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Mitratech Success Center

Reporting

Reporting enables you to view Compliance reports and Standout Answer reports. It also enables you to view, edit, create and delete subscriptions.

Subscriptions enables you to create reports at scheduled times. These reports can then be emailed to a distribution list or saved on a File Share where Users can view them.

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Reports & Subscriptions

On the Reporting page, you can select and view Publication Compliance reports which have default filter settings already enabled. Additionally, above each report you can select different report filters and fields. For more information, see “Changing the Default Filtering Option” and Adding/Removing Columns From Reports.

The Reports tab allows you to see Publication Compliance reports or Standout Answer Groups reports. When the report data is found (by default; for today and the previous seven days), data is displayed in the main report window on the righthand side.

To view report statistics for a different time period, you can change the report’s Date From and Date To filter settings. See “Publication Compliance Report” for more information.

To view report statistics for Standout Answer Groups. See “Standout Answer Groups Report” for more information.

To investigate a specific publication’s compliance status in more detail, click on any of its active links (underlined text) in the report’s table.

The Subscriptions tab allows you to view existing subscriptions for the reports. All current subscriptions will be listed below by Report name, Subscription name, Owner and Last executed date. See “Sorting Report Data Within Columns” for more information.

Report Toolbar

Reports can be Printed. Click the Print button to open the Windows print dialog.

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For more information, see “Printing Reports” below.

Reports can also be Exported. Click the Export button.

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For more information, See Exporting Reports” below.

If you need to Filter the results returned by a report, click the Filter tab and, from the available filter options, select your requirements.

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For more information about adding and or changing filtering options, see “Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

If you need to change the Column Headings which are displayed, or the order in which the current headings are displayed, click the Fields tab and, from the available field options, select your requirements.

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For more information see “Adding/Removing Columns From Reports.

When you have clicked on an active link in a report and now want to return to the parent report, click the Close button below the displayed report.

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Printing Reports

Click the Print button to open the report in a new browser window and display the Print dialog.

Select your printer, set its particular print settings and print the report.

When the report has been printed, close the browser window to return to the original PolicyHub window.

Exporting Reports

The Export button allows you to export the report. When the Export button is clicked, a dropdown menu enables the User to select how the report will be exported.

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  • PDF – the report data is exported to PDF format and is displayed in Adobe Reader.
  • Excel – the report and data are exported to, and displayed in, Excel.
  • Word – the report data is exported to, and displayed in Word.
  • CSV (comma delimited) – the report data is exported to CSV format and is displayed in Excel.

Publication Compliance Report

On the Reporting page, select Publication Compliance.

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By default, the Publication Compliance report displays results for all Completed Publications (which have Complied, and or are in Error and or Not complied, for all Active Users) which were sent in the last week.

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To change the above mentioned default Publication Status, Compliance Status, User Status and or the Date Range reported on, click Filters.

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The report’s filter options are displayed above the report’s graph.

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From the report’s Publication Status filter, you can change the default setting to the Recalled and or Retracted options and, by selecting the ellipsis symbol (...) you can choose to report on all of the available options.

From the report’s Compliance Status filter, you can change the default ellipsis symbol (...) option setting to the Complied, Error, In Progress and or Not Complied reporting options.

From the report’s User Status filter, you can change the default Active setting to the Inactive and or Disabled user options and, by selecting the ellipsis symbol (...) you can choose to report on all of the available options.

To change the default Date From and Date To options, you can select different dates from each Date filters’ dropdown Calendar.

Note: The Date From value should always be earlier than the Date To value.

For more information about adding and or changing filtering options, see Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

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The above example shows the Publication filter set to Completed, the Compliance filter set to Complied and Not Complied, the User Status filter set to Active and finally, the Date From and Date To filters set to 1st September 2015 and 26th October 2015, respectively.

The report data for the changed filter settings (described above) are shown below.

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You can move the mouse cursor over a segment of the chart to display the compliance status statistics for that segment.

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To investigate a specific publication’s compliance status in more detail, click on any of its active links (underlined text) in the report. The column headings in the above report are described in Table 85.

TABLE 85. Publication Compliance Report

Item

Description

Publication

The name of the Publication with which this version of the library item was published.

Date Sent

The date the Publication was sent.

Active Link. Click on a date to display the Publication Compliance report for all Publications sent on that date.

Sent By

The name of the person who sent the Publication. Active Link. Click on a name to display the Publication Compliance report for all Publications sent by the selected user.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of the Publication.

Active Link. When the Compliance Status is clicked, the Item Compliance report is displayed for the selected Publication and the selected Compliance Status. See Reporting” for more information.

Percentage

The percentage of recipients of the Publication with the compliance status shown.

Publication Status (Hidden by default)

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

For more information about column headings in reports, see “Adding/Removing Columns From Reports.

Standout Answer Groups Report

This section describes how to view Questionnaire standout answer reports by Standout Answer Groups. From the menu on the left, select Reporting.

On the Reporting page, from under the Reports tab, select Standout Answer Groups.

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In the Summary Report’s Parameters section, you can filter by Publication, Date (from when the Questionnaire was sent), Everyone, Recipient Lists, Group and User.

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Additionally, you can select the Filter based on answers submitted between tick box and enter the From and To dates, as required.

This report shows a graph of the number of replies belonging to each Standout Answer Group.

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The column headings in the above report are described in Table 86.

TABLE 86. Standout Answers Report

Item

Description

Standout Answer Group

The name of the Standout Answer Group.

Active Link. Click on a Standout Answer Group name to display the Standout Answers By Groups report for the selected Standout Answer Group. See “Standout Answers By Group Report” below for more information.

Submission Count

The number of times an answer belonging to the Standout Answer Group was given.

Last Submitted

The date and time an answer belonging to the Standout Answer Group was submitted.

Standout Answers By Group Report

A Standout Answers By Group report is displayed by viewing the Standout Answer report and clicking on a Standout Answer Group’s name.

This report shows the users who selected an answer belonging to the selected Standout Answer Group.

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The column headings in the above report are described in Table 87.

Reports can be filtered by selecting various options. The available filters differ for each report.

Note: Filters are applied to refine the selected report and are not used to change what the report is reporting on.

For example, a report displaying the names of all of the recipients who received a publication in September could be filtered to display only the names of those recipients who received the publication between the 10th and the 20th of September.

TABLE 87. Standout Answers By Group Report

Item

Description

Recipient

The name of the user who entered or selected the Questionnaire answer which belongs to the selected Standout Answer Group.

Active Link. Click on a Recipient to display a Standout Answers By Group report for a selected Recipient.

Standout Answer Group

The name of the Standout Answer Group used in the Questionnaire.

Active Link. Click on a Standout Answer Group to display a Standout Answer By Group report for the selected Standout Answer Group.

Publication

The name of the Publication used to send the Questionnaire which contained the Standout Answer.

Active Link. Click on a Publication to display a Standout Answer By Group report for the selected Publication.

Library Item

The name of the Questionnaire which contained the Standout Answer.

Active Link. Click on a Library Item to display a Standout Answer By Group report for the selected Library Item.

Revision Description

The description of the selected revision of the Questionnaire which contained the Standout Answer.

Active Link. Click on a Revision Description to display a Standout Answers By Group report for the selected Revision Description.

Section

The name of the Section in the Questionnaire which contained the Standout Answer.

Active Link. Click on a Section to display a Standout Answers By Group report for the selected Section.

Question

The Question in the Section of the Questionnaire which contained the Standout Answer.

Active Link. Click on a Question to display a Standout Answers By Group report for the selected Question.

Answer

The answer the selected user entered or chose which was part of the selected Standout Answer Group.

Active Link. Click on an Answer to display a Standout Answers By Group report for the selected Answer.

Last Submitted (Hidden by default)

The date and time an answer belonging to the Standout Answer Group was submitted.

Usage Count (Hidden by default)

The number of times the questionnaire was published to each user.

For more information about column headings in reports, see “Adding/Removing Columns From Reports.

Date Filters

Date filtering is the default filtering option for the Standout Answer By Group report. Dates can either be typed in, or selected from the dropdown calendar.

Note: The Date From value should always be earlier than the Date To value.

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After you have entered the required Date From and Dated To options, click View report to display the filtered report.

Additional Filtering Options

The following additional Standout Answers By Group Filter options are also available.

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Filtering By Publication Example

Click the Filters tab,

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then click the Add filter icon.

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From the filter’s dropdown list, select Publication, to add the Publication Filter option.

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Enter the publication’s name that you want to filter on,

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then click Update results to display the filtered report.

If the default filtering option (in this example, Publication Equals) is not your required option, see “Changing the Default Filtering Option” below.

Changing the Default Filtering Option

To access the filter options for any Standout Answers By Group report, click the Filters tab,

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then click the Add filter icon.

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From the filter’s dropdown list, select your required topic, Publication, Recipient, Answer, etc.

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Click on the Publication Equals’ filter’s configuration icon and,

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from the Filter Operator’s dropdown list, select a filter option, then click OK.

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In the above example, Equals (Select) has been chosen.

Because the filters differ for each report, the following table Filter Operator’s Filtering Options for All Reports, describes all of the available Filter Operator’s Equivalence, String, Date, etc., options.

To display a report with your changed filtering options,

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select the publication you want to filter on (or select the ellipsis symbol (...) to select all of the available publications), then click Update results to display the filtered report.

TABLE 88. Filter Operator’s Filtering Options for All Reports

Item

Description

Equivalence

Equals

Users can only enter one option to filter on.

Equals (Select)

Users can only select one of the displayed options (or all of them, by selecting the ellipsis symbol ‘...’) to filter on.

Equals (Multiple)

Users can select one or more (or all) of the displayed options to filter on.

To select a list of consecutive options, select your first option hold down the keyboard's Shift key then select your final option.

To select a list of nonconsecutive options, select your first option hold down the keyboard's Ctrl key then select each additional option, as required.

To select all of the options, choose the ellipsis symbol ‘...’

Doesn’t Equal

Users can only enter one option not to filter on.

Doesn’t Equal (Select)

Users can only select one of the displayed options not to filter on.

Doesn’t Equal (Multiple)

Users can select one or more of the displayed options not to filter on.

To select a list of consecutive options, select your first option hold down the keyboard's Shift key then select your final option.

To select a list of nonconsecutive options, select your first option hold down the keyboard's Ctrl key then select each additional option, as required.

String

Like

Users enter a word or letter similar to the result being filtered on.

Begins With

Users enter a word or letter they want the result being filtered on to start with.

Ends with

Users enter a word or letter they want the result being filtered on to finish with.

Isn’t Like

Users enter a word or letter not similar to the result being filtered on.

Date & Time

Equals (Calendar)

Users select a date from the dropdown calendar to be filtered on.

Comparison

Is Less Than

Users enter a numeric value higher than the results they want to be returned.

Is Greater Than

Users enter a numeric value lower than the results they want to be returned.

Between

Users enter a low numeric value then a high numeric value which they want the returned results to be between.

Isn’t Between

Users enter a low numeric value then a high numeric value which they want the returned results not to be between.

Adding/Removing Columns From Reports

Fields can be added to, or removed from, reports to change which columns are displayed.

Click Fields to display all of the available column headings. Unused (hidden) fields are shown on the left and fields which are currently used as column headings are shown on the right.

Note: Fields which are Locked to the righthand side (display) column are mandatory. They cannot be removed from reports, nor can their positions in reports be changed.

Fields which are Pinned to the righthand side (display) column are also mandatory and cannot be removed from reports, but their positions can be changed by use of the Up/Down buttons.

Fields which are neither Locked or Pinned to the righthand side (display) column can be removed or have their position changed in reports.

Select one or more fields and use the left or right arrow buttons to move the field(s) from one list to the other to show or hide fields.

Similarly, select one or more fields and use the Up and Down buttons to change the order the fields (columns) are displayed in the report.

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The field at the top of the righthand side list (Recipient in the above example) will be displayed as the leftmost column in the report, the field second from the top will be displayed second from the left, etc. The field at the bottom of the list (Version in the above example) will be displayed as the rightmost column in the report.

Click Update results to display the report with its changes.

Sorting Report Data Within Columns

Information in the majority of reports can be sorted by fields (columns) from the initial report data into numerical/alphabetical order or vice versa. The following example is typical of the various report headers generated in a report:

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In an unsorted condition the column header will not display any icons and the data in that column will be in it’s original format.

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Clicking on a column header once will sort the data into numerical/alphabetical order and the column will display a sort icon image to the right of the column header.

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Note: The sort column function is not available for all report columns. In these instances the sort icon image will not be displayed when clicking the header and the column data will remain unchanged. By default, columns generated in a report are displayed from left to right, regardless whether a column has active or inactive column sort ability.

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Clicking on the column header again will reverse the order of the data in that column and an inverted sort icon image to the right of the column header will be displayed.

Note: If one column is sorted and then a second column is selected, the order of the first column takes precedence of the sort sequence.

In some reports the sort column function is not available. In these instances the sort icon image will not be displayed when clicking the header and the column data order will stay unchanged.

Report Pagination

The maximum number of reports displayed in the report window is 1,000 rows per page. If more than 1,000 rows are found, a second page is generated and the navigation tool bar becomes visible in the bottom left corner of the main report window with the number of reports and the total number of items listed.

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Note: In this example the left arrow buttons are inactive (grey) as the report is on the first page. Only the right arrow buttons are active and can be selected to navigate to page 2 of 2.

The report pagination toolbar can be used to navigate between pages using the following arrow buttons:

image Selecting this button moves to the next page in the reports list.

image Selecting this button moves to the last page in the reports list.

image Selecting this button moves to the previous page in the reports list.

image Selecting this button moves to the first page of the reports list.

Subscriptions

To view, delete or update existing report subscriptions or create new subscriptions: on the

Reporting page, select the Subscriptions tab.

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The column headings under the Subscriptions tab are described in Table 89.

TABLE 89. Viewing Current Subscriptions

Item

Description

Report name

The name of the PolicyHub Report.

Subscription name

The subscription name entered when the subscription was created (or last edited).

Owner

The name of person who created the subscription.

Note: When a subscription is created by a User who has logged in using either a user name or email address, the owner for that subscription will be displayed as System.

Last executed

The date and time the subscription task was last performed that is, an email was sent or a report was put on a Server File Share.

Note: When a User is logged in automatically, by default they will be shown only their own private subscriptions (that is, ones for which they are the Owner). They may also view (and edit) all subscriptions by selecting the View all subscriptions option (on the top righthand side of the page). This option allows them to see all the subscriptions created by all PolicyHub Users. However, Users who log in with a user name or email address do not have a private view of their own subscriptions – they see everyone's subscriptions. These Users, therefore, are not presented with the View all subscriptions option.

Deleting Subscriptions

To delete an existing subscription, select a subscription from the list of subscriptions displayed below the Subscriptions tab.

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The selected subscription’s details are displayed. Click the Delete subscription button.

Updating Subscriptions

To update an existing subscription, select a subscription from the list of subscriptions displayed below the Subscriptions tab.

The selected subscription’s details are displayed.

As required, edit the subscription details (See “Creating Subscriptions” below, for more information) and when complete, click the Update subscription button.

Creating Subscriptions

When viewing a current Report, an administrator can create a subscription to it by clicking the Subscribe text link and completing the subscription details.

Note: Subscribing to a report removes the need for you to select, set up, view and send the report to specific recipients each time you need to distribute uptodate information.

Subscribing To Email

Subscribers can be sent Reports by email.

  • The report can be sent to each subscriber
  • A link to the report PDF file can be sent to each subscriber
  • Both the report and a link can be sent to each subscriber
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Enter a name for the subscription in the Subscription name box.

If you want to send out the report only for the default dates (today and previous six days), select the Use default parameter values for the report tick box.

Select the by email option to have the report delivered by email. Enter all relevant To, Cc, Bcc and Subject details.

Email addresses can by typed directly in to the To, Cc and Bcc text boxes. Alternatively, to add the email addresses of PolicyHub users, click the To, Cc or Bcc button (as required).

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Search for the names of the users you want to add to the email subscription and drag the names to the panel on the right.

Alternatively, expand the Groups tree, select a Group and drag the names from the Users panel to the panel on the right. When you have selected all the required names, click Use list of recipients. The users are added to the email subscription. (To delete a user from the email subscription, delete the user’s email address from the To, Cc or Bcc text box.)

Enter a descriptive Subject for the email (this is mandatory).

If required, enter some helpful comments in the Email comment section. The comments will added to the email, above any link (if available and if configured).

When using Windows authentication, the option to: Include report as a link and/or file attachment is displayed.

To include a link to the report in the email, select the Include report as a link tick box.

To include the report as a file attachment, select the file attachment tick box and select a Format for the attachment from the dropdown list (PDF, Word, etc.).

Note: The option to include a report link is available when logged in to PolicyHub using Windows authentication only. A report link cannot be used when creating a subscription when logged in to PolicyHub using Forms authentication or ADFS.

To send out a report with a specific date range and or schedule, see Subscription Schedule.

Subscribing To A Server File Share

Reports can be sent to a shared folder on a network where they can be accessed as needed.

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Enter a name for the subscription in the Subscription name box.

If you want to send out the report only for the default dates (today and previous six days), select the Use default parameter values for the report tick box.

Select the to a server file share option to have the report delivered to a folder on a local or networked hard disk drive (HDD).

If required, edit the File name of the report. This is the name of the report on the Server File Share.

Enter the path to the shared network folder where the reports will be saved. This field is mandatory. The Path must follow the Uniform Naming Convention (UNC) which has the format: \\Server\Directory

Note: The Directory must be a shared folder and the user whose credentials will be used to save the report must have write access to the folder.

Select a Format for the attachment from the dropdown list (PDF, Word, etc.).

Enter the User name and the Password of the person who has write access to the configured path. These fields are mandatory.

In the File save and overwrite behaviour section, select an Overwrite option. These options determine what happens to the old report when a new version of the report is saved.

  • Overwrite an existing file with a newer version – each time a new report is generated, it overwrites the existing report.
  • Increment file names as versions are added – each time a new report is generated, the file name is incremented. Older reports are not overwritten.
  • Do not overwrite if a previous version exists – each time a new report is generated, a check is made to determine if a report with the same name already exists on the file share. If a report with the same name already exists, the new report is discarded. If the report does not already exist, the new report is saved on the file share.

To send out a report with a specific date range and or schedule, see Subscription Schedule.

Subscription Schedule

In the Schedule the subscription section, select the interval at which the subscriber reports are run:

Hourly intervals,

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Daily intervals,

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When Daily is selected, you can either choose the days of the week on which to send out the report by selecting on specific day(s), see above or you can select after a number of day(s) see below and enter (for example) 2 which would send the report out on the Starting on day and then every other day after that.

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Weekly intervals,

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Monthly intervals,

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Only Once.

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Complete the required Hourly, Daily, Weekly or Monthly report subscription schedule details, as required.

When you have completed your selection, open the Starting on calendar and select the date you want the report subscription to start, then click Done.

Hourly, Daily, Weekly or Monthly report subscription can be left to run indefinitely, or you can configure an end date for the schedule.

To set an end date, click in the and ending on (optional) text box to open the end date calendar and select a date. When selected, end date the calendar will close automatically.

The subscription will end at the end of the selected day.

Saving The Subscription

Click the Create subscription button to save the new subscription or click the Update subscription button to save changes made to an existing subscription.

A field which is outlined in red must be completed correctly before the subscription can be saved.

A description of the error is also displayed.

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Note: The report will be sent to your selected recipients at the intervals requested.

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