Summary
This guide explains how to access, create, and customize the Report by Course, including template configuration, generation options, and practical use cases for generating detailed course data based on selected courses, course lists, or individually assigned courses.
Introduction
The Report by Course shows records for student progress for selected courses according to specified filters. Records are shown on a student-course basis, displaying the single record for each current (not reset) cycle a student has on a specific course. This report ignores course assignment status, meaning it includes records regardless of whether the selected course is assigned to students in selected groups. For a complete overview of the Reports section, refer to Reports: An Overview of the Reports Section in LMS.
Steps to Follow
How to Create a Custom Report by Course Template
The Report Generation tab contains predefined templates that come with your KnowledgeCity LMS, along with any custom templates you have previously created. If the default Report by Course template meets your needs, you can run it directly. To create a new custom template with specific fields and settings, follow the steps below.
Navigate to Reports > New Report Template.
From the Report type dropdown, select Report by course.
When you select Report by Course as the report type, the system automatically populates default fields, along with default template name, language, description, and title style, all of which you can customize to suit your needs.
Configure your template:
Field | Description |
|---|---|
Template name | Specify a unique name (e.g., "Q1 Course Progress Report") |
Template language | Select the preferred language for report output |
Description | Provide a brief description (up to 500 characters) to clarify the report's purpose |
Title style | Format the report title using bold, italic, underline, font size, alignment, and title text and background color options |
Include portal logo | Toggle to add your portal logo to the report output |
Default Fields in This Report
Group: The user group(s) the user belongs to.
User Name: The user's unique login identifier.
Date of Birth: The user's birth date.
Course ID: Unique identifier for the course in the LMS.
Course Name: Official name of the course.
Begin: Date when the user started the course.
Begin time: Time when the user began the course session.
Watched: Date when the user fully viewed all course content.
Watched time: Time when the user completed viewing all course content.
Passed: Date when the user successfully passed the course.
Passed time: Time when the user met the criteria to pass.
Certificate: Unique certificate number issued upon course completion.
Score: Score achieved on the certification quiz.
Course status: Current status: Not Started, In Progress, Viewed, or Passed.
Learning Path Name: Name of the learning path that delivered the course.
Original assignment date: Date when the course, course list, or learning path was originally tied to the user.
Assignment date: Date when the course, course list, or learning path was assigned or reassigned.
Name of the course list: Official name of the course list associated with it.
You can modify these defaults or add additional fields to tailor the report to your requirements. For detailed descriptions of all available fields, refer to Report Fields: A Complete Reference Guide for All Reports.
Customize columns using the rows adjustment section:
Click Add column to include additional fields.
Drag and drop columns to reorder if required.
Click the Edit button on any column to format, style, or add conditional rules.
Click the Delete button to remove columns.
For detailed instructions on managing columns, refer to Report Templates: How to Manage Columns with Rows Adjustment and Formatting.
Click Save template.
How to Generate the Report by Course
Navigate to Reports > Report Generation.
Locate your newly created Report by Course template.
Click Run report.
The Run report button opens a configuration window where you can set the following parameters before generating the report:
Option | Description |
|---|---|
Group | Select which user group to include or All groups |
Exclude disabled users | Toggle to remove inactive users from the report |
Time Zone | Choose the time zone for date calculations |
All | Generate report for all students across all courses |
Select a course list | Filter to a specific course list (a course list selection dropdown appears upon selection) |
Learning path | Filter to a specific learning path (a learning path selection dropdown appears upon selection) |
Select a course | Filter to a specific course (a course selection dropdown appears upon selection) |
Individually assigned courses | Toggle to show courses assigned individually to users |
As of | Select a specific date to generate report as of that point in time |
Not Started / In Progress / Viewed / Passed | Checkboxes to filter by progress status (multiple selections allowed) |
Include Previous Course Cycles | Toggle to show earlier attempts for the same course |
Show assigned courses only | Toggle to only include courses that were assigned to students |
Include archived students | Toggle to include archived users in the report |
Click Create and proceed to the Reports tab, locate your report on the top of the list and click the Download button to export.
Example Use Cases
Track course progress across all students: Select specific courses or course lists and choose all progress statuses (Not Started, In Progress, Viewed, Passed) to get a complete view of how all students are progressing through key training content.
Audit course completion with historical data: Enable Include Previous Course Cycles to see historical completion attempts. Use the As of date to generate a report showing progress as it stood on a specific date for compliance auditing.
Filter by assignment type: Use Show assigned courses only to focus on formally assigned training, or use Individually assigned courses to track self-enrolled or manager-assigned training activities.
Conclusion
You have successfully learned how to generate and customize the Report by Course. This report provides detailed student progress data for selected courses, course lists, or individually assigned courses, with records shown on a student-course basis. By creating custom templates with the fields that matter most, you can efficiently track course progress, analyze training histories, and audit completion data.