Reports Page
The Reports Page in the People Module permits supervisors to generate, view, and share reports regarding user certification status. By default, employees do not have access to the Reports Page. Observers, supervisors, and administrators do.
The Reports Page has three tabs: Supervisor Report, Shared Reports, and Create Shared Reports.
The Reports Page Tab Summary Explanation Table includes information about the each of the tabs accessible from the Reports Page.
Reports Page Tab Summary Explanation | |
Tab | Explanation |
Supervisor Report | The Supervisor Report Tab allows a supervisor to view all outstanding certifications and competency status information for user accounts they manage. It can be displayed in both an organizational hierarchal Supervisor View as well an alphabetized User View. |
Shared Reports | The Shared Reports Tab shows a listing of all previously created Shared Reports, allowing a user to share certification role status information for selected users with individuals external to the company via a shareable link. |
Create Shared Reports | The Create Shared Report Tabs allows for the creation a new shared report that shows the certification role status of a selection of users relative to selected roles. |
The Supervisor Report Tab
The Supervisor Report Tab allows users to quickly visualize outstanding certification status in tabular format with columns that indicate the User’s Name, the name of the certification/competency, and expiration date. The Supervisor Report is broken into 5 subcategories: Expired Certifications/Competencies, Overdue Certifications/Competencies, Due Certifications, Training Certifications/Competencies, and Deferred Certifications.
The information can be displayed in an organizational hierarchal supervisor view or an alphabetized user view. Use the "Supervisor View" and "User View" buttons to toggle between the two.
When in Supervisor View, employee names are subcategorized according to their designated supervisors. If a user has certifications/competencies that are outstanding, they are included in this report. The term “BEGIN” will appear to the right of the supervisor’s name on a row header above the first listed user’s name, indicating the supervisor hierarchy for the users below the BEGIN header.
Clicking a user’s name will open the individual’s User Page Certification Tables. Clicking on a certification or competency will open the specified certification on the User Certification Tab on an individual’s User Page.
You can send the report by email, with optional attachments, via the Email Report tool at the bottom of the page in either of the Supervisor or the User views.
How To: Send a Shared Certifications Report via Email
Click the title of the shared report you wish to email, opening a specific Shared Report Page.
Input the email address(es) of the individuals you would like to share the shared certification reports with, using commas to separate email addresses as needed. Include a personal message and any desired file attachment(s). When done, click the "Send Shared Report" button.
Text appears above the button stating, "You successfully shared this report with panderson@gmail.com."
When all pending certifications/competencies are certified for an employee, the term “Begin” to the right of the supervisor’s name of the Report: Status table (in Supervisor View) will change to “End”.
The Shared Reports Tab
Clicking on the Shared Reports Tab will open a table with the shared report titles, expiration dates, URLs, and the creator(s) of the report(s). There is also a “Delete” option in red font within the far-right column of the table.
How To: Delete a Shared Certifications Report
The Delete Report column of the Current Shared Reports Table houses a clickable red Delete link.
Click the link opening the Shared Report Deletion Confirmation Modal which states, "Are you sure you want to delete this report?"
Click "OK" and the Shared Report is deleted and removed from the table.
You can also delete a shared certification report directly from a specific shared report page.
Click the red "Delete Report" link at the bottom left corner of any Shared Report Page opening the same Shared Report Deletion Confirmation Modal shown above.
The name of the Report Title in the Current Shared Reports Title is a clickable link that, when selected, will open the specific Shared Report Page. This page again lists the expiration date for the report, its shareable Report URL, and a sample of the report information. You can send the reports by email, with optional attachments, via the Email Shared Report tool at the bottom of the page.
Clicking the Report URL in the Current Shared Reports Table will load the report table in KAStrack.
The Create Shared Reports Tab
How To: Create a Shared Certification Report
To generate a new shared certifications report in the People Module, open the Reports Page in the People Module on the Main Menu. Open the Create Shared Reports Tab.
Input a title for the new shared report.
The Company dropdown menu will allow you to select the “Company name” or “Other Required Certifications”. Making a selection in the Company dropdown menu opens the People Module’s Certification Legend and the User/Role Report Selection table.
“Report Never Expires” is a default selection, but the report creator can select “Expiration Date” include a date for the report to expire.
In the User/Role Report Selection table, columns represent the company’s certification roles. The rows contain all available users. The colored dot next to the check boxes in each cell indicates the status of each user relative to the Certification Role. A dash with no checkbox indicates that the user is not assigned to that Certification Role.
Select the checkboxes for all certification information to be included in the report.
Selecting the checkbox in the first row will select all the checkboxes in that column. Selecting the checkbox in the first column will select all the checkboxes in that row.
To create the report, select the “Generate Shared Report” button or select “Cancel” to return to the Shared Reports tab on the Reports Page.
The message states, “Some of the selected employees have certifications that are not current or will become due soon. Are you sure you want to share this report?” Selecting “OK” will generate the report and open the Shared Report Page.
To simultaneously share the report with multiple email addresses, make sure each email address is separated with a comma. A personal message can be included in the textbox along with any desired attachments. To submit, select the “Send Shared Report” button. To delete the new report, select the “Delete Report” text on the right side of the screen.
Once the report has been shared, the page will show “You successfully shared this report with (the input email addresses).”
If the URL is clicked, it will create a color-coded, clickable table with the users, their certifications, and their statuses.
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