Learn365 Reporter Administrator Guide

Introduction

This article provides an overview and general instructions for the Reporter managed solution, which is provided by the Zensai Global Delivery division.

Availability

The Reporter managed solution is available only to Success Plus and Success Premium customers.

Prerequisites and access

• Success Plus or Success Premium subscription.
• Learn365 API key (Read only permissions and created in the customer’s tenant).

Support and maintenance

• If you encounter issues when using this solution, contact your Customer Success Manager.
• If you want to provide feedback and ideas, contact your Customer Success Manager.

Overview

The Reporter managed solution enables users to create Microsoft Excel or CSV reports based on enrollment, course, user, and certificate data using a data modeler. Include any of your extra user fields synchronized with Learn365 and schedule your reports to be automatically pulled and uploaded into your SharePoint environment.

This guide will cover the following:

• Reporter authentication.
• Reporter settings.
• Subscriptions.
• Creating a report (subscription).
• Filters for a subscription.
• Report fields for a report.
• Subscriptions (Actions panel).
• Set up SharePoint access.

Accessing the Reporter Service

To access the Reporter solution, follow these steps:

1. Access the Automation Center page.

2. Select the Reporter section in the left navigation menu.

For more information on Automation Center Permissions, please see this article.

Reporter settings

• Contact email address. This will be used for notifications when reports have been successfully pulled, or if there were errors pulling any reports. Note that any times referenced in notifications use UTC times.
• Learn365 API key. This will be populated from when you first logged in. The Reporter uses this to access your Learn365 environment.  For more information on generating a Learn365 API key in your tenant, please refer to this article.
• SharePoint access. This is used with an associated SharePoint App registration that gives "write" access to the SharePoint site where you would like to download the reports generated from Learn365 Reporter.
• Send download links to the email address. When enabled, download links will be sent to Recipients selected within the subscription. The email template can be customized. Please keep the placeholder {TRAININGREPORT_LIST} within the template to provide the download link.
  

Subscriptions

Required role: Users with permissions described in the Prerequisites and access section.

Subscriptions (main screen)

On the Subscriptions page, you'll see an overview of all the reports created within your tenant. You'll have the option to search for reports, pull or download reports, edit reports, and create reports. 

The following columns will be available on the Subscriptions page:

Title. Displays the name of the created report (subscription). This name will be automatically generated when creating a report and can be changed afterwards.  

Update date. Displays the latest date information for any updates or changes made to a report. This column also includes the pull and status changes of a report. 

Last pulled by. Displays the email address of the user who recently pulled the report.

Last pull date. Displays the date of the latest pull of a report. To pull a report means to get the latest data from the Learn365 data center. This pull can be made manually at any time. 

Next pull date. Displays the next scheduled pull date. When creating a report, you can set up a scheduled data pull.

Upload to SharePoint. Displays status information if the report will be uploaded to a SharePoint library. This can also be set up while creating a report.

Recurrence. Displays the next scheduled pull of a report. You can set a recurrence period, e.g. “Every 2nd Day” when creating a report.

Status. Displays the status of the report.

The status might be one of the following:

• Subscribed (when a report is created, but has not been pulled).
• Ready for download (when a report is pulled and available to download).
• Being pulled (when a report is currently being pulled).
• Failed (when a report pull has failed).

Creating a report (subscription)

Required role: Users with permissions described in the Prerequisites and access section.

To create a report, follow these steps:

1. From the Subscriptions page, select Create new.

2. Enter the basic details for your report:

• Enter a Title. This is a required field.
• Enter a Description.
• Output type. This is a required field. It's possible to create CSV or Excel files.
• Scheduling enabled (to schedule a pull).
• Upload to SharePoint (to store and share the reports).

Scheduling enabled

To enable this function, switch the toggle to the On position. The previously grayed out Start pulling fields will become enabled:

• Scheduled Report Pull - The next date that you would like the report pulled (and the time and date that subsequent recurrence pulls are based on).
• Report Pull Time - The next time that you would like the report pulled

Recurrence

To enable this function, switch the toggle to the On position. The previously grayed out Recurrence fields will become enabled:

• “Every” - # until the report is created again
• “Time unit” - (Day, Week, Month)

Upload to SharePoint

When enabled, this will upload the report to the SharePoint Library that is used in the settings.

Import from JSON

You can import a JSON template with report definitions to the service. The template contains information  such as the Basic details of the report, Filters, and Report Fields.

To import a JSON template, follow these steps:

1. Select Import from JSON in the bottom right-hand side of the new report page.

2. From your local device, select the JSON template you want to import.

Filters for a Subscription

After defining the Basic details for the report, you can optionally set filters.

Add rule/Add group

When setting up a filter for your report, you can add a single or group rule. Grouped rules are necessary if you want to use different relationships (Not / And / Or) between your rules. 

To add a filter rule, follow these steps:

1. Select Add rule / Add group in the top right-hand corner of the Filters page.

2. Select the relevant rule conditions (Not/And/Or).

3. Define the filter fields.

Define filter fields

When creating a rule, you need to set up four fields. All fields are required.

• Select source. This menu relates to the source you would like to filter (e.g. Enrollment, Learner, Course, etc.).
• Select Field. Based on the selected source, you'll need to choose a specific field you would like to filter (e.g. Department, Manager, Course title, etc.).
• Select operator. This menu relates to the condition of selected field. The default condition will be “is equal to”.
• Enter value. This field requires information for the filter condition added.

Possible value types are:

• string -> free text.
• boolean -> true / false.
• guid -> unique ID.
• integer -> number.

Video Walkthrough

Report fields for a report

After defining the basic details and setting up filters (optional), you need to define the columns for your report. You can add as many fields as you want to display in your report.

To create a report field, follow these steps:

1. Select Add field to create a report field.

2. Select the following for each new report field:

• Select source. Relates to the source you would like to filter (e.g. Enrollment, Learner, Course, etc.).
• Select field. Based on the source, you need to select a specific field you would like to filter.
• Label (required) - the label will be the given name of the column in your report. By default, the label is a combination of the selected source and the selected field, separated by a “.”.

Subscriptions (Actions panel)

The Actions panel can be activated by selecting a report (subscription).

The upper Actions panel displays the following: 

• “Title” of the report.
• Id - this ID can be copied (e.g. for support related cases).
• Who updated the report.

The following actions are available under the Actions panel:

• View. Enables you to view your generated report without making any changes.
• Edit. Enables you to open and edit your generated report.
• Recipients. Opens the Recipients section for your report subscription where you can add recipients who will receive an email of your generated report.
• Clone. Enables you to clone a report while preserving the configuration. Once cloned, the cloned report can be modified.
• Export to JSON. Creates a JSON-based export file, which can be imported as JSON when creating a report.
• Pull Report. Enables you to manually initiate the report creation. The system will process the request, which can take some time. Once the report is ready, the report can be downloaded.
• Download report. Enables you to download the report once it is created and pulled from the system. If the report is not ready for download, this action will be grayed out.
• Delete. Deletes the report.

Recipients

Required Role: Automation Center Admin to create Recipients lists, Reporter permissions to assign recipients

The Recipient feature allows you to easily manage and automate the distribution of your reports. When a report is pulled — either manually or on a schedule — an email is automatically sent to all recipients in the list with a link to download the report.

NOTE   

If you would like to send download links for your reports, please make sure this option is enabled in your Reporter settings.

 

Create a Recipients List

Using a Recipients list is a faster and more efficient way to manage report distribution compared to adding users individually. It allows you to easily update or reuse groups of recipients across multiple reports without the need to edit each one separately. This not only saves time but also reduces the risk of missing someone or duplicating email entries

To create a Recipients list, please follow these steps:

1. From the ‘Recipients lists’ page, select ‘Create new’
2. Enter a title for your recipients list
   
3. Add users to your Recipients list
   • Search for Users
   • Filter on Title, Email or Id
     

Assigning Recipients to a Report

In the Subscription section—whether you're creating a new report or editing an existing one—you can add either individual users or select a predefined Recipients list to receive the report.

Once recipients are added, the User Origin column indicates whether a user was included through a Recipients list (“Inherited”) or added manually (“Direct”)

When selecting an inherited User, the associated Recipients list can be edited or removed as recipient of the report.

Notifications Center

The Notifications center provide a list of Reports that can be downloaded. It can be accessed via the ‘bell’ icon on the top of the Automation Center page or by the following link: https://automation-center.365.systems/notifications

The Notifications center can be accessed by anyone who is added as a Recipient of a report and will show the assigned reports to download.

Create Transcripts

Create a Transcript

To create a transcript, please follow these steps:

1. From the 'Reporter' section, click on Transcripts.
2. (Optional) - select filters for users (Name, Email, and ID).
3. Select user(s).
4. Under the Create Transcripts panel, select Enrollments, Skills, and Certificates transcript information.
5. Click the Create button.

Setup a New Permission Role to Create a Transcript

To create a permission role that allows users to create Reporter Transcripts, please follow these steps:

1. From the Learn365 Automation Center 'Permissions' section, click on Roles.
2. Click the Create new button.
3. From Basic Details page, enter title of new role. (Create Reporter Transcripts).
4. From Permissions page, under the Reporter > Subscription section, click on Pull user transcripts.
5. Click the Save button.

Assign New Permission Role to User

After new permission role has been created, you will want to assign the role to a user by following these steps:

1. From the Learn365 Automation Center 'Permissions' section, click on Users.
2. Click the Create new button.
3. Search for user(s) that need to be assigned the role to pull Reporter transcripts.
4. Select users.
5. Click on the Pull Reporter Transcripts role.
6. Click the Save button.

Download Certificates

Download a Certificate

To download a certificate, please follow these steps:

1. From the 'Reporter' section, click on Certificates.
2. (Optional) - select filters to find user (Name, Email, and ID).
3. Select a user (only 1 can be selected at a time).
4. Select courses that contain certificates.
5. Click the Download button.

Setup a New Permission Role to Download a Certificate

To create a permission role that allows users to download Reporter certificates, please follow these steps:

1. From the Learn365 Automation Center 'Permissions' section, click on Roles.
2. Click the Create new button.
3. From Basic Details page, enter title of new role. (Download Reporter certificates).
4. From Permissions page, under the Reporter > Subscription section, click on Pull user certificates.
5. Click the Save button.

Assign New Permission Role to User

After new permission role has been created, you will want to assign the role to a user by following these steps:

1. From the Learn365 Automation Center 'Permissions' section, click on Users.
2. Click the Create new button.
3. Search for user(s) that need to be assigned the role to pull Reporter certificates.
4. Select users.
5. Click on the Pull Reporter Certificates role.
6. Click the Save button.

Set up SharePoint Access

Required role: Microsoft 365 global admin.

This section will provide the necessary steps that your Microsoft 365 global admin must follow to create a SharePoint App Registration that the Reporter can use to upload report files to your SharePoint site.

Prerequisites

• Tenant global admin access.
• Catalog administrator with Site admin permissions.
• A SharePoint site collection with a Document Library (Learn365 catalog site collection will work).

Set up the App registration

Instructions for creating an app registration at the Site Collection are available in this guide.

Create App Registration Credentials

In your own tenant, navigate to a Learn365 course catalog site and follow these steps:

1. From your Learn365 course catalog site page, enter the following extension after your catalog url: /_layouts/15/AppRegNew.aspx.

An example of using a Learn365 catalog site collection would look like this: https://contoso.sharepoint.com/sites/LMSCatalog/_layouts/15/AppRegNew.aspx

2. Select Generate to create a Client Id.

3. Select Generate to create a Client Secret.

4. Enter an app registration Title. We recommend something like Learn365 Reporter.

5. Save both the Client Id and Client Secret for later use.

6. Set the App Domain to www.learn365.com.

7. Set the Redirect URL to https://www.learn365.com.

8. Select Create.

Grant app registration permissions

In your own tenant, navigate to a Learn365 course catalog site and follow these steps:

1. From your Learn365 course catalog page, enter the following extension after your catalog url: /_layouts/15/AppInv.aspx.

An example of using a Learn365 catalog site collection would look like this: https://contoso.sharepoint.com/sites/LMSCatalog/_layouts/15/AppInv.aspx

2. Enter the Client Id from step 2 in the previous section and select Look Up.

3. Enter the following XML Permissions to give "write" access to the site collection:

<AppPermissionRequests AllowAppOnlyPolicy="true">   

<AppPermissionRequest Scope="http://sharepoint/content/sitecollection" Right="Write" /> 

</AppPermissionRequests> 

4.  Select Create.

5.  Select Trust It if you are prompted to trust the new app registration.

Provide SharePoint access to the Reporter solution

1. Go to the Reporter settings: https://automation-center.365.systems/reporting/settings.

2. Toggle Upload to SharePoint Library to Yes.

3. Enter the Client Id and Client Secret.

4. Enter the Site Collection URL, for example https://contoso.sharepoint.com/sites/LMSCatalog.

5. Enter the name of a SharePoint document library that exists in that site collection.

6. Select Save to finalize the changes.

You should now be able to set the Report Subscriptions to upload to SharePoint and they'll automatically save to the location once the report is pulled.

Demo walkthrough of the Report solution

Watch the following video for a detailed walkthrough of the process for accessing and setting up the Reporter managed solution.

Example JSON Files

We've provided 6 JSON files (below) that can be used as reports in the Reporter. You can download these files and use "Import from JSON" to bring them into the Reporter.