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How to Use Custom Report Field Definitions
Who is this article for?Ideagen Quality Management administrators using custom report field definitions.
Admin access is required.
Custom Report Field Definitions
The following fields are available for use in document, workflow, testing, and training type custom reports. When creating a custom report with the Report Designer, these options are available when expanding the system section of the fields tab, as shown below.
Document Reports
Approval Comments - Shows comments entered during approval, including those entered during multiple approvals in the same revision when rejections and re-releases occur. The most recent approval comments will not be displayed until A) the document is published, or B) the current release is canceled. Also, be aware that if the revision number field is not used only approval comments for the current revision will be displayed.
Approved By - Shows who has approved the document for a given revision. The same user may be listed twice if the release was rejected and the document had to be Re-approved. If the revision Number field is not used, you will see only the current revision information. Note that user has approved or rejected is the corresponding filter option.
Changes Made - Notes entered by an editor when releasing for approval (The Changes Made field in document properties). There is one changes made value per document revision.
Checked In - Whether a given revision is checked in or out.
Controlled - Whether the document is controlled or uncontrolled, a setting which can’t change between revisions.
Current Revision - Shows the most recent revision number of the document, even if not published. Use the revision number field instead when reporting on past revisions as well.
Current Step - Shows the step (approve, edit, Publish, Retired, review) that a document is currently in. When multiple revisions are displayed, this field reflects the step of the current revision.
Date Approved - Shows the date and time a single approval occurred. The most recent approval dates will not be displayed until A) the document is published, or B) the current release is canceled. Also, be aware that if the revision number field is not used, only the current revision will be displayed.
Date Created - The date a document was created. Note the difference between this field and Date Started.
Date Ended - The date a document was published. Best used with the revision number field or filter.
Date Expires - The date the document is set to expire. Expiration dates for past revisions are not available.
Date Reviewed - Shows the date and time a single review occurred. The most recent review date will not be displayed until A) the document is published, or B) the current release for review is canceled. Also, be aware that if the revision number field is not used, only the current revision will be displayed.
Date Started - The date a given revision started. Best used with the revision number field or filter. Please note the difference between this and the Date Created field.
Document Manager - Shows the user currently selected as the document manager on the Document Lists tab. Not available for previous revisions or document managers.
Editor - The editor for a given document revision. If you combine this field or filter with the revision number field you can see the editor for previous revisions. The default is to show only the most recent revision.
Expiration Review - The name of the person who verified an expired document was up to date, along with the date and time of that event.
Expiration Review Comments - Shows comments entered by the reviewer following an expiration when selecting Verify Up to Date.
File Type - Shows the file type/extension for a given revision. Results are returned for both Ideagen Quality Management-generated PDFs and PDFs created outside of Ideagen Quality Management when using the "PDF" Filter and when searching on the source file type as well (.docm, for instance).
ID - The document's ID number.
Review Comments - Shows comments entered during review, including those entered during multiple reviews in the same revision when release for review was canceled and the document was re-released for review. The most recent review comments will not be displayed until A) the document is published, or B) the current release for review is canceled. Also, be aware that if the revision number field is not used, only the comments for the current revision will be displayed.
Reviewed By - Shows who has reviewed the document for a given revision. The same user may be listed twice if the release for review was canceled and the document had to be re-reviewed. If the revision number field is not used, you will see only the current revision information.
Revision Number - Adds additional rows to the report showing previous revisions. Best used with fields that show historical data, such as review comments, changes made, and editor.
Revision Reason - Shows the comments entered by the editor when a given revision was placed in edit. Only the most recent revision reason is shown.
Standards - Shows all Standards, ordered by Organization, associated with the documents.
Title - The document's current title. Ideagen Quality Management does not retain database records for the title of previous revisions.
Custom Fields - These are Filters for the custom fields you provide in document properties, based on the custom fields on the document's parent folder. Three types are available: text, list, and date/time. If nothing is shown for these options in the Report Designer, it means you do not have any custom fields on any folders in Ideagen Quality Management. These fields will show information for past revisions, but the editor or revision number fields are also usually required to return proper data.
Test Reports
Note: This report shows results for individual test instances. If no instances exist, no results will be shown. Cancelled tests are deleted and do not show up in results for these types of reports.
Answer - The answer provided by the user when the test was taken. Original answers provided by the test taker are displayed even if answer options have since changed on the definition.
Allow Retries - True or False. Shows whether users are allowed to retake a test after failing. Always shows the current setting for the definition, even if the setting was different when the test instance was originally taken.
Correct - True or False. Whether the question was answered correctly.
Date Assigned - Date range. Shows the date and time a given instance was sent to the test taker.
Date Completed - Date range. Shows the date and time the instance was completed (either passed or failed).
Document ID - ID number of the document (if any) associated with the test. This always shows the current value for the definition, even if a given instance did not have an associated document originally.
Document ID Tested On - ID number of the document (if any) associated with the test at the time the test instance was completed.
Name - The name of the user the test instance was assigned to.
Passing Percentage - Shows the percentage of questions that must be answered correctly to pass. Best used with the equals operator, or greater than and less than to handle fractions. Do not use the % sign. Always shows the current value for this setting on the test definition, even if it changed after the test instance was completed.
Percent Correct - Shows what percentage of the questions on the test instance were answered correctly. Best used with the equals operator, or greater than and less than to handle fractions. Do not use the % sign.
Question - The question that was asked. If the question is removed from the definition, it will still show up on the report for past instances. However, if the question is changed the result set will show the current value for the test definition, even for past instances.
Revision # Tested On - Shows the revision # of the document associated with the test.
Status - Shows the state of each test instance. States include Passed, Failed, Incomplete (not yet taken), or Cancelled (typically done by an administrator).
Show User Results of Test - True or False. Indicates whether the test taker can see which questions were answered correctly. Always shows the current value for this setting on the test definition, even if it changed after the test instance was completed.
Test instance ID - Shows the ID number of a given instance.
Times Failed - Shows the total number of times a user has failed a given test over the history of the test.
Title - Reflects the test definition title (which is also the test instance title). Always shows the current value for the definition, even if the title changed after the test instance was completed.
Training Reports
Note: training reports are designed to return results for training instances. They will not return results for definitions for which a training instance has never been created.
Allow Attachments - Whether or not the associated training definition allows users to attach documents to their training instances. This field always returns the current value for the definition.
Associated Test instance ID - The ID number of the test instance that was sent with a particular training instance. Run Custom test reports to view test instance details.
Attached Doc ID - The ID number of the document attached by users to the training instance. This is instance-specific.
Completion Sign Off Req. All - Whether the Completion sign off step must be completed by all users listed as sign off users on the training definition. This reflects the current value for the definition, even if this value changed after the training was assigned.
Completion Sign Off Required - Whether the Completion sign off step must be completed by at least one sign off user. This reflects the current value for the training definition.
Current Status - The step a given training instance is in now. Possible values are Assigned, Awaiting Completion Verification (The Completion verification user has not signed off yet), Awaiting Effectiveness Verification (The Effectiveness Verification user has not signed off yet), Waiting for test to be taken (The attendee has verified the training as complete but not yet taken the test) and Completed the attendee and all sign off users have completed the instance and it is now closed).
Date Training Assigned - The date that the training instance was first sent to the attendee. If the instance is reassigned because a verification sign off user rejects the training, this field will still show the original date the instance was assigned.
Date Training Completed - The date that the attendee selected the "training Completion" button. Note the potential difference with Date training Finalized.
Date Instance expires - The date the training instance is scheduled to expire and will be automatically re-assigned to attendees. If expiration is set to use a frequency "after Completion" then this field will depict the date each instance will expire based on the previous date of Completion. The field will remain blank for incomplete instances. If expiration is set to use any other frequency (i.e. other than "after Completion), then the field will contain the date dictated by the training definition.
Date Definition expires - The date the training definition is scheduled to expire and instances will be automatically re-assigned to attendees. This date reflects that which appears in "Date expires" on the training definition. If expiration is set for a frequency "after Completion" then the Date training definition expires field in the report will be blank for all rows.
Date Training Finalized - The date the training instance was completely processed and closed by the attendee, Completion verifier, and sign off verifier. If there are no verifiers, this is the same as "Date training Completed".
Definition ID - The ID number of the training definition. The training definition is configured by an administrator and not seen by users. All instances of a particular training have the same training definition.
Description - The current value for the description field of the training definition that created the instance, even if it changed after the training was assigned.
Effectiveness Sign Off - Whether the Effectiveness sign off step must be completed. This reflects the current value for the definition, even if this value changed after the training was assigned or closed.
Effectiveness Sign Off Required - Whether the Effectiveness sign off step must be completed by everyone listed as Effectiveness sign off users on the training definition. This reflects the current value for the definition, even if this value changed after the training was assigned.
Enabled - Whether the training definition is turned on or off, even if this value changed after the training was assigned.
Job Related - The current value for the Job Related field on the training definition. This setting does not affect the behavior of the training and is meant only to flag the definition as "Job Related" for the purpose of reporting.
Required - True or False. Whether the attendee must complete the training instance, or has the option to cancel it. This field always reflects the value of the training definition, even if the settings were different when the training was processed.
Title - The current title of the training definition that created the instance, even if it changed after the training was assigned or processed.
Training Doc ID - The ID number of the document currently attached to the training definition by the administrator. This field always returns the current value for the definition and will be identical for all training instances for that definition.
Training ID - The ID number of the training instance in the result set. The training instance is the training seen by your users.
Note: The following training Action fields and Filters are designed to provide additional information about each step in the training process. Use together for best results. If you include any of these Filters and the training has been assigned but not processed, no results will be returned.
Training Action - Allows you to Filter for individual steps taken when the training instance was processed.
Training Action user, Training Action Date, and Training Action Comments - The name of the user who took the training action (above), the date and time the instance was processed, and any comments entered when the instance was processed.
Training Action Comments - Plain text search. Comments entered by the attendee or Sign-Off users when the training instance was processed.
Training Action Date - Date Range. The date and time for a given step in training instance processing.
Training Action user - The user who performed an action related to a training (e.g., acknowledging training Completion, signing off on a completed training, verifying a training's Effectiveness).
User - The training attendee for each instance in the result set. This Filter is intended to be used with the training action field, so additional rows will be displayed for each training action that occurred, even if you did not include training Action in the report as a field.
Workflow Reports
Note: Workflow Reports will usually require Instance access and Workflow Definition access to be able to see results from the reports ran.
Active - Whether the workflow instance is in the final step (closed).
Collaborator on Definition - The collaborator for a given step of the definition.
Current step - The step the workflow instance is in now.
Definition ID - The ID number of the workflow definition the instance is based on.
ID - The workflow instance ID in the result set.
Initiator - The user who started a given workflow instance. Note that if the initiator has been Disabled, their delegate is shown.
Responsible Party on Definition - The Responsible Party for a given step of the definition. This field only shows the Responsible Party listed on the definition.
Step - The step for a given row of the report. This field is intended to be used with the following fields: responsible parties on definition, collaborator on definition, step completed, step started, step ended. For instance, if you're using the collaborator on a definition field and want to know the collaborator for step 2, you would add the step field and look in the row for step 2.
Step Completed - Whether a route out of a given step has occurred. For instance, if you want to know whether step 2 has been processed, use the step and step completed fields together. Note that the end step will always show as incomplete because there are no routes out of the end step.
Step Ended - The date and time when the step was completed (see above).
Step Started - The date and time when the instance was started.
Route - The date a route happened within a given instance.
Workflow - The current title of the workflow, even if it has changed and you are reporting on past instances. Any one report will show the same value here because a workflow report must be based on single definition.
Workflow Ended - The date and time the workflow instance ended.
Workflow Started - The date and time the workflow instance started.
Custom Fields - Allow you to report on the values of custom fields within a given instance.