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Creating Top Custom Reports

Overview

This is an add-on feature and must be enabled. Contact your account manager, or accountmanagers@responsive.io, to enable it.

The Custom Reports function allows you to build robust reports to analyze key statistics related to the Answer Library and Projects. As we explain in the Working with Custom Reports article, these reports are designed to provide more detailed and actionable insights into how your organization uses our application.

Select the applicable tab for your edition of Responsive.

Topics Included in This Article
- Deals Won/Lost by Project Value and Business Unit
- Time Spent in Project by User
- Application Usage by User
- Project Duration
- Answer Library Content Updated in the Last Three Months
Deals Won/Lost by Project Value and Business Unit

Use Case: You want to know the value of all deals won/lost by project value and business unit so you can strategically see where deals are being won or lost.

To generate the Deals Won/Lost by Business Unit custom report:
1. Follow steps 1-3 in the Creating Custom Reports section of the Working with Custom Reports article to create a new report for Projects.
2. On the left pane, delete all the default options except Project Name and Project Stage by clicking the trash icons. Click Apply.
3. Click Add Data Field. Search for Project Values and select it to add that field to your table.
4. Search for Primary BU and add that field to your table. Close the search window.
5. Click the down arrow for Primary BU, and select Group by This Column.
6. In the Project Stage column, click the down arrow and select Group by This Column.
7. In the Project Value column header row, click the down arrow and select Aggregate, and then click Sum.
8. On the left panel, click the Filter tab. Click Add Filter. Search for Project Stage and select it. Close the search window.
9. On the menu, select Won and Lost. Click Apply Filter.
10. Click Apply. Click Save at the top of the page to save your report.
  
  You now have a custom report that shows the project value of deals Won and Lost by BU.
Time Spent in Project by User

Use Case: You want to know how much time each user is spending in each project to help determine which projects take the most time and which team members are spending the most time on a specific project.

To generate the Time Spent in Project by User custom report:
1. Follow steps 1-4 in the Generating Custom Reports section of the Working with Custom Reports article to create a New Report for Projects.
2. On the left of your screen delete all the default data columns except Project Name.
3. Select Application Usage from the Module menu, and then click Add Data Field. Search for and then select Duration, and User Name. Close the search window.
4. Click and drag the fields to reorder the data fields so they appear as Project Name, User Name, and Duration. Click Apply to view your changes on the right side of the page.
5. In the Project Name column, click on the down arrow and select Group By This Column. You can also click Group By for the Project Name field on the left pane.
6. In the Duration column, click the down arrow and select Aggregate and then Sum. Click Save at the top of the page to save your report.
  
  You now have a Custom Report that shows the Project Name, User Name and Duration (total time spent in the project).
Application Usage by User

Use Case: You want to know how much time each user is spending by module/function in Responsive so you can see who spends the majority of their time working on Projects, versus who spends the majority of their time managing content in the Content Library.

To generate the Application Usage by User custom report:
1. Follow steps 1-4 in the Generating Custom Reports section of the Working with Custom Reports article to create a New Report for Users.
2. On the left pane, select Application Usage from the Module menu. (Users is already selected because you selected it on the previous page.)
3. Delete any default fields you don't want by clicking the associated red trash icon.
  
  Click Add Data Field. Search for and then add Module Name, Duration, and User Name.
4. Click and drag your columns to reorder them so User Name, Module Name, and Duration are at the top. Click Apply to update the right side of the page.
5. In the User Name column, click the down arrow and select Group by This Column.
6. In the Module Name column, click the down arrow and select Group by this Column. When you are finished click Save at the top of the page.
  
  You now have a Custom Report that shows usage by user in each area, and the time spent in that area.
Project Duration

Use Case: You want to know how much time each user has spent working on a project so you can strategically see how many users worked on a specific project so you can estimate level of effort required for similar deals.

To generate the Project Duration custom report, follow the steps below:
1. Follow steps 1-4 in the Generating Custom Reports section of the Working with Custom Reports article to create a New Report for Projects.
2. On the Module pull-down menu, select Application Usage. (Projects is selected by default because you selected it on the previous page.)
3. Click Add Data Field. Search for and add Duration and User Name.
4. Click the red trash can icon to remove Due Date, Project Stage, Project Primary Contact, and Project Status. Organize your columns by Project Name, Duration, and User Name. Click Apply.
5. On the right side of the page, click the down arrow In the Project Name column, and select by Group by This Column. In the User Name column, click the down arrow and select Group by This Column. In the Duration column, click the down arrow and select Aggregate and Sum.
7. In the User Name column, click the down arrow and select Remove Group.
8. Click and drag the data fields on the left pane to reorganize your columns by Project Name, User Name, and Duration. Click Apply.
9. Click Save at the top of the page to save your report.
  
  You now have a custom report that shows the amount of time each user has spent in each specific project
Answer Library Content Updated in the Last Three Months

Use Case: You want to see how much of your overall content has been updated in the last three months so you estimate the amount of content you need your SMEs to review in the coming months

To generate the Answer Library Content Updated in the Last Three Months custom report, follow the steps below:
1. Follow steps 1-4 in the Generating Custom Reports section of the Working with Custom Reports article to create a New Report for Answer Library Content.
2. On the left pane under Data Columns, click the red trash icon for Collection, Tags, and Owners. Click Add Data Field. Search for Created Date and click it.
3. Remove the Moderators field by clicking the red trash icon.
4. Click Add Data Field, search for Last Updated Date and add that as a column. Click and drag to move it to the top of the field list.
5. Click the Filter tab in the top right-hand corner of your screen. Click the menu and select Custom.
6. Use the calendar to set a date range for the previous three months/90 days, and click Apply Filter.
7. On the Configure Fields tab, click Group By for the Last Updated Date column on the right side of the page and select Month.
8. Click the icon to see the available settings. Toggle off the Detail Rows option to see the number of records updated by date/time stamp. Toggle on the Detail Rows option to see the question associated with each updated record.
Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

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