Slide#1: A How-To Tutorial on How to Run Custom Reports in DOI LEARN.

Transcription

1 Slide#1: A How-To Tutorial on How to Run Custom Reports in DOI LEARN.

2 Slide#2: Log into DOI LEARN: Enter your Username and Password. If you need a new Password, click on "Forgot your Password?" You can also contact the DOI LEARN helpdesk at or doilearn@sumtotalsystems.com if your account is locked. If you do not have an account, go to this link: for information.

3 Slide#3: Using your Supervisor role, select the Reporting Tab. Note: Program Managers and Instructors can run reports for any employee in the USGS, Supervisors can only run reports for their employees. To run reports of all Bureau, Region, Center, etc. data, you must have the Basic Reporting Functions Only role which requires you complete a one hour webinar. You can create your own reports with the Basic Reporting Functions Only role. cbook@blm.gov to find the next webinar.

4 Slide#4: Click on Custom Reports. This is an example of some custom reports offered in DOI LEARN and the selection changes depending on the role you have. Instructors and Program Managers may see different customer reports available depending on their role. Note: The description should explain the report, fields, filters, etc. so you can decide to run it or not. Select the Radio Button next to the report you wish to run, then click on Filter.

5 Slide#5: The Filters will differ based on the type of report you select. Click on the drop down arrows to decide how you want to search for your data. (Contains means it contains whatever word(s) you type in. If you choose starts with you must know the exact word something starts with. You may want to type only the first few words of a field, if you re unsure of the exact words to use). Note: More filters chosen does not mean specific data provided. Sometimes the system gets confused when too many filters are used to limit data. But when you ask for All data, it may time out. Play with the filters. When you are finished choosing your filters, click Run.

6 Slide#6: Custom Field Filters Select custom fields you wish to use to filter this report, then click the Add button to add the filter. Note: Selecting too many fields may cause the report to time out. If there is already a Selected Custom Field in the box and you do not want that field, highlight it and select Remove. This moves it back into the left box of Available Custom Fields. Note: Clicking the Add or Remove buttons will refresh the page.

7 Slide#7: Custom Field Filters Continued Once you add a field, you will notice that a Selected Value Box will appear at the bottom when the screen is refreshed. You will need to select the drop down menu to make your selection. (i.e. For Bureau, Choose Geological Survey or your Bureau). When you are finished adding your filters, click Run.

8 Slide#8: After clicking Run, you will be able to view the report on the screen. If the report comes up empty, you can change your filters. If the report runs for a very long time or you see a Processing box pop up, something is wrong with the filters or you chose too many filters, Click on Close Report to take you back to the report filter section and try again. If you are satisfied with your report, click Export to export the report in various formats. You can also Print the report but it is recommended you export into Excel first before printing.

9 Slide#9: If you selected to export the report, choose which format you want to save the file (i.e. PDF, XLS, CSV, etc.). Then click on Export. Note: If you have many records, you should choose CSV which still opens in Excel but won t cut off fields or data records that are large. A window will open asking you to Open or Save the report. It is recommend you click Open first. Then save to your hard drive after viewing the report. Click Close Report when finished.

10 Slide#10: This is an example of a report exported into Excel.

11 Slide#11: Thank you for taking the time to learn about the DOI LEARN training system. If you have any further questions, you can visit our website at: Attend a 1 hr. live webinar on Reports by ing cbook@blm.gov for the next available session.