Overview
The Reports page lists the various reports and dashboards you can generate in Responsive.
For a visual guide, refer to the Academy course on Reporting.
Select the applicable tab for your edition of Responsive.
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Executive Dashboard
The Executive Dashboard displays details such as Project Stage, Project Type, Answer Library Usage, Total (Projects, Sections, Questions), Project Completion (Days), Top authors, Project Value, Project Stage Vs Average Days, Project Timeline, Top Business Units (BUs), Project Completion report, Catalog Associated report, Auto Respond Usage, and many more.
On the Reports page, click Executive Dashboard.
At the top, the Executive Dashboard shows the total number of projects, sections and questions your organization has, and how long it takes to complete projects.
Project Timeline: Show when projects were started and completed in your organization. Hover over each bar to see more information. Click a bar for a list of the projects.
Project Stage: Indicates the stages of the projects in your company, such as Opportunity, Draft, etc. Hover over each to display the percentage of that stage, and click it to see a list of the projects.
Project Type: Indicates the type of the project, such as RFP or RFI. Hover over each project type will display the percentage of that project type. Click a type to see the projects with that type.
Top Business Units: If you have BUs set up for your organization, you can see the number of projects for your organization.
Top Authors: Displays the authors with the most projects for your organization. Hover over the icon under each bar to see the name of the author.
Answer Library & Past Project Usage: Counts where answers are provided from, including the AI Assistant. It counts total usage of Library contents in the project and not the unique count of each Q&A pair. When answer is applied from recommendation pane, and not edited, the count for Answer Library Used and Edited will be incremented even if its only a format change (Rich text to Plain text, for example) and there aren't any content changes.
Auto Respond Usage: This report indicates the count of total questions and the questions that are processed, identified, and auto-responded. Here, Total Questions indicate the count of all questions in the application. Questions Processed indicates the count of questions selected or filtered for auto-responding. Questions Identified indicates the questions for which matching answers where identified. Responded indicates the count of questions for which answers have been auto-applied from recommendations.
Project Value Report: Shows the value of projects in your organization by stage.
Project Stage Duration: Indicates how long your projects stay in the different stages.
Project Completion Report: Displays the count of projects that have been completed on time and that have been delayed for completion.
Catalog Associated Report: Indicates the count of projects associated with different catalogs. These projects will be either descriptive proposals or projects created from Salesforce using proposal builder.
In addition to these default Executive Dashboard reports, you can create custom reports based on custom fields created for your project.
Filtering the Executive Dashboard
Click Filter from the top navigation bar. Enter the filter details, and then click Submit.
The Executive Dashboard will be displayed as shown below with the filter criteria highlighted. If you want to save the filter, click the Save icon.
You can access saved filters by clicking the Saved Filters icon
. Click on the filter you want to apply to the dashboard.
Customizing the Executive Dashboard
To customize the data presented in a chart, click the chart to display details about it.
Click the Custom Column icon to display a menu of additional columns you can add to the table. Click the Add icon
to add the associated column to the table and the Remove
icon to remove it.
Click and drag the column headings to reorder them.When you export the report, the file will include the columns you selected in the order you specified.
See the video below for a quick walkthrough of the process. Click the dot to see each step.Exporting the Executive Dashboard
To export the dashboard, click the Export button at the top the page. Select Export to Excel or Export to PDF from the menu.
The exported report will be downloaded to your computer.
See the video below for a quick walkthrough of the process. Click the dot to see each step.User Report
User report gives details such as user's projects, project count, section count, time spent, etc.
On the Reports page, click User Report.
The User report will be displayed as shown below:
For each user the following details will be displayed:
- Count of current and completed projects
- Count of assigned sections
- Status of answered questions where the user has the author’s role
- Status of reviewed questions where the user has the reviewer’s role
- Time spent in the system, if your organization tracks time
Viewing Individual User Report
You can view details about individual users or teams by clicking on the row of the report, not the user name. The details will be displayed as shown below:
Click the project name to see the project.
You can export the individual user’s report by clicking Export to download the .xlsx file to your computer.
Filtering the User Report
Click Filter from the top navigation bar. Specify the filter criteria and click Apply.
The User Report will be displayed as shown below with the filter criteria at the top. The badge on the Filter button indicates how many filter options have been selected. To remove one filter option, click the the X next to it and click Clear all to remove all the filter options, Click the save button to save the filter.You can access saved filters by clicking the Bookmark icon
Exporting the User Report
To export the dashboard, click Export from the top navigation bar to download the .xlsx file to your computer.
Email Report
By default, the Email report is visible only to the Super Admin. If BUs are enabled (a paid add-on), Admins and all users with the Email Report permission can also view the Email report.
The Email Report will be displayed as shown below:
You can view the email that was sent by clicking on it in the list. The
icon indicates that notifications have been turned off for that email.
Note: The report shows results sent within the last 30 days.Click Export to export the list as an Excel spreadsheet.
Filtering the Email Report
You can filter to view only emails that meet certain requirements, such as all the emails generated for a particular project.
Click Filter from the top navigation bar. Enter your criteria and click Apply.
The results will be shown with the filter. Click Export to export the results.
Open Task Report
This report gives details about the user's open tasks.
For following details will be displayed:
- User who is assigned the open task
- Open task name
- Open task type
- Name of the project
- Task’s project due date
Viewing Individual Open Task
You can view details about each open task by clicking on the task name. You can perform the task the page and complete the task.
Filtering and Exporting the Open Task Report
You can filter to view only the required details on the Open Task report.
Click Filter from the top navigation bar.
The filters will be applied and are listed at the top. Click X to remove one of them or Clear All to remove all the filters.
To export the dashboard, click Export from the top navigation bar to download the .xlsx file to your computer.
User Login Activity Report
This report shows information about a user's activity in the application.
From the Reports page, click User Login Activity Report. The User Login Activity report will be displayed as shown below:
The User Login Activity report displays all log in attempts by users in your organization. It includes the method used to log in, status, date/time and, if the log in was unsuccessful, the reason for the failure.
To export the User Login Activity report, click Export from the top navigation bar to download the .xlsx file to your computer.
Click Filter to filter on a specific user.
Content Usage Report
This report gives details about the usage of Content Library contents by user. Click each tab to see the information about that type of content.
- Answer Library - the user, how the content was used (apply, Recommendation Engine, etc.), the question, and the date it was used
- Document Library - the user, how the file was used (embed, direct attach, Lookup, auto respond, etc.), the filename, and the date it was used
- Sections - the user, how the section template was used (project, Proposal Builder, etc.), the section template name, and the date it was used
- Catalogs - the user, how the catalog was used (project, Proposal Builder, etc.), the catalog name, and the date it was used.
To view more information about an item on the report, click it.
Filtering and Exporting Content Usage Report
You can filter the Content Usage report to view only the required details.
Click Filter from the top navigation bar to display the menu. Enter your filter criteria and click Apply.
The Content Usage report will be displayed as shown below with the filter criteria shown. Click X to remove one of the filters or Clear all to remove them all.
Note: The filters apply only to the current tab. For example, filters on the Sections tab will not return results from the Answer Library, Document Library and Catalogs.To export the dashboard with any filtered content, click Export from the top navigation bar to download the information from that tab as a .xlsx file to your computer.
Application Usage Dashboard
The Application Usage dashboard is generated based on the active time that a user spends in the application minus idle time.
If Responsive is opened in multiple tabs, only the time spent by the user in the current tab will be taken into consideration.
If the user navigates to any other page from Responsive, the time-tracking stops. If the user navigates to any other tab in the web browser, the time-tracking stops.
If the user stays on the same tab, the active time is calculated as the time initially spent in the application + up to five minutes idle time + the time user accesses the application again.
See Time Tracking Capabilities for details.
Details such as users distribution, modules distribution, user name, module name will be displayed. You can hover the graphs to view more details.
You can view the module wise usage report of a user by clicking on the user’s name from the Users section.
You can view the user level usage of modules by clicking on the module name from the Modules list.Filtering and Exporting the Application Usage Report
Click the Filter button to view only certain details on the Application Usage report.
The filters will be shown at the top of the page. Click X for a filter to remove it or Clear all to remove all the filters.
To export the data, click Export from the top navigation bar to download the .xlsx file to your computer.
Content Search Terms Report
This report tracks keyword searches from your Content Library as well as any keyword searches from add-ons such as Responsive LookUp, Slack, and Google Hangouts.
Caution: The Search Terms data is retained for six months only.
You can see the search criteria, keyword hits, content count, where the search was performed, who performed the search, the search date, and the actions taken after the search.
The filter icon indicates that there are additional filters applied to the results. When you export the report, you can see them in the Additional Filters column of the spreadsheet.
Click the Arrow icon next to the keyword hits to see a list of the keywords that were used to find the item.The following are valid Searched In locations:
- Answer Library
- Document Library
- Projects
- Section Templates
- Recommendation
- Content Library
- Moderation (Content Library)
- Review (Content Library)
- Translation (Content Library)
- Trash (Content Library)
- Archive (Content Library)
- View Similar (Content Library)
- External API
- Responsive for Chrome
- Lookup for MS Office
- Microsoft Teams
- Partner Company
The following are valid Content Types locations:
- All
- Q&A pairs
- Documents
- Section Templates
- Catalogs
Click the avatar for the person who performed the search to see their name, email address, role and job title. Click the Envelop icon to send them an email.
Click Copy, Apply or Override for a link to the content affected by the action. Click the link to see the content in a new browser window.
Filtering and Exporting Content Search Terms Report
You can filter to view only specified details in the Content Search Terms report.
To filter the Content Search Terms report, click Filter from the top navigation bar. Specify the filter criteria and click Apply.
The Content Search Terms Report will be displayed as shown below with the filter criteria highlighted, and the total number of results. Click the X to remove the filter.
To export the report, click Export from the header to download the .xlsx to your computer.
Project Notes Report
This report lets you download the notes added to projects.
Enter the search criteria to retrieve the information you want. You can search for notes on project notes types (if you are using them) project names, project types, project status, project stage, creation date ranges, and client name.
When you are finished, click Export to download the .xlsx file to your computer.
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Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.
Executive Dashboard
The Executive Dashboard displays details such as Project Stage, Project Type, Answer Library Usage, Total (Projects, Sections, Questions), Project Completion (Days), Top authors, Project Value, Project Stage Vs Average Days, Project Timeline, Top Business Units (BUs), Project Completion report, Catalog Associated report, Auto Respond Usage, and many more. For more information, refer to the Academy course Reporting.
On the Reports page, click Executive Dashboard.
At the top, the Executive Dashboard shows the total number of projects, sections and questions your organization has, and how long it takes to complete projects.
Project Timeline: Show when projects were started and completed in your organization. Hover over each bar to see more information. Click a bar for a list of the projects.
Project Stage: Indicates the stages of the projects in your company, such as Opportunity, Draft, etc. Hover over each to display the percentage of that stage, and click it to see a list of the projects.
Project Type: Indicates the type of the project, such as RFP or RFI. Hover over each project type will display the percentage of that project type. Click a type to see the projects with that type.
Top Business Units: If you have BUs set up for your organization, you can see the number of projects for your organization.
Top Authors: Displays the authors with the most projects for your organization. Hover over the icon under each bar to see the name of the author.
Answer Library & Past Project Usage: Counts where answers are provided from, including the AI Assistant. It counts total usage of Library contents in the project and not the unique count of each Q&A pair. When answer is applied from recommendation pane, and not edited, the count for Answer Library Used and Edited will be incremented even if its only a format change (Rich text to Plain text, for example) and there aren't any content changes.
Auto Respond Usage: This report indicates the count of total questions and the questions that are processed, identified, and auto-responded. Here, Total Questions indicate the count of all questions in the application. Questions Processed indicates the count of questions selected or filtered for auto-responding. Questions Identified indicates the questions for which matching answers where identified. Responded indicates the count of questions for which answers have been auto-applied from recommendations.
Project Value Report: Shows the value of projects in your organization by stage.
Project Stage Duration: Indicates how long your projects stay in the different stages.
Project Completion Report: Displays the count of projects that have been completed on time and that have been delayed for completion.
Catalog Associated Report: Indicates the count of projects associated with different catalogs. These projects will be either descriptive proposals or projects created from Salesforce using proposal builder.
In addition to these default Executive Dashboard reports, you can create custom reports based on custom fields created for your project.
Filtering the Executive Dashboard
Click Filter from the top navigation bar. Enter the filter details, and then click Submit.
The Executive Dashboard will be displayed as shown below with the filter criteria highlighted. If you want to save the filter, click the Save icon.
You can access saved filters by clicking the Saved Filters icon
Customizing the Executive Dashboard
To customize the data presented in a chart, click the chart to display details about it.
Click the Custom Column icon to display a menu of additional columns you can add to the table. Click the Add icon
Click and drag the column headings to reorder them.When you export the report, the file will include the columns you selected in the order you specified.
See the video below for a quick walkthrough of the process. Click the dot to see each step.Exporting the Executive Dashboard
To export the dashboard, click the Export button at the top the page. Select Export to Excel or Export to PDF from the menu.
The exported report will be downloaded to your computer.
See the video below for a quick walkthrough of the process. Click the dot to see each step.
User Report
User report gives details such as user's projects, project count, section count, time spent, etc.
On the Reports page, click User Report.
The User report will be displayed as shown below:
For each user the following details will be displayed:
- Count of current and completed projects
- Count of assigned sections
- Status of answered questions where the user has the author’s role
- Status of reviewed questions where the user has the reviewer’s role
- Time spent in the system, if your organization tracks time
Viewing Individual User Report
You can view details about individual users or teams by clicking on the row of the report, not the user name. The details will be displayed as shown below:
Click the project name to see the project.
You can export the individual user’s report by clicking Export to download the .xlsx file to your computer.
Filtering the User Report
Click Filter from the top navigation bar. Specify the filter criteria and click Apply.
The User Report will be displayed as shown below with the filter criteria at the top. The badge on the Filter button indicates how many filter options have been selected. To remove one filter option, click the the X next to it and click Clear all to remove all the filter options, Click the save button to save the filter.You can access saved filters by clicking the Bookmark icon
Exporting the User Report
To export the dashboard, click Export from the top navigation bar to download the .xlsx file to your computer.
Email Report
By default, the Email report is visible only to the Super Admin. If BUs are enabled (a paid add-on), Admins and all users with the Email Report permission can also view the Email report.
The Email Report will be displayed as shown below:
You can view the email that was sent by clicking on it in the list. The
Note: The report shows results sent within the last 30 days.Click Export to export the list as an Excel spreadsheet.
Filtering the Email Report
You can filter to view only emails that meet certain requirements, such as all the emails generated for a particular project.
Click Filter from the top navigation bar. Enter your criteria and click Apply.
The results will be shown with the filter. Click Export to export the results.
Open Task Report
This report gives details about the user's open tasks.
For following details will be displayed:
- User who is assigned the open task
- Open task name
- Open task type
- Name of the project
- Task’s project due date
Viewing Individual Open Task
You can view details about each open task by clicking on the task name. You can perform the task the page and complete the task.
Filtering and Exporting the Open Task Report
You can filter to view only the required details on the Open Task report.
Click Filter from the top navigation bar.
The filters will be applied and are listed at the top. Click X to remove one of them or Clear All to remove all the filters.
To export the dashboard, click Export from the top navigation bar to download the .xlsx file to your computer.
User Login Activity Report
This report shows information about a user's activity in the application.
From the Reports page, click User Login Activity Report. The User Login Activity report will be displayed as shown below:
The User Login Activity report displays all log in attempts by users in your organization. It includes the method used to log in, status, date/time and, if the log in was unsuccessful, the reason for the failure.
To export the User Login Activity report, click Export from the top navigation bar to download the .xlsx file to your computer.
Click Filter to filter on a specific user.
Content Usage Report
This report gives details about the usage of Content Library contents by user. Click each tab to see the information about that type of content.
- Answer Library - the user, how the content was used (apply, Recommendation Engine, etc.), the question, and the date it was used
- Document Library - the user, how the file was used (embed, direct attach, Lookup, auto respond, etc.), the filename, and the date it was used
- Sections - the user, how the section template was used (project, Proposal Builder, etc.), the section template name, and the date it was used
- Catalogs - the user, how the catalog was used (project, Proposal Builder, etc.), the catalog name, and the date it was used.
To view more information about an item on the report, click it.
Filtering and Exporting Content Usage Report
You can filter the Content Usage report to view only the required details.
Click Filter from the top navigation bar to display the menu. Enter your filter criteria and click Apply.
The Content Usage report will be displayed as shown below with the filter criteria shown. Click X to remove one of the filters or Clear all to remove them all.
Note: The filters apply only to the current tab. For example, filters on the Sections tab will not return results from the Answer Library, Document Library and Catalogs.To export the dashboard with any filtered content, click Export from the top navigation bar to download the information from that tab as a .xlsx file to your computer.
Application Usage Dashboard
The Application Usage dashboard is generated based on the active time that a user spends in the application minus idle time.
If Responsive is opened in multiple tabs too, only the time the user is active in the application will be taken into consideration. If multiple tabs are opened and the user is working simultaneously in all tabs, the total active time will be calculated from the time the first tab was opened till the time the user is active in any of the tabs.
If the user navigates to any other page from Responsive, and return back within five minutes, that gap is also calculated as the active time. If the user spends more than five minutes away from the application and returns to the application, the active time is calculated as the time initially spent in the application + up to five minutes idle time + the time user accesses the application again.
For example, when a user is logged in the application and then navigates to some other application, after five minutes of inactivity, the application stops the timer and considers the user inactive until they resume movement in the application again.
The system will log active time and idle time up to five minutes. See Time Tracking Capabilities for details.
Details such as users distribution, modules distribution, user name, module name will be displayed. You can hover the graphs to view more details.
You can view the module wise usage report of a user by clicking on the user’s name from the Users section.
You can view the user level usage of modules by clicking on the module name from the Modules list.Filtering and Exporting the Application Usage Report
Click the Filter button to view only certain details on the Application Usage report.
The filters will be shown at the top of the page. Click X for a filter to remove it or Clear all to remove all the filters.
To export the data, click Export from the top navigation bar to download the .xlsx file to your computer.
Content Search Terms Report
This report tracks keyword searches from your Content Library as well as any keyword searches from add-ons such as Responsive LookUp, Slack, and Google Hangouts.
Caution: The Search Terms data is retained for six months only.
You can see the search criteria, keyword hits, content count, where the search was performed, who performed the search, the search date, and the actions taken after the search.
The filter icon indicates that there are additional filters applied to the results. When you export the report, you can see them in the Additional Filters column of the spreadsheet.
Click the Arrow icon next to the keyword hits to see a list of the keywords that were used to find the item.The following are valid Searched In locations:
- Answer Library
- Document Library
- Projects
- Section Templates
- Recommendation
- Content Library
- Moderation (Content Library)
- Review (Content Library)
- Translation (Content Library)
- Trash (Content Library)
- Archive (Content Library)
- View Similar (Content Library)
- External API
- Responsive for Chrome
- Lookup for MS Office
- Microsoft Teams
- Partner Company
The following are valid Content Types locations:
- All
- Q&A pairs
- Documents
- Section Templates
- Catalogs
Click the avatar for the person who performed the search to see their name, email address, role and job title. Click the Envelop icon to send them an email.
Click Copy, Apply or Override for a link to the content affected by the action. Click the link to see the content in a new browser window.
Filtering and Exporting Content Search Terms Report
You can filter to view only specified details in the Content Search Terms report.
To filter the Content Search Terms report, click Filter from the top navigation bar. Specify the filter criteria and click Apply.
The Content Search Terms Report will be displayed as shown below with the filter criteria highlighted, and the total number of results. Click the X to remove the filter.
To export the report, click Export from the header to download the .xlsx to your computer.
Project Notes Report
This report lets you download the notes added to projects.
Enter the search criteria to retrieve the information you want. You can search for notes on project notes types (if you are using them) project names, project types, project status, project stage, creation date ranges, and client name.
When you are finished, click Export to download the .xlsx file to your computer.