Tortal Learning Management System Knowledge Base

Admin FAQ

Reporting

Reporting Tools - How to use Activity Reports

Run an Activity Report! This article will cover the process of running reports in the LMS, to get access to the data on what your Users and Groups Training Activities.

Overview

The Report Builder is a comprehensive reporting tool within the Tortal LMS that allows users to create, customize, and generate detailed activity reports. It provides flexible filtering options, multiple data sources, and various export capabilities to meet diverse reporting needs.

Key Features

1. User Selection Options

All Users: Generate reports for all users in the organization

Select Individual Users: Choose specific users for targeted reporting

All Groups: Include all user groups in the report

Select Groups: Choose specific groups for group-based reporting

User Status Filtering: Filter by Active, Disabled, or Both user statuses

Group Administrator Options: Include, exclude, or show only group administrators

2. Report Data Types

The system supports multiple types of learning data:

Learning Journey Data: Track progress through learning journeys

Course Data: Monitor course enrollments, completions, and progress

Lesson Data: Detailed lesson-level activity and completion tracking

Session Data: Live session attendance and participation

Certificate Data: Certificate issuance and completion tracking

Evaluation Data: Assessment results and evaluation responses

Objective Data: Learning objective achievement tracking

Interaction Data: User interaction patterns and engagement metrics

3. Date Range Options

All Time: Include all historical data

Absolute Date Range: Specify exact start and end dates

Relative Date Range: Use relative timeframes (e.g., "last 30 days", "next 3 months")

Custom Time Spans: Flexible interval selection for past or future reporting

4. Advanced Filtering

Title-based Filtering: Filter users by job titles (when configured)

Course-specific Filtering: Target specific courses or lessons

Status-based Filtering: Filter by completion status, enrollment status, etc.

Group-based Access Control: Respect organizational hierarchy and permissions

Usage Flow

Step 1: Access and Permissions

Users must have appropriate report builder permissions

Group administrators have limited access based on their group assignments

System administrators have full access to all reporting features

Step 2: User Selection

Choose how to select users (All Users, Individual Users, All Groups, or Select Groups)

If selecting groups, choose whether to include users in ALL selected groups or ANY selected groups

Set user status filters (Active, Disabled, or Both)

Configure group administrator inclusion options

Step 3: Data Selection

Select the type of data to include in the report

Choose specific courses, lessons, certificates, or other data elements

Configure data-specific parameters (e.g., evaluation types, interaction types)

Step 4: Date Configuration

Choose date range method (All Time, Absolute, or Relative)

Set appropriate date parameters

For session data, future dates are allowed for scheduling

Step 5: Report Generation and Management

Generate Report: Click "Generate Activity Report" to create the report

Save Report: Save reports for future use with custom names

Share Reports: Share saved reports with other users (permission-dependent)

Delete Reports: Remove saved reports when no longer needed

Important Considerations

Permission Levels

Full Report Builder Access: Can create reports for all users and groups

Group-based Access: Limited to users within assigned groups

Organization-specific: Reports are scoped to the user's organization

Data Accuracy

Reports reflect real-time data from the LMS

Historical data is preserved and included based on date ranges

Dashboard statistics may differ from detailed reports due to different counting methods

Performance Considerations

Large date ranges or user sets may take longer to generate

Complex filters may impact report generation time

Consider using specific date ranges for better performance

Report Sharing

Saved reports can be shared with other users

Sharing permissions depend on user roles and group assignments

Group administrators can only share within their scope of access

Technical Notes

Browser Compatibility

Requires JavaScript for full functionality
Date pickers and dynamic filtering require modern browser support
Mobile-responsive design for tablet and mobile access

Data Export

Reports can be exported in various formats
Large reports may require pagination or filtering for optimal performance
Export capabilities depend on user permissions and system configuration

Error Handling

Validation ensures required fields are completed
Date range validation prevents invalid date combinations
User selection validation ensures appropriate data scope

This Report Builder provides comprehensive reporting capabilities while maintaining security and performance standards appropriate for enterprise learning management systems.

How to Run an Activity Report

1. Click "Reports" from the from Navigation menu.

You'll then see what's pictured below. Notice the two main options on the left - Activity Report and Overview Reports.

Activity Reports - This is where you can run comprehensive reports supporting course completions, enrollments, user activity, certificated awarded, and much more. This is the most used area of the reporting features.

Overview Reports - This is where you can run a summary report for a specific group, retrieve a list of users and/or list of users within a group.

Generating a New Report

Click "New Report" from the menu on the left (pictured above).

Fill in the parameters of you Report.

1. Select who you would like to include in the report.

Select the user status of the people included in the report.

Add or Filter Group Administrators from the Group Reports

Select the type of report data you would like your report to include.

Below the image is a more detailed explanation of each option.

Learning Journey Data: covers the status of the Learning Journeys Objects
- Enrolled, In Pogress, Overdue, Completed, Expired
Course Data: covers the User and their Overall Enrollment Status.
- Enrolled, Completed, Overdue, Expired
Lesson Data: Covers the status of the individual lessons within each Course Enrollment.
- 'Not Started' User Has not opened the Lesson yet.
- 'In Progress' User has opened the lesson and is working.
- 'Completed' - User has satisfied all metrics for completion.
  - Can be further divided into 'Passed' / 'Failed' if the lesson is scorable.:
Session Data: covers the details for the Sessions of your ILT Session
- Summary Report: Gives a snapshot of the Sessions themselves.
- Full Report: Give users data for those enrolled in the selected sessions
Certificate Data: shows Certificates earned by User for completed Courses.
- Certificates must be assigned to the Course at the time of completion to be earned.
- More info on Managing Certificates
Evaluation Data: If you have an Evaluation Level 1 SCORM Lesson, its captured data can be found here.
Objective Data: If your SCORM lessons have built in Objective data, then completed and captured Objective data can be found here.
Interaction Data: User submissions in learning objects can be retrieved with this Report.
- Tortal built Exams/Assessments
- Checklist Learning Object Uploads/ Signature Captures/ Feedback
- Tortal Surveys