Generating Reports and Data Exports

Creating custom report templates, generating reports and exporting data

Product Guides » Generating Reports and Data Exports


1. How do I generate a Target's report?
2. How do I distribute my reports once they are generated?
3. How do I pool rater groups on a report?
4. How do I create a group report?
5. Can I create a group report across projects?
6. How do I export data from my projects?

1. How do I generate a Target's report?

Option 1: Generate one Target's report at a time.

  • On the project home page you will see a list of all your targets. To the right of the target's name you will see a link that says PDF Report. Click on the PDF report link.
  • Choose the template you want to use to generate the report.
  • Set a password (optional).
  • Choose the minimum amount of responses required for each item for non-managerial and self groups (optional).

***Filter intensity settings can be found in the Setup tab » Advanced Settings reports section. This feature is not available for basic accounts.

  • Click "Create Report".
  • Once the report has generated, a link will be provided so you download it.

Option 2: Generate multiple Target's reports at one time.

  • You can batch your reports to be generated by the system so you do not have to run them one at a time. To do so, go to the Reports menu option » Batch PDF Reports.
  • Select the report template you want to use to generate your reports.
  • Choose the minimum amount of responses required for each item of non-managerial and self-groups (optional).

***Filter intensity settings can be found in the Setup tab » Advanced Settings report section. This feature is not available for basic accounts.

  • Select whether you would like Targets from "This project only" or "All active projects" displayed below.
  • Select the targets whose reports you want to generate, and click "Batch SELECTED Reports". Or you can click "Batch ALL Reports" to generate all of the reports. If you are selecting the reports you would like generated, you will need to complete the selection process for each page of names. You can expand the view of how many targets are shown by page using the Results Per Page drop-down.

Option 3: Setup the Autopilot to generate your reports on a certain date.

  • Go to the Project menu option » Project Autopilot.
  • Scroll down to the Reports section and find the Batch PDF Reports for all Targets in Project option.
  • Select a report template to use to generate the reports.
  • Set your minimum filter (optional).
  • Enter a date for the reports to be generated formatted as such MM/DD/YYYY.
  • Scroll back up to the Settings section.
  • Turn the Autopilot ON.
  • Scroll to the bottom of the page and click Save Settings.

Editing Report Templates Video

2. How do I distribute my reports once they are generated?

Option 1: Manually save or distribute reports.

  • Go to the Reports menu option » Distribute Reports. From this page you will see that you can save the reports to a zip file and download them to your computer and/or email reports to targets, managers, or a specific email address.
  • Select the option which you would like to use to distribute your reports.
  • Choose if you show the reports from "This project only" or "All active projects".
  • Choose if you will perform the action on "Reports selected below" or "All Reports in project".
  • Select the appropriate expiration for the report links to be distributed.
  • If you choose to select reports, select the reports you would like distributed.
  • Click "Submit".
  • If you chose to "Package Reports in a Zip file" a link will appear for you to download the reports. If you chose to email the reports they will be queued for you to send when you are ready.

***In order to email the reports to the managers you need to make sure that your managers group is set to a manager group. (To do this go to the Setup menu option » Relationship Groups, click the advanced link next to your manager group and choose "yes" to the question "Is this a Manager Group?")

Option 2: Setup the Autopilot to automatically distribute reports on a certain date.

  • Go to the Phases menu option »Project Autopilot.
  • Scroll down to the Reports section to see the option to turn on the feedback reporting phase for managers and email delivery options.
  • Enter a date for the report distribution option you would like to use formatted as such MM/DD/YYYY.
  • Scroll back up to the Settings section.
  • Turn the Autopilot ON.
  • Scroll to the bottom of the page and click Save Settings.

Option 3: Allow managers to download their employee's reports.

  • You can turn on the Reporting phase that will allow managers, if marked as a manger group, to download their employee's reviews from their dashboards. To do so, go to the Projects menu option » Phases.
  • Turn ON the Manager Reporting Phase.
  • Don't forget, you should generate your target's reports before you turn on this phase.

***In order for managers to be able to access reports, you need to make sure that your managers group is set to a manager group. (To do this go to the Setup menu option » Relationship Groups, click the advanced link next to your manager group and choose "yes" to the question "Is this a Manager Group?")

Option 4: Send managers a summary email with a link to login and view reports for all of their employees.

  • Complete the steps from option 3, above.
  • Go to the Email menu option » Summary Report Email.
  • Choose to send the emails immediately or queue them to send later.
  • Select the managers for which you would like to queue a summary report invitation and click "Create Selected Messages" OR click "Queue all Messages."
  • This email template can be edited from the Email menu option » Edit Email Templates. Recipient = Other and Message Type = Summary Report Notification Email for Managers.

***In order for managers to be able to access reports, you need to make sure that your managers group is set to a manager group. (To do this go to the Setup menu option » Relationship Groups, click the advanced link next to your manager group and choose "yes" to the question "Is this a Manager Group?")

Generating and Distributing Reports Video

3. How do I pool rater groups on a report?

Use rater pooling to combine the scores submitted by rater groups when too few responses exist in any particular group. Be careful not to create circular references (Peer pools to Subordinate and Subordinate pools to Peer) as these will cancel each other out. Rater pooling must be turned on in the Advanced Settings screen. Note that questions directed to a specific rater group in the Review Items page cannot be pooled with responses from other groups.

  • Go to the Setup menu option » Advanced Settings and turn on rater pooling under the Report Settings section.
  • Next, go to the Setup menu option » Relationship Groups and click the advanced link  for a group you want to pool. There you can determine what groups the other will be pooled with depending on how many people respond.

***This feature is not available on the Basic Edition tool.

4. How do I create a group report?

You can create an aggregate report for selected targets. You will select to include all of your targets, or just a subset of your targets and then generate the PDF report.

  • Go to the Reports menu option » Create Group Report.
  • Title your Group Report.
  • Select the targets that should be included in the averages.
  • Set a password (optional).
  • Click "Create Report".

***This feature is not available on the Basic Edition tool.

5. Can I create a group report across projects?

A group report can be created across projects as long as the review items, rating scale, and relationship groups are the exact same for all of the projects you select. To do so, follow the steps below.

  • Go to the Reports menu option » Multi-project Report.
  • Title the group report.
  • Select the projects you would like to include targets from (hold down CTRL or Shift to select multiple).
  • Filter your targets by category if needed.
  • Select the targets to include in the averages.
  • Set a password (optional).
  • Click "Create Report".

    ***This feature is not available on the Basic Edition tool.

6. How do I export data from my projects?

You can export data from any project if you go to the Reports menu option » Export Data Files. Information such as status reports, answers to competencies and items, and comments can be export to an excel or CSV file. Files can be downloaded instantly or they will be emailed to you.

    ***This feature is not available on the Basic Edition tool.

Group Reports and Data Exports Video

***Don't forget, additional help can be found on each page of the administrator tool. If you click the red question mark in the top right corner of each page you will find a legend for the icons and answers to some commonly asked questions..