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A report graph allows you to provide a visual representation of the data in one of your reports. Totara is not designed as a graphical reporting tool, rather the report graphs are designed to be used in blocks and as an additional complementary feature in your report. To do enhanced graphical reporting you may wish to export your report data and use an external tool. 

Create a new report graph

  1. Go to Reports from the top menu bar. 
  2. Click Create report
  3. Select a report source.
  4. Click Create and edit.
  5. Amend your report settings.
  6. Click the Graph tab.
  7. Select the graph type.
  8. Configure the graph settings, ensuring you select a data source. 
  9. Click Save changes.

Add a graph to an existing report

  1. Go to Reports from the top menu bar. 
  2. Select the report you wish to add the graph to.
  3. Click Edit this report (in the top-right corner). 
  4. Click the Graph tab.
  5. Select the graph type.
  6. Configure the graph settings, ensuring you select a data source. 
  7. Click Save changes.

It is worth noting that not all report data is suited to all graph types, you will need to consider if the graph type you have selected will be right for your data. 

You should also note that not all report data can be turned into a report graph in Totara. Columns must contain numeric data to be included in a report and so you may need to add additional columns with this type of data. If there are no suitable columns then when attempting to create the report graph you will see a warning message alongside the Data sources setting that informs you there are no suitable columns. If suitable columns are available you will see these in a list and can choose the one you want. 

The graphs below are designed as examples to inspire and demonstrate what is possible. 

You can find out more about customising graphs through the advanced options in the Developer docs

Course membership (donut graph)

If you wish to you can produce a donut graph that shows the number of users per course. This allows you to quickly and easily see which courses have the most (and least) users. To do this follow these steps:

  1. From the quick-access menu go to Reports > Report builder > Manage reports.
  2. Create a new report using the Course membership Report Source.
  3. Then, in the Columns tab, ensure there are the following columns; Course name (linked to course page) and User ID (this may involve removing other columns or adding these in). 
  4. Set the aggregation for the User ID to Count unique, but make sure you don't set any other aggregation. 
  5. Click the Save changes button, before moving between tabs. 
  6. Then in the Graph tab, set the Graph type to Donut
  7. Next set the Category to Course name and set the Data sources to Count unique values of User ID. For now you can ignore all other settings. 
  8. Again, remember to Save changes before moving between tabs. 
  9. In the Filters tab, set the Search field to Status.

  10. Scroll to the bottom of the page and click Save changes

To view the donut graph click the link View this report, which is found just above the report title.

These settings will produce a graph that looks similar to this:

Example of a donut graph.

 It's also possible to produce tailored reports using the Filters and content controls. 

Certification completion status (pie chart)

If you want to you can create a report which displays a pie chart to represent the percentage learner certification completion; so you can see how many learners are certified, not certified, expired, or in progress. To do this follow these steps: 

  1. From the quick-access menu go to Reports > Report builder > Manage reports.
  2. Create a new report using the Certification Completion Report Source.
  3. Then, in the Columns tab, ensure there is only the Status and User ID number columns (this may involve removing other columns or adding these in). 
  4. Set the aggregation for the User ID number to Count.
  5. Click the Save changes button, before moving between tabs. 
  6. Then in the Graph tab, set the Graph type to Pie.
  7. Next set the Category to Status and set the Data sources to Count of User ID Number. For now you can ignore all other settings. 
  8. Scroll to the bottom of the page and click Save changes

To view the pie chart click the link View this report, which is found just above the report title. 

These settings will produce this graph (based on arbitrary data):

Pie chart of certification completion.

For a certification status to be in progress there must be more than one course in the original certification pathway, of which at least one must be completed (if there is only one course there are only two possible states: not started or complete).

It's possible to filter the results by a range of metrics, for example by certification name, Manager's name, or you can use date range filters (in this case Due date).

Certification completion comparison (bar chart)

You can report the percentage of users from each organisation who have a certain completion status, so for example, how many users from each organisation are certified. This can help you compare performance and training needs across organisations. 

  1. From the quick-access menu go to Reports > Report builder > Manage reports.
  2. Create a new report using the Certification Completion Report Source.
  3. Then, in the Columns tab, ensure there are the following columns; User’s Organisation Name, Status, and User ID number (this may involve removing other columns or adding these in). 
  4. Set the aggregation for the User ID number to Count, but make sure you don't set any other aggregation. 
  5. Click the Save changes button, before moving between tabs. 
  6. Then in the Graph tab, set the Graph type to Column.
  7. Next set the Category to Status and set the Data sources to Count of User ID Number. For now you can ignore all other settings. 
  8. Again, remember to Save changes before moving between tabs. 
  9. In the Filters tab, set the Search field to Status.

  10. Scroll to the bottom of the page and click Save changes

To view the bar chart click the link View this report, which is found just above the report title.

These settings will produce this graph if the Status filter is set to Certified (based on arbitrary data):

Column chart based on certification completion data.

 It's also possible to produce tailored reports using the Filters and content controls. 

Site usage by month (line chart)

You can produce a line graph to show the number of users on the site each month, this could be helpful in analysing peak months where the site is most active. 

  1. From the quick-access menu go to Reports > Report builder > Manage reports.
  2. Create a new report using the Site logs Report Source.
  3. Then, in the Columns tab, ensure the Time and User ID number columns are present (this may involve removing other columns or adding these in). 
  4. Set the aggregation for Time to Month of year(textual) and for User ID number to Count
  5. Click the Save changes button, before moving between tabs. 
  6. Then in the Graph tab, set the Graph type to Line.
  7. Next set the Category to Time - month of the year and set the Data sources to Count of User ID Number. For now you can ignore all other settings. 
  8. Scroll to the bottom of the page and click Save changes

To view the line chart click the link View this report, which is found just above the report title. 

The resulting graph might look something like this (produced using test data): 

Line chart based on monthly site logs.

Totara Academy

The Totara Academy has a whole course dedicated to using Reports in Totara. Here you can learn more on how to use reports, see best practice, and give it a go yourself.




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