Knowledge base Rise Up

Custom Exports : user guide

  • Updated

 

This feature is limited to admins, designers and group managers.

On your Rise Up learning platform, you can create custom exports to view and analyze specific information about courses, learning path, groups or users, existing on you platform.

You can also subscribe users and schedule when to send a custom export so that it will be automatically sent to them via email, or give them visibility rights to self-serve and subscribe to exports they've been given visibility to. 

 

Creating a custom export

In order to create a new custom export log into your Rise Up platform as an admin, designer or group manager and:

  1. At the top of the homepage, click to open the left side pannel
  2. Scroll down to the Data lab, select Data export and Customized exports

Here you will be able to see all the exports you have been given visibility to and can self subscribe to.

If you have already created one or more custom exports, you can click on the “only my exports” checkbox at the top right corner of your screen, where you will view the exports details, name, creator, export type, creation date and subscriptions. There you’ll also have the action buttons for the existing exports:

  • The pen for editing an existing export
  • The cogwheel to manage subscriptions
  • The 3 ellipses to preview, duplicate, export or delete

You can also search and filter through your exports using the search field in the action bar on the rights side panel of the page.

 

Editing the settings of your custom export

The page that will open after having selected Create export will allow you to choose which type of export you are looking for, which will determine the basic structure of your export.

 

Screenshot 2024-03-21 at 11.27.55.png

 

You can choose between 11 types of exports:

  • Activity journal - This export enables you to retrieve your users' login information.
  • Certificates - This export contains the list of certificates issued on your platform.
  • Classroom session information - This export contains the list of classroom sessions and their status, as well as the status of user registrations and attendance.
  • Course content list - This export contains all information concerning the structure and status of your courses.
  • Course management - This export contains detailed learner statistics for your courses.
  • Course registrations - This export contains the list of user registrations for courses, with status, score and progress for each.
  • Evaluations results - This export contains the results of evaluations filled by users on courses.
  • Group information - This export contains the list of group members and their associated training courses, learning paths and objectives.
  • Learning Path information - This export contains details about users registrations and progress on specific learning paths.
  • Learning path registrations - This export contains the list of all registrations for each selected learning path
  • User information - This export contains a list of all platform users and their associated information.

Once the export type has been chosen, validate it by clicking on Next

 

Export content visibility

Screenshot 2024-03-21 at 11.28.17.png

On the second tab of the new export creation flow, you will be able to define the name of your export - this can be any text up to 255 characters - and the visibility.

You can choose between the following two options:

  • All admins
    • The report will be visible to all the all admins in the platform as well as to the creator of the report.
  • All admins, group managers and designers
    • The report will be visible to the creator of the report, all the Admins, Designers and Group managers.

When choosing the second option you will be given another layer of granularity, with two additional checkboxes All group managers and All designers. You can choose only one of them depending on your need, however note that at least one must always be checked.

The users that have been given visibility rights over an export can from the Customized exports homepage go self subscribe to these, however, they will not be able to modify them, as this right is limited to the admins and the creator of the report.

If a custom export is run by an admin, they will be able to see all data in the export without any content visibility restrictions, since admins users never have visibility restrictions in the platform. On the other hand, if a designer or group managers with permission to view the export views it, they might only see the report items (Courses, Users, Learning paths etc.) for which they have been granted visibility.

If there is a need to limit the information in an export beyond the above rules, an admin can create several reports with the same subject for the various user role profiles, matching the information in the report to align with the viewing permissions for each user role profiles. Alternatively, the admin can create different reports for each user role profiles, but then the subscriptions and scheduling of the exports must be done by the designers or group managers themselves.

The visibility rules will differ if you are on the internal or external perimeter. In the tab below, you will be able to see the permissions each role and attribute has over the customised export on each perimeter.

 

Internal perimeter

Roles 👉 Internal admin

Designer

If the following options are checked:
designers can display and modify all courses
designers can display and modify all courses
• d
esigners can import all modules and stages from the platform

Designer

If the following options are checked:
designers can only view and edit courses for which they are designers
designers can only view and modify the courses they have created
designers can only import modules and stages linked to courses for which they are designers

Learner Community manager Facilitator
Access the list of exports *


*(only for exports they created)
*


*(only data relating to registrations for training courses for which he/she has been designated designer or co-designer, is displayed)
Create an export *


*(only for exports they created)
*


*(only data related to registrations for in-class sessions of training courses for which he/she has been designated designer or co-designer, is displayed)
Edit an export


*(only for exports they created)
*


*(only data related to registrations for in-class sessions of training courses for which he/she has been designated designer or co-designer, is displayed)
Subscribe users to an export *


*(Unless the are assigned the facilitator attribute)
*


*(Unless they are assigned the facilitator attribute)
Self subscribe to an existing export created by someone else
*


*(Exports with given visibility rights)


✅*


*(Exports with given visibility rights)

Functions 👉 Group manager

Facilitator

(internal)

       
Access the list of exports *


*(only self-created exports)
       
Create an export *


*(he can filter out only the information to which he has access to with their rights)
       
Edit an export *


*(only self-created exports)
       
Subscribe users to an export *


*(can subscribe admins, designers and group managers who are in his group)

       
Self subscribe to an existing export created by someone else *


*(Exports with given visibility rights)

   

 

 

Partner perimeter

  Partner admin will full rights

If the "Full rights" option IS checked in the partner platform configuration
Partner admin without full rights

If the "Full rights" option is NOT checked in the partner platform configuration
Anyone else
Access the list of exports *

*(only exports created within its perimeter)
*

*(only exports created within its perimeter)
Create an export *

*(he can filter the information to which he has access)
*

*(he can filter the information to which he has access)
Edit an export *

*(only exports created within its perimeter)
*

*(only exports created within its perimeter)
Subscribe users to an export *

*(can subscribe admins and group managers within its perimeter)
*

*(can subscribe admins and group managers within its perimeter)

Choosing the filters for your export

You have now reached the page where you can choose the filters that you want to apply to your export.

By default, all data concerning the selected subject will be included. You can add conditions if you want to filter on specific data. The information you can filter out in this page is determined by the type of export you chose to generate in the first step. It could be info relating to users, courses, learning path, evaluations, registrations etc.

Depending on the type of export you have chosen, certain types of custom fields will be available to be included within the export.

For each possible filter, there are four types of conditions available:

  1. Is / is not
  2. Contains X
  3. Date ranges
  4. Less / More than

On the mandatory filters you select more than the maximum items allowed, you are restricted to a date range. See the limitations section further down in the article for more details.

Once you’ve selected all of the information you would like to include in your custom export, move to the next page, to define the visual appearance of your export.

 

Defining the visual appearance of your export

 

Here you can choose what tabs and columns you want to see in your export.

The columns are grouped on each tab, according to their area and will match the filters proposed on the previous page. There are two export structures:

  1. The first tab is the master, and all subsequent tabs are further details of the first tab
  2. Tabs are only loosely related like Validated Registrations, Pending registrations and the filters apply to all of these tabs

Depending on the type of export you have chosen, certain types of custom fields will be available to be included within the export. Please note that the columns and tabs to format the data will differ from export to export, and are determined by which type of export type you chose to generate.

When you’ve finished configuring all of the settings for your export, you can select Preview at the bottom of the page, to see how your report will appear and check it is to your liking. After having checked the preview, you can then come back to the export settings configured to change some of them if you need it.

 

The preview only shows the custom export formatting as it will be viewed by the person that will receive it, to allow you to have more granularity and can make sure to format it in the way you prefer it. However, it does not include a whole preview of the data that it will later contain, data shown is onlysamples. The preview may not return actual data if it is taking too long to load it, due to large amount of data for example, in which case a representation of the data will be displayed.

 

Once the visual layout is to your liking, you can click on Create at the bottom of the page, where you’ll be able to save all settings you configured for your custom export, and decide if you also want to export it immediately or just save it.

 

If you decide to generate an export manually at a given time, average receiving time is 10 to 15 minutes depending on the size of the export, due to amount of data it contains.

 

Setting subscriptions and scheduling for the creator of the export

Once you’ve set up your custom export with all the information you would like to see included, you will be able to set up subscriptions and schedule when it should be automatically sent via email.

To do so, from the Customised exports home page, choose the export you’d like to edit subscriptions or scheduling for, and on the export line, in the Actions section, click on the Cogwheel.

Here, you can set up your subscriptions and create your schedule.

To get started, click on the Subscribe users button on this page, which will open a two tab modal, that will allow you to first define recipients for the export, and then define a frequency for how often and when they should receive it.

 

In the Users to subscribe tab, you can filter users by name or by group, and with the search bar easily find the few users you might be looking for.

 

To limit the load on the database when generating the export and offering better performances, we’ve limited the registrations for groups within 1000 users.

 

If you toggle the List of usernames, you can also list the usernames to be registered on the left section, one per line. The usernames list can be copied from a file (e.g. Excel) and pasted in the left insert.

 

A link to download the export will be included in the email sent to all of the users you subscribed. By sending a link instead of an attachment, your users won’t have any issues due to large files to download. No need to worry about downloading the export quickly after receiving it, the link does not time out. The export is translated into the users preferred language as set in their personal account preferences. For more details on defining user’s language account, you can visit this dedicated article.

 

Once you are satisfied with the subscribed users list, you can click on Next.

Now that you have set your recipients, you can select the frequency by going to the Select frequency tab. There you’ll have the possibility to select a weekly or monthly frequency, and depending on that choice, a week day or a day number within the month.

Once the cadence and day selected, you’ll be able to select a timeframe via a date picker, with a subscription start date and a subscription end date. Note that the subscription end date is not mandatory, which means that if you don’t select any end date, the subscription schedule will run indefinitely as per the cadence and day previously selected.

 

The export data for subscriptions are run 24h in advance, in order to prevent too much delay on subscription schedule if the queue of subscribed export to generate is full. Thus if the subscription start date is on the same date, as the first expected export due date, the export will arrive with some delay because of these 24h buffer.

 

A best practice would be to create different exports and different schedules according to roles and permissions (e.g: different exports for Designers having different permissions, the same report for Groups managers sharing the same permissions). This will allow the users to view only results specific to the courses, users, catalogs, and locations they have been assigned and have the rights to view - otherwise it could seem like there will be data missing from the export which is due to the permission limitations.

 

Additional notes about the subscribing and scheduling of exports

  • Export subscribing and scheduling is available only for admins, designers and group managers
  • When a scheduled export generation is triggered, the report will contain the latest available data.
  • Export schedules are based on the current visibility and permissions of the user (Admin, Designer or Group manager) who created it, who is its owner. If the report’s owner permissions change and the owner has no longer the permissions needed to schedule the export — for example the admin who created the report has been deleted or their user level has been changed from admin to normal user — the scheduling process cannot be executed. In this case, we suggest duplicating the export, so that you become the export’s owner and you are still able to schedule it.
  • All self subscribed exports by users that have been given visibility rights to the export by the creator will also appear on the subscription management page, and their subscription can be managed there by admins and the creator of the export, overriding any changes made by the user himself.

Self-serve subscriptions and scheduling for users with visibility rights

Screenshot 2024-03-21 at 11.31.00.png

If you have been given visibility rights over an export by an admin, it means you will be able to self-serve your subscriptions. To do so:

  1. Navigate to the Customized export homepage, there you will see the list of all exports you have been given visibility on
  2. Choose in the list, the export you would like to subscribe to
  3. Click on the kebab menu at the end of the line and select subscribe
  4. There a modal will appear where you’ll have the possibility to select a weekly or monthly frequency, and depending on that choice, a week day or a day number within the month
  5. Once you are satisfied with your choice, click save

Once you’ve subscribed to the export, you will see that that an icon with a persona and a check appeared on the line. This will at a glance over the Customized export homepage allow you to see which export you are subscribed to.

In case you later want to edit the frequency choice, you can easily do so yourself by clicking on the icon with a persona and a check, and the modal will appear where you’ll have the possibility to edit the frequency.

 

Screenshot 2024-03-21 at 11.29.00.png

And if you want to unsubscribe, on the same kebab menu where you initially clicked subscribe, you now have the possibility to click unsubscribe.

 

Exporting your custom export

 

You can also export your report in Excel punctually, if you need it.  You can do so:

  • From the main Customised exports page, find the export that you want to export in the list of reports you’ve created, then press the breadcrumbs at the end of the report’s row. From the dropdown menu, select the Export item.

 

It usually only takes a few minutes to export your export. When you launch the export, the process will run in the background with a background job, so you can continue to use your platform and your device without any restrictions during the export process. When the background job ends, you will be notified via email and a notification will be shown in the notification area on the top banner, accessible by clicking on the bell icon.

 

Limitations

In order to allow optimal performances for your exports, the date range is limited to a 1-year interval when:

  • more than 5 training courses are selected
  • at least 1 category is selected
  • at least 1 learning path is selected

Which means that if users selects 20 courses (or 1 category, or 1 training path) for the export of training registrations, they will see a new mandatory condition on the registration date, where they will have to define the dates (1 year maximum) over which the export must be carried out.

The maximum length for an .xls file is 1 million rows, each field is limited to a maximum length of 32670 characters, so those fields that display lists of groups or lists of training paths can get truncated at this value.

 

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