Transitioning from the Custom Reports to the New Custom Reports Functionality

Learn more about transitioning to the New Custom Reports functionality

Last Updated

July 2nd, 2020

Docebo Module

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7 min

Introduction

Docebo’s New Custom Reports functionality in the New Reports menu allows you as a Superadmin or Power User to create custom reports to view and analyze specific information about courses, users, learning objects or apps you activated in your platform. With the new experience for custom reports, you can now create, configure, schedule and preview your report using different tabs on the same page, so you can easily come back to the settings configured to change some of them whenever you need it.

It now takes only a few minutes to export your report. Additionally, you can continue to use your platform and your device without any restrictions during the export process, because the process will run in the background. 

You can discover all these new features (and many more) available in the Custom Reports Builder tab in the New Reports menu by reading this article. 

We want to ensure that you know exactly what’s going on and how to best transition from the Reports menu to the new reports feature in your learning platform. This document outlines some questions and answers that you may have about Docebo’s New Custom Reports functionality.

Important Notes for Initial Transition

After the New Custom Reports functionality is released, you can create, view and manage your custom reports benefiting from the new experience and features available in the New Reports menu. The old Reports menu is still available on your platform, and you can use both of these two menus.  

The old Reports menu is still in your platform for a number of reasons:

  • The existing API integration is now available only for the old reports, and not yet for the new menu.
  • You’ll continue to use the old Reports menu (and not the New Reports menu) to create and manage an Audit Trail report. In fact, this type of custom report is not available in the new menu. For more information about Audit Trail reports, you can check out this article. In the future, the Audit Trail custom report will be available also in the new menu.
  • You’ll still use the old Reports menu (and not the New Reports menu) when you need to create a rule for the Automation App and define “Report is generated” as the rule’s condition. After having selected this condition in the first dropdown menu of the Define conditions section in the New Rule window, when selecting the custom report from the dropdown menu below you’ll choose a report you created using the old Reports menu. You cannot use this automated rule for custom reports created with the New Reports menu (in the dropdown menu of the Define conditions section you won’t find reports created with the new menu). 

Migrating Your Reports from the Old Menu to the New Menu

After the release of the New Custom Reports functionality, you may need to copy in the new menu the custom reports you previously created using the old Reports menu, so that you can benefit from the new functionalities and manage your reports from the Custom Reports Builder tab in the new menu.

This is the reason why, as a temporary feature, you can migrate the reports from your old Reports menu to the New Reports menu. You will find this useful functionality for some months after the release of the new reports experience.

reports migration

First of all, to migrate your reports, reach the New Reports page in the E-Learning section of the Admin Menu, then select the Reports Migration circular arrows icon in the top right corner of the page. In the pop up box that opens, press the Continue button to confirm your action. All of the reports in the old menu (except for the ones with errors in their configuration and the ones that you created before January 1, 2019) will be migrated to the new menu. The configurations of properties, visibility, filters and report fields will be migrated, while the schedules configured for the report won’t be migrated.

You can run the migration uniquely from the New Reports menu. If you are in the old Reports menu, a warning message informs you that the reports migration functionality is now available, and that you need to reach the new menu to perform this operation. You can simply click on the Go to New Custom Reports button in the warning bar to open the menu and start the migration.

Keep in mind that, if you migrate a report that you created in the old Reports menu and then you make some changes to the migrated report in the new Reports menu, when you decide to migrate again the report from the old to the new menu, all of the changes that you made to the report already migrated will be overwritten, and thus lost.

Also remember that, if you migrate a report that you created in the old Reports menu and then you make some changes to this report in the old Reports menu, of course you won’t find in the new menu the changes you made after the migration. To see your updates in the new menu, you need to migrate your reports again.

The reports migration operation will only take a few minutes to complete. When it is complete, a pop up window will appear, informing you about the number of custom reports that have been migrated successfully and, if any, about the reports which could not be migrated. In the latter case, you can download the error log to see what went wrong.

Questions & Answers

If I create a custom report using the new menu, can I use APIs to download my data?

No, if you need to use the API integration, you have to create and manage your report in the old Report menu.

When I create a custom report in the old menu, will I find the report also in the new menu? And vice versa?

No, the old Custom Reports functionality and the New Custom Reports functionality are in two separate menus and are not connected. As a consequence, if you create a report using one of the two menus, you will find your report only in that menu, and not in the other one.

How long will I have two menus to manage reports?

The old menu will be available in your platform until all of the existing functionalities for the custom reports will be migrated to the New Custom Reports. The old menu will be removed only after the completion of the migration activity.

In the new menu, I cannot find one of the custom report types that I used in the old menu. Why?

We are migrating all of the custom report types available in the Custom Reports section of old Reports menu, but we are still working to complete this activity. You can already use the main custom report types in the new menu (99% of the reports used by customers in the platform). You’ll find all of the report types in the New Custom Reports in the next months. For updated information about which types of reports are available in the Custom Reports Builder tab in the New Reports menu, refer to this article.

One of my users just completed a course. Will I find data about the course that he just completed in the Users-Courses report right away? 

No, remember that the data extracted and displayed in any type of report (User-Courses, but also all of the other custom report types) is not real-time, but it is automatically updated every day after 12 am (midnight). The update may take up to a couple of hours to be completed, during which data consistency is not guaranteed. Also remember that data refers to the default time zone that you, as a Superadmin, configured in the Advanced Settings menu, Date and Time tab. Please read the Automatic Updates of Data in Your Reports section in this article for detailed information about how the data in your reports are updated.

If you need to update the data of your reports before the automatic update, please refer to the following question.

What can I do if I need to update the data of my reports before 12 am (midnight)?

If you need to update the data of your reports before the automatic update that takes place every day after 12 am (midnight), you can use the Data Refresh functionality, that allows you to launch an update of all your reports’ data when you need it. To start the refresh on demand, you just have to select the Data Refresh icon in the top right corner of the main custom reports page.

Remember that you can refresh on demand the data of your reports up to a limited number of times per day and a limited number of times a month and that the operation may impact on the activities that other users are carrying out in the platform, so make sure you refresh your data only when it is necessary. Read the Data Refresh on Demand section in this article to find detailed information about the functionality.

Can I migrate an Audit Trail report from the old Reports menu to the new menu?

No. Since the Audit Trail custom report type is not yet available in the New Custom Reports, you cannot migrate this type of report from the old menu to the new one. Please refer to the Important Notes for Initial Transition section above for further information about the Audit Trail reports.

I’m migrating a custom report that I created and then scheduled in the old Reports menu. Will the report’s schedules be migrated?

Your report will be migrated to the New Reports menu (and the properties, visibility, filters and report fields that you configured in the old Reports menu will be migrated), but the schedules configured for the report won’t be migrated. For any further information about how to schedule your custom report, refer to the Scheduling a Custom Report section of this article.