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Totara Learn Site Administrators and Report Managers can create custom reports and provide access to other users to view and export the report.

Access to reports is assigned based on a user's Role within the system. Users can access reports through the dedicated Reports area via the Top navigation.

The Reports page will only appear in the top navigation menu if the user has been assigned a role that has been permitted access to a report. 

Within the Reports page, click on the name or title of a report to open and view.

Site Administrators have access to all shared reports.

Sorting report results

The report data will appear in columns in the order set by the creator of the report, however columns can be sorted and hidden as required when viewing.

Sorting ascending

column order within a report

Clicking a highlighted column heading will re-sort the available data within, and by, that column. An arrow will appear next to the column heading to indicate whether the data is sorted in ascending (A-Z) or descending order (Z-A).

Sorting descending

A report viewer can choose to hide and unhide columns from their own display. Select the Show/Hide Columns button and use the checkboxes to hide or show the corresponding data columns then click the OK button.


Where the maximum number of records to display per page has been reached, a report will become paginated.  At the bottom of the page, use page numbers or the (Next) and (Previous) links to navigate through the data.

Searching report results

When creating a custom report, the report manager can add search options to help viewers find specific results and refine the information displayed.

Search options will appear at the top of the report view page. Use the fields and filters to help search the report for specific data, such as a particular learner or date range. Click Show more... to show all available search fields.

There are different types of search options available, based on the data field and the selected report source.

Search options often have a dropdown menu where different options for data filtering can be selected.

After entering any search criteria, click the Search button. Results of the report will appear at the bottom of the page.

searching within a report

Text search

A text search allows searching for information based on free form text. The search has the following options:

  • Contains: Search for records that contain the text entered (if no text is entered, then the filter is disabled)
  • Doesn't contain: Search for records that do not contain the text entered
  • Is equal to: Search for records that are equal to the text
  • Starts with: Search for records that start with the text entered
  • Ends with: Search for records that end with the text entered
  • Is empty: Search for records that are equal to an empty string
  • Is not empty: Search for all records without an empty string

Selected search

A select filter refines information based on a dropdown list of options. The values in the dropdown will vary - depending on the search field.  Filters might include:

  • Is any value: This option disables the filter (i.e. all information is accepted by this filter)

  • Is equal to: This option allows only information that is equal to the value selected from the list
  • Is not equal to: This option allows only information that is different from the value selected from the list
  • Any of the selected: This option will return results in any of the selected values
  • None of the selected: This option will not return results on any of the selected values
  • All of the selected: This option will return results on all of the selected values
  • Not all of the selected: This option will not return results on all of the selected values

Select dropdown in reports

Date search

A date search refines the records by date or date range. A search for records from before and/or after selected dates, and a search for records that are a certain number of days before and/or after the date of the report generation, can be entered.

To apply a date filter, use the checkbox to enable the corresponding field and enter a day, month and year, or use the calendar icon to open a calendar view to select the required date.

Date search

Use the Include record when date is missing option to ensure records are not missed (where they match the search but are missing the relevant data). 

The timezone of the user viewing the report can affect the records displayed with certain date filters applied e.g. Course Start Date.

For example, if User A in New Zealand creates (or edits) a course and sets the start date to 19th January, User B in an earlier timezone e.g. California may not see the course if the report filter is set to 'Start date is after 18th January'. This is because User B is in a timezone that could still be in the previous day.

Filtering report results

When creating a custom report, the report manager can also add filters to help viewers refine the information displayed.  Filters will appear at the side of the report view page.

There are a number of different filters available for each report, depending on the report source selected.

Filters have one or a series of dropdown menus where different options for data filtering can be entered.

After entering any search filters the report will automatically update the report results.

Click Show more... to show all available sidebar filters.

Report filters

Saving a search

A saved search allows report viewers to replicate a search and/or filters as required, or to share a search and/or filters with other report viewers.

Saved searches can also be used when setting up scheduled reports.

Saving a search

To create a saved search:

  1. After submitting a search criteria or choosing a filter, click the Save this search button.
  2. Enter a name for the query in the Search Name field.
  3. Under the Availability option choose whether this query should be available to other report viewers by selecting Shared or select Private.
  4. If creating a Shared search, use the Default view option to make this saved search the default view for anyone accessing the report.  Individual viewers are able to remove the default setting, override with a default view of their choice or enter their own search terms.

  5. Click the Save changes button.

Creating a saved search

When the report is accessed in the future, a View a saved search dropdown menu will be displayed.

Select a saved search from the list to run the search or change which saved search to use as the Default view.

View a saved search

Use the Manage your saved searches page to edit or delete a saved search.   Only the creator of a saved search can edit or delete the search.


Any user with the totara/reportbuilder:managereports capability (by default this is Site Administrators and Site Managers) can view and manage all shared saved searches.

Exporting reports

A report can also be exported into a variety of file formats.  Select the required format via the Export as dropdown menu and click the Export button to generate the file.

Columns hidden using the Show/Hide Columns option will also be included in the report export.

Report export

Viewing email addresses

It is possible to view email addresses in the report builder, although the value Email is private may be displayed when viewing the User's Email column in a report.

If problems with the visibility of the user email field are encountered, check the following few settings and capabilities.

To grant visibility to email addresses ensure that visibility is enabled:

  1. From the Administration menu go to Users > Permissions > User policies.
  2. For the setting Show user identity ensure that Email address is checked (this is normally enabled by default).
  3. Click the Save changes button. 

The site:viewuseridentity capability will also need to be enabled (set to Allow) for the relevant role. By default this is enabled for the Trainer, Editing Trainer and Manager (not Staff Manager) roles, however this is a course context capability, so the user's role must be assigned in the system context to grant visibility in Report Builder.

It is also important to note that the column User's Email (ignoring user display setting) should be added to the report. The Email column respects email visibility regardless of permissions, which could lead to the warning that Email is private, even when viewing as a Site Administrator.

Alternatively an administrator can set the capability site:viewuseridentity to Allow for the Authenticated User role and then restrict the report to the Trainer role in any context.  This would provide access to the Trainer to view the user's email address in the report.  Note that this change would expose user email addresses to enrolled users in the course context so a role override at the course or category context would be required.

Performance management related data

Site managers can not access report columns relating to a user's performance by default.

This include the following columns: 

Appraisal Answers: Learner's Answers, Learner's Rating Answers, Learner's Score, Manager's Answers, Manager's Rating Answers, Manager's Score, Manager's Manager Answers, Manager's Manager Rating Answers, Manager's Manager Score, Appraiser's Answers, Appraiser's Rating Answers, Appraiser's Score, All Roles' Answers, All Roles' Rating Answers, All Roles' Score.

Goals: Goal Name, Goal Description

To give site managers access to this data the role must be updated with the following capabilities:

  • totara/appraisal:viewallappraisals
  • totara/hierarchy:viewallgoals

For more information on assigning roles and permissions please see Roles.
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The Totara Academy has a whole course dedicated to using Reports in Totara Learn.  Here you can learn more on how to use reports, see best practice, and give it a go yourself.