1. Reporting 101
Keenan & Mona

2. Session Starters…. Please silence your cell phones
When asking question please clearly state your name and where you are from.
Microphone stands and microphone runners are available if you have questions
Sit back, relax and let’s have some fun
We will be using our training site for demos

3. Today’s Topics… Reporting Basics People Reports Record Reports
Activity Record Reports
Activity Log
Today we will be covering 5 topics:
1. Reporting basics – the 4 steps in creating a report
2. People Reports – We’ll talk about the different type of User Reports you can run such as students, employers, contacts.
3. Record Reports – Reports on non-user records in your system such as events, schedules, and jobs.
4. Activity Record Reports – Reports on user’s activity in your site, such as submitted referrals, observation notes, etc
5. Activity Log – last but not least we’ll cover the activity log which is separate from the actual report menu but used to run quick user activity stats
We’ll provide an example of each report and address any questions along the way.

4. Reporting Basics 5 Steps: 1. Tools—Reports—New Report
2. Select Report Type
3. Field Selection
There are 5 easy steps in creating a report:
First, go to Tools>Report>New Report
Next, select your Report Type.
You’ll then be taken to the field selection page. This page is where you’ll select what information you want captured in your report.
Once you’re done selecting the fields, click Continue and you’ll be taken to the Criteria page. This is where you can set up criteria to narrow down your results (i.e. Active students only or jobs posted within a certain date range)
Lastly, you can either generate your report 2 different ways or save your report for later.
4. Criteria Selection
5. Generate or Save Report

5. Reporting Basics Criteria Selection Screen Field Selection Screen
What fields do I want included in the report?
How do I want to narrow down my results?
Field Selection
After selecting the type of report you want to create, you’ll select the fields you want included in the report.
To select the fields simply check the box next to the field name.
An important thing to note on this page is the Select Fields For drop-down menu. This menu allows you to toggle between different databases to capture more information in your report. For instance, if you’re running a job report you’re not limited to selecting fields from the job profile only. You can pull information on the Organization or the Contact as well.
Simply click on the drop-down menu and select the database you wish to pull information from.
Note: Toggling between the different databases will retain any previous selections you have made, so you don’t need to click Continue until you are completely done selecting all of the fields you want included in your report.
Criteria Selection
Next is the criteria selection page. This is where you ask yourself, “how do I want to narrow down my report?”
The field name box is where you select what you want to use to narrow down your results.
The comparator box is where you tell the system what exactly you want to do with the field you selected.
Next is the Value box. Here is where you choose what specific criteria you want from the field you selected.
Let’s say in your job report you only want to capture Active jobs only. Since the criteria you want to use is based off the job’s database you’ll want to make sure Job is selected in the drop-down menu.
Next, you’ll select Status in the field name. For Comparator you’ll select In and for Value you’ll select Active. Then click Add Criteria. So this is telling the system you want jobs that have a Status of Active only.
Your added criteria will appear in the Report Criteria Added section below.
A new feature we have added, if you make a mistake in selecting you’re criteria you can click the Edit link and make changes as necessary.

6. Reporting Basics Save Generate Online (No Save)
Generate Excel (No Save)
Generate or Save Report
Once you’re done selecting you’re criteria you have 4 options to do you with your report.
You can Generate On-line (No Save)
Generate report into an excel sheet (No Save)
You can Cancel your report
Or you can save your report if you wish to use it later or maybe you want to save it as well as generate it.
Generate Online (No Save)
Let’s say you don’t want to export your results but just want to see the report in your system. You can do this by Generating Online. Note that this option does not save your report. The benefits to this is you can click links to go directly to any of the records in the results.
Generate Excel (No Save)
The second option is to export the results into an excel file. Note that this option will also not save the report in your system but you can save the excel file to your computer.
Save Report
- If you don’t want to run the report now or may need to run the same report in the future, you have the option to save your report.
After adding the criteria, click Save.
You’ll be taken to a page where you can name your report, determine the access type, or add it to your quick links which I’ll talk more about later.

7. Questions?

8. People Reports
Report Types: Student, Employer, Employer Contact, Faculty, Mentor
Example results:
How many new profiles were created in the past year
Who hasn’t logged in this month
How many users of a certain category

9. People Reports
Live Demonstration!

10. Questions?

11. Record Reports Report Types: Jobs, Schedules, Career Events
How can I find…
How many jobs of a certain category
Total Number of Jobs for the year
These reports will cover all of the non-activity and non-user records in your site.
Total # of jobs posted in a year – can find out based on the posting date, along with the full information about the job post and employer information
Students who had interviews on campus – Find out which students either had timeslot records or preselect records
Total fee for a job fair – can run a sum formula in excel for a total amount, or be used for getting a headcount for meal options
Students who had interviews on campus
Total amount for an event fee for a job fair

12. Record Reports
Live Demonstration!

13. Questions?

14. Activity Record Reports
Report Types: Observation, Referral, Placement, Appointment, Student-Mentor, Student-Document
Example Results:
Employers who viewed student resumes
These reports can be generated to capture the actions that users in the site perform.
Referral Records – Can view employer contacts who have viewed student resumes for the referral type
Document Activity – Can see documents that have been uploaded by students and into which categories
Check In data – Tracked in Observations, can view check in timestamps of specific observation types
Appointments tracked in Observations – can view by administrator
Document Uploads/Approvals
Appointment/Check-In Data

15. Activity Record Reports
Live Demonstration!

16. Questions?

17. Activity Log
To select the action you are interested in follow these steps:
User Source
Action Performed
Action Target
Start Date & End Date
This log will display the actions taken by users within the site within a certain date range.
The Activity Log has a very different setup from the reports discussed earlier. Here you will select the action you are interested in and your date range and you will see a list of how many of these actions have taken place.
Think of setting up the Activity Log as writing a sentence:
User Source = Subject
Action Performed = Verb
Action Target = Direct Object
Some Actions don’t need an “Action Target”, examples of this are the “Logged In” action and the “Document Uploaded” action.
Generate Log!

18. Activity Log
Live Demonstration!

19. Questions?

20. As always, feel free to contact CSO Support or your CRM if you need assistance!