What is the Custom Report Designer

The Custom Report Designer (CRD) is a LegalHold feature with a powerful report builder that collects data from modules. You can customize each report in a simple and intuitive environment, send reports by email and store them in an FTP server. CRD lets non-technical staff generate reports, decreasing costs related to business intelligence implementation.

CRD consists of the following steps:

Create a New Custom Report: In this step, you configure which tables you want to add to the report. You can also select a subset of fields from a table.

Configure Email Details: In this step, you configure a distribution list to send an email that contains the report as a CSV file.

Configure FTP Details: In this step, you configure an FTP server to store the CSV file that contains the report.

Configure Schedule Details: In this step, you configure the report to be created periodically and to send the report to an email distribution list or/and store it in an FTP server.

You can configure a new custom report, skip any portion of the configuration if you don't have all the configuration information available, and get back later.

The scheduled task sends an email to a distribution list or stores the CSV file in an FTP server. This means that you only need to configure Email Details or FTP Details to complete the configuration. Configuring both Email Details and FTP Details is optional.

Custom Report Designer User Interface

Follow the below instructions to access Custom Report Designer User Interface:

Instructions

Screenshot for Reference

To access CRD, click on Reporting > select Custom Report Designer.

CRD contains all custom report records. You can sort the files by CUSTOM REPORT NAME or by CREATED ON (date).

The CRD user interface have the following sections:

Search bar
Create New button
Custom Report name column
Created On column
Last Run Time
Actions column

Create a New Custom Report

Follow the below instructions to Create a New Custom Report:

Instructions	Screenshot for Reference
1. To create a new custom report, click on the Create New button on the top right.
2. In the Report Details stage, File Name: Enter the filename. Do not use special characters. File Extension: Select the file extension from the dropdown menu. Grant Permissions to Roles: Select the role to set the permissions to lock down reports, preventing accidental deletion or modification. Note: This option is exclusively available to System Administrators to set permissions and lock down reports. To view assigned roles for individual users, navigate to each user's profile from 'Manage Users' and refer to the 'Role' column.
3. Select a table from the dropdown list. Each table in the dropdown list contains fields that can be added to the custom report. Note: Select another table from the dropdown list. to add more fields as needed.
4. To add fields to your configuration record, select a field from Available Fields and click Add. To remove a field from the Selected Fields, select the field and click Delete. Repeat this step as needed. To delete a field from Selected Fields, click on the trash icon to the right. 5. Click on Save.
5. In the pop-up window that appears, select the filters that you require from the dropdown lists and then click Save.

Configure Email Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to send reports as CSV files by email:

Instructions	Screenshot for Reference
1. Enter the email address of the sender of the report.
2. Click Add People to add the email addresses that will receive the reports.
3. Select the email addresses from the list that appears. Select an email address that you can access to verify that the configuration works properly and then click Add People again. Verify that the information is correct. You can add or delete email addresses as needed.
4. Click Save and Continue in the Email details step.

Configure FTP Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to set up an FTP server.

Enter the following information:

FTP Address
FTP Username and FTP Password
FTP Port

Click Test Connection to verify that the connection works properly.
Click Save and Continue..

Configure Schedule Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to configure a schedule for the reports.

As a prerequisites to schedule a task, you need to configure Email Details or FTP Details.

Follow these instructions to set up a scheduled task:

Enter the following information:

Start Date
End Date
Schedule
Start Time

Click Save. You will be redirected to the Custom Report Designer.

Edit a Configuration File

Follow these instructions to edit a configuration file.

Go to the Custom Report Designer and enter the custom report filename in the search bar.
Click on the pencil icon next to the custom report filename that appears in the results.
Edit the custom report and then click Save.

Delete a Configuration File

Follow these instructions to delete a configuration file.

Go to the Custom Report Designer and enter the configuration report filename in the search bar.
Click on the trash icon next to the configuration report filename that appears in the results.
A confirmation message appears. Click Delete.

on successful deletion, you will see 'Successfully deleted' message.

Custom Report Designer

The Custom Report Designer lets you run configuration files based on a schedule. Follow these instructions to set up the export configuration tasks:

Instructions	Screenshot for Reference
1. To assign configuration files to the Custom Report Designer, go to Scheduled Tasks. Find the Custom Report Configuration and click on the pencil icon to the right.
2.Select the configuration files you want the task to run. Click Save.
3. On the Scheduled Tasks page, click the + sign to expand the Custom Report Configuration 4. To run each task individually, click the icon next to each task.
5. To verify that the email notification is sent, you should receive an email similar to the image if you set your email in the distribution list.
6. To verify that the CSV file was uploaded to the FTP server, connect to the FTP server that you configured in Configure FTP Details. You should see the CSV file generated by the task. The CSV file contains all the records configured in Create a New Configuration Record, as illustrated in the image.

Available Tables in the Custom Report Designer

This is the list of all available tables and fields in the Custom Report Designer:

Table	Matters
Fields	Matter Name
	Matter GUID
	Matter ID
	Matter Type
	Outside Ecounsel
	Description
	Primary Internal Contact

Table	Notice
Fields	Displayed
	From Email
	Notice Name
	Notice GUID
	Reply to Email
	Subject
	Enable Reminder
	Is Modified
	First Sent
	Enable Questionnaires
	Preservation Notice
	Enable Notice Approval
	Notice Approved
	Sent By
	Last Hold Sent Date

Table	People
Fields	First Name
	Last Name
	Person GUID
	Full Name
	Middle Name
	Email
	Employee ID
	Start Date
	End Date
	Job Title
	Phone
	Manager First Name
	Manager Last Name
	Manager Email
	Manager Employee ID
	Status
	Organization
	Department
	Silent Custodian
	Address
	Country
	City
	Network ID
	On Hold
	On Hold Enabled Date
	On Hold Disabled Date
	State
	ZipCode
	SSO Enabled
	Termination Date
	Early Termination
	User Name
	Application User ID
	User Created On
	User Modified On
	User Last Login Date
	Profile Name
	Account Status
	C-Level Executives

Table	Group
Fields	Name
	Number
	Ignored By Sync
	Created Manually
	Created on
	Modified On
	Created By
	Modified By

Table	Recipient
Fields	Internal ID
	Modified On
	Created on
	Status
	Last Notice Sent
	Silent
	Added Individually
	Custodian Release Date
	Response
	Response date
	First Sent date

Table	LegalHold
Fields	Name
	Number
	Open Date
	Priority
	Status
	Created On
	Hold GUID
	Release Date

Table	Preservation Notice
Fields	From Email
	Reply to Email
	Preservation Name
	Subject
	Preservation GUID
	First Sent
	Status

Table	Custom Fields
Fields	Matter Opened On
	Friendly Matter Description
	Hold Data Repository

Table	Legal staff
Fields	Staff First Name
	Staff Last name
	Staff Employee ID
	Staff Email
	Legal Staff GUID
	Legal Staff Role
	Receive copy of notice
	Integration Staff

Table	Data Steward
Fields	Data Steward First Name
	Data Steward Last name
	Data Steward Employee ID
	Data Steward Email
	Data Steward GUID
	Modified On
	Created On
	Data Steward Status
	Last Notice Sent
	Added Individually
	Data Steward Release Date
	Data Steward Response
	Response Date

Note: The filter field Response status will appear under selected filed filter Response, and available only when the report type is custodian and not for people.

Available Filters in the Custom Report Designer

You can apply different filters to the configuration files. The filters depend on the fields selected. See the following list of filters:

Hold Status: Its status is ACTIVE or RELEASED. This filter is always displayed in the Apply Filters window.
Matter type: Filter based on items customized in System Settings→ Manage Lookup Tables→ Matter Type.
Department: Filter based on items customized in System Settings→ Manage Lookup Tables→ Departments.
Person Status: Filter based on items customized in System Settings→ Manage Lookup Tables→ Person Status.
Query type: This filter is displayed when fields of the People table are selected. Its values are Custodians and People.

Last sent by filter in CDR

The ‘last sent by’ filter enables the user to filter custom reports according to who sent the report lastly in CRD (Custom Report Designer ).

How to update the last sent by filter in the existing report?

Follow the below instructions to update the last sent by filter in the existing report:

Instructions	Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab.
2. Select the report you wish to edit, from the list by clicking on the report name. And then click on the Filters button. Or click the Edit icon from the Actions tab.
3. In the ‘Filters to Apply’ pop-up window, you can choose: Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds Last Sent By: select the person(s) for whom you want to filter And click Save. Note: New filter won't be displayed If a Query filter is selected, this is because the query doesn't depend on the holds data. In such cases change the query type to ‘Custodians' or use Legal Hold or Matter fields.
4. You‘ll get the report as shown under Preview Data, to save this report click Save. Note: The report will show fields such as those selected in the Selected Fields column.
5. To download the excel report, Go to Reporting → Custom report designer → Click the download icon from the Actions tab for each report.

How to Create a new custom report for the last sent by filter?

Follow the below instructions to create a new custom report for the last sent by filter:

Instructions	Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
2. Fill in the fields for the Report stage as follows: File Name File Extension Data for Export Selected fields: Choose the fields required in your Preview data report from the Available fields using the Add and Delete button
3. Click Save to save the custom report, you’ll see the ‘Filters to Apply’ pop-up window, where you can choose filters: Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds Last Sent By: select the person(s) for whom you want to filter And click Save again to save the filter changes.
4. Fill the Email Details stage, Fill the From field with the Email ID from which you need to initiate the mail. Click the Add People Icon to add the recipient list. And then click Save and Continue..
5. In the FTP Details Stage, fill the fields such as: FTP URL Address FTP Site Username FTP Site Password FTP Port And click Save and Continue..
6. In the Schedule Details stage, Fill the following fields according to your schedule requirement: Start Date End date Schedule Start Time And Click Save.

How to add a group field to the people object?

Follow the below instructions to add a group field to the people object:

Instructions	Screenshot for Reference
1. Go to Reporting → Custom Report Designer tab. And click Create New icon.
2. Choose People from the Data for Export Drop down list. From the available fields choose the required to selected fields.
3. Choose People from the Data for Export Drop down list. From the available fields choose the required to selected fields.
4. You can also edit the field name by clicking the Pencil Icon.
5. Click Save to save the changes. And you’ll get to see the Filters to Apply pop-up window. The toggle Present group in one line appears, only when Group Name and Numbers field are selected. The toggle Make the custodians unique allows you to display the custodian's name without duplicating. And click Save.
6. You can download the custom report generated from the Custom Reports list, by clicking the download button from the actions tab for each report.
7. Here is the sample downloaded report.

You can also verify the data by following these steps:

Instructions	Screenshot for Reference
1. Go to Manage Groups → List of Groups.
2. From the list, select the group to see the data.

How to add search filters in legal hold reports?

Follow the below instructions to add search filters in legal hold reports:

Instructions	Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
2.Choose Legal Hold from the Data for Export Drop down list. From the available fields choose the required to selected fields.
3.If the custom field is selected, users can turn on/off the Double Quoted toggle for Multi-select and Single select, depending upon the separator selected during data export. Note: users can set
Note: Users can set AND or OR conditions using the toggle, if two custom field dates are selected.
4.If you have added any date filter, click the Pencil icon to edit and set conditions in the report as shown below:
5.You’ll get to see the Preview Data as shown:
6. Click Save to save the custom report, you’ll see the ‘Filters to Apply’ pop-up window, where you can choose filters: Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds Last Sent By: select the person(s) for whom you want to filter And click Save again to save the filter changes.
7.You can remove the date filter by clicking the close icon from the filter selections as shown: Or click Clear All to remove these applied date filters at once. You can see the updated data under the Preview tab and click Save to save the report.
8. You can download the custom report generated from the Custom Reports list, by clicking the download button from the actions tab for each report.

How to create a new custom report for custodian information?

Follow the below instructions to create a new custom report for custodian information:

Instructions	Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
2. Fill in the fields for the Report stage as follows: File Name File Extension Data for Export as People Selected fields: Choose the fields as follows using the Add and Delete button to see the custodian details : On Hold: Hold the name in which the custodian is added. On Hold Enabled Date: The date on which the custodian is added to the Hold. On Hold Disabled Date: The date on which the custodian is released from the Hold.
3. Click Save to save the custom report, you’ll see the ‘Filters to Apply’ pop-up window, where you can choose filters: Hold Status: Active for active holds, Released for released holds, or Select All for both active and released holds Last Sent By: Select the person(s) for whom you want to filter Click on Save again to save the filter changes.
4. Fill the Email Details stage as follows: From: Enter the Email ID from which you need to initiate the mail. Click the Add People Icon to add the recipient list. And then click Save and Continue.
5. In the FTP Details Stage, fill the fields such as: FTP URL Address FTP Site Username FTP Site Password FTP Port And click Save and Continue..
6. In the Schedule Details stage, Fill the following fields according to your schedule requirement: Start Date End date Schedule Start Time And Click Save.

How to create a new custom report for Legal staff information?

Follow the below instructions to create a new custom report for custodian information:

Instructions	Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
2. Fill in the fields for the Report stage as follows: File Name File Extension Data for Export as Legal staff and Legal Hold to select the fields. Selected fields: Choose the fields as follows using the Add and Delete button to see the Legal Staff details : *Hold Name* *Staff First Name* *Staff Last Name* *Staff End Date* Click Save fields to save the custom report,
3. In the ‘Filters to Apply’ pop-up window, you can choose filters: Hold Status: Active for active holds, Released for released holds, or Select All for both active and released holds Last Sent By: Select the person(s) for whom you want to filter Matter Type: you can choose the matter type from the dropdown list Legal Staff Status: Active for Active Holds , Inactive for inactive holds and select all for choosing active and inactive holds Click on Save and continue to save the filter changes.
4. Fill the Email Details stage as follows: From: Enter the Email ID from which you need to initiate the mail. Click the Add People Icon to add the recipient list. And then click Save and Continue.
5. In the FTP Details Stage, fill the fields such as: FTP URL Address FTP Site Username FTP Site Password FTP Port And click Save and Continue.
6. In the Schedule Details stage, Fill the following fields according to your schedule requirement: Start Date End date Schedule Start Time And Click Save.