Overview

Explore your data with greater speed and flexibility using the new CYPHER Insights: Reporting tool. Discover built-in reports or create your own to focus on the information that matters most. This article explains how to access the CYPHER Insights Reporting tool, view built-in reports, and create reports. There is also an FAQ section at the end of the article to address common questions.

Installing CYPHER Insights

How to access CYPHER Insights: Reporting

1. Hover over the new Insights menu item on the primary navigation menu.
   
1. If Insights does not display on your primary navigation menu, it may not be enabled for your role. 
   
2. Click Reporting from the fly-out menu.

The Insights: Reporting page displays, with a list of popular, pre-built reports. Note that there are four tabs:

1. Published: A list of pre-built reports that provide you with data on popular topics such as course enrollment, attendance, time tracking, and more.
   
2. Owned by me: A list of reports you created and can directly edit.
   
3. Shared with me: A list of reports shared with you from others on your platform.
   
4. All: A complete list of all reports you have access to.
   

Using pre-built reports

Reports on the Published tab are pre-built reports based on the most common reporting use cases.

Please note not all users will have access to pre-built reports.

To open a pre-built report:

1. Hover over Insights on the primary navigation menu.
   
2. Click Reporting from the fly-out menu.
3. Click a report name from the Published list.
   

In the example below, the Course Completion report displays. Pre-built reports include the most commonly used columns and automatically display all data for the selected time period.

Note that the time period displays below the course description, and can be adjusted at any time.

To quickly change the scope of a pre-built report and find more specific information, use filters. To add a filter:

1. Click the Add a filter icon.
   

The filter drop-down displays with common filter fields.

1. Select the field you want to filter the report by, or type a field into the Search bar to search for fields.
   
2. Or click See all filters to see a complete list of available filters.
   

1. Enter Platform ID in the filter search bar.
   
2. Click Platform ID (Users).
   

The Platform ID filter displays a list of users.

1. Select the user(s) you want to filter the report by.
   
1. Note that you can use the search bar to quickly locate specific platform IDs.
   
2. Click Apply.
   

The report is updated to match the filter, and displays the completions for the selected user. At this point, you have multiple options  for your filtered report.

1. Click the Share icon to share the report with someone in your organization, or to access a link to the report.
   
2. Click the Undo icon to undo your last action. In this example, the Platform ID would be removed.
   
3. Click Close to close the report. Your changes will not be saved.
   
4. Click Make a copy to duplicate the report and save it as a personal report. You can edit the name of the new report, and access it from the Owned by me tab on the Reporting homepage. Any filters you added will be saved in the new report.
   

1. To remove a filter, hover over the filter and click the X icon.
   
2. To add another filter, click the Add a filter icon.
   

How to create a new report

You can easily create a new report to gather the data most relevant to you and your organization. To create a new report:

1. Hover over Insights on the primary navigation menu.
   
2. Click Reporting from the fly-out menu.
   
3. Click Create report. 

First, add a title and description for your report.

1. Subject based reports (such as Users, Courses, and Assessments) show a snapshot at the end of time period, like a list of current employees, where each person gets one row.
   
2. Event based reports (such as Badges, Completions, Attendance, and Enrollments) list actual transactions over time, meaning a user could show up multiple times if they have earned multiple badges.
   

Next, select between Table and Pivot table to establish the structural layout of your data:

1. Table: Organize data into columns and group by rows. This is the default setting.
   
2. Pivot table: Intersect row and column categories to calculate aggregated values.
   

Note that if you switch table types after adding columns and rows, your selections will be removed. So it's important to determine the table type before proceeding. 

Adding columns

Then it's time to add columns. Columns determine exactly what data appears in each row of your report. To add columns:

1. In the report settings side panel, select the + button for Columns.
   

1. Click the Search bar to search for fields.
   
2. Click Browse all to see a complete list of available fields.
   

If you click Browse all, a list of all available fields display.

1. Select the fields you want to add to the report.
   
2. Note that you can rearrange the order of columns later on the report itself.
   
3. Click Update columns.
   

Once your columns are in place, managing them is easy.

1. Change the order of columns by clicking on the column header and dragging it to a new location. 
   
2. Rename or remove columns by hovering over a column header and clicking the three dot menu  icon.
   
3. Sort columns in ascending or descending order by clicking the column name.
   

Pro tip - Hold down the Shift key to sort by multiple columns at once.

Add a filter

To narrow the data displayed in your report, use the Add a filter feature located just above the report data. Filters allow you to focus on specific information, such as data for an individual learner, a particular course, or other criteria relevant to your report. 

1. Click the Add a filter button above your data to open the filter menu.
   
2. Select the field you want to filter the report by, or click on the Search bar to search for fields.
   
3. Click See all filters to see a complete list of available filters.
   

If you click See all filters, the Filter page displays. 

1. Browse the categories to find an attribute to filter by. 
   
1. Note that some categories have additional sub-categories indicated by an arrow  icon.
   
2. You can also type into the Search bar to quickly locate a filter attribute.

In the example below, archived courses will be filtered out, so the report only displays current courses. To quickly locate the Archived attribute:

1. Type Archived  into the Search bar.
   
2. Click Course > Archived?
   

For the Archived attribute, you can select Yes or No to include archived courses. To exclude archived courses:

1. Select No.
   
2. Click Apply.
   

The report updates to only include data that matches the filter. In the example below, only enrollments from active courses are displayed.

1. Click the filter tag to edit or delete the filter.
   
2. Click the add filter icon to add another filter. 
   

Group by

You can add additional organization and categorization to your report by using the Group by feature. The Group by feature is available in the side panel.

1. In the Report settings side panel, select the + button for Group by.
   
2. Click the Search bar to search for fields.
   
3. Or, click Browse all to see a complete list of available fields.
   
4. Select the field you want to group the report by.
   

If you select Browse all, a complete list of dimensions display. In this example, the report will be grouped by the enrolled user's location.

1. Select a Category from the left column.
   
2. Click the arrow  icon to expand a sub-category to view the individual dimensions.
   
3. Select a dimension.
   
1. In this example, User > Location will be selected.
4. Click Update group bys.

The live preview updates, rolling up the data into the Group by field. In this case, the report is grouped by User > Location.

1. Click the arrow  icon next to the grouped field to view each user record for the group.  
   

1. Click the three dot icon on first column heading.
   
2. Click Manage levels.
   
3. Deselect any location levels you do not want included in your report.
   
4. Click Apply changes.
   

When you add a Group by field, the aggregation function becomes available. The Aggregation function allows you to calculate summary values for your columns, such as Sum, Average, Count, and more - depending on the dataset. To add an aggregation function:

1. Click the three dot   icon on the column heading.
   
2. The next option depends on the dataset:
   
1. Click Change aggregation function.
   
1. Select an available aggregation function such as Count, Sum, or Distinct.
   
2. In the screenshot below, only the count aggregation function is available for the column, so toggle on the Show count setting.
   

In the example below, a Count aggregation function was added to the Location tab for each record.

Time picker

The Time picker in the upper-left corner filters your report by date range. Always review the selected time period to make sure your report includes the data you need. For example, when viewing enrollment data, only enrollments that occurred within the selected date range are included.

1. Click the Calendar icon.
   

The Time picker pop-up displays.

1. To set a static time set, select the time period using the radio buttons and chart.
   
1. Note that this data set won't change over time as it acts as a permanent historical snapshot.
   

1. Click Make dynamic.
   

The Select a dynamic time pop-up displays.

1. Use the Time resolution drop-down to select a time period such as Days, Weeks, or Months.
   
2. Select a dynamic time, such as the latest month.
   
3. Click Apply.
   

Note that dynamic time reports are recommended, as they display the latest data and don't need to be manually updated. 

Saving reports

Reports are not auto-saved, so it's important to click the Save button as you build your report.

Frequently asked questions (FAQs)

1. Question: Can I still access my old Reports?
   
1. Answer: Yes! Access to existing reports will remain for several months while the new Insights functionally is built out. Existing widgets will initially pull information from existing reporting data.
   
2. Question: Can I filter by Course name?
   
1. Answer: No. Using Course name is not a good way to filter or group reporting, as multiple courses can have the same name, and course names can change over the life of a course. Instead, filter by Course ID, which is a unique identifier for each course.
   
3. Question: Why can't I find the user LMS ID?
   
1. Answer: To avoid confusion in reporting, several fields have been renamed. For Users, use Platform ID as the unique identifier for each user. 
   
4. Question: Why don't I see data in the Insights: Reporting tool?
   
1. Answer: After installing the Insights app, reporting data is not immediately available. Reporting data will be available after the next data load.
5. Question: How often is data added to reporting?
   
1. Answer: At initial launch, reporting data is refreshed daily. The data refresh schedule is as follows:
   
1. CYPHER for business US  06:00 UTC
   
2. CYPHER for business AU - 18:00 UTC
   
3. CYPHER for business EU - 20:00 UTC
   
4. CYPHER for academia US - 19:00 UTC
   
5. CYPHER for academia AU - 17:00 UTC
6. CYPHER for academia EU - 23:00 UTC
   
7. CYPHER for entrepreneurs - 19:00 UTC
   
6. Question: When I'm logged in as another user, Insights fail to load.
   
1. Answer: Insights is not available when logged in as another user.
   
7. Question: Why can't I access all of the data I can currently access in legacy Reports?
   
1. Answer: Additional fields and data are coming soon to CYPHER Insights reporting. At launch, CYPHER Insights will not yet support:
   
1. Skills and Mastery reporting
   
2. Course progress reporting
   
3. Tags
   
4. Custom fields for courses and organizations
   
5. Co-instructors and TAs for a course
   
6. Reporting on mentors, parents, and friends