the Support Email field on the Corporate Preferences page.

For information about creating custom charts, refer to the Custom Charting section in Online Help.
For information about publishing charts to dashboards, refer to the Publish Custom Charts section in Online Help.
Save the Report
The report can be saved at any point during the report creation process by clicking the Report Title field.
button in the upper-right corner of the page. However, the button is only enabled once you have named the report in theThe report does not fully process until after you have saved and closed it. Once the report is finished processing, the report is ready for use.
Report Tips
- Trial and Error of Report Fields - In order to achieve the desired report results, it may be necessary to try various combinations of fields. Reports are expected to take a few drafts before you arrive at the exact report you need. It is recommended that you search through all of the available fields in the Fields panel to see the different data-points that are available.
- Suggestion City - If you would like a standard field added to Custom Reports, consider posting the request to Suggestion City in the Client Success Center as an enhancement request.
Frequently Asked Questions (FAQs)

A Custom Transcript Report will provide this information. Be sure to include the following fields in the report:
- Training Title
- User Full Name
- Transcript Status
Filter the report by Training Title on the Field Filters tab so that you can enter the exact name of the training. You can also filter by Transcript Status to get a list of users who are in a particular status for the training, such as Completed or Registered.