Summary
This guide explains how to access, create, and customize the Users by Groups Report, including template configuration, generation options, and practical use cases for exporting user data by group.
Introduction
The Users by Groups Report provides a quick view of all registered users for a selected group, sortable by group name. This report shows users assigned to the specified group(s), whether you need to export user lists for auditing, analyze group membership, or prepare data for HR systems, this report delivers the information you need. 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 Users by Groups Report 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 Users by Groups 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 Users by groups.
When you select Users by Groups 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 User List by Group") |
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 the user belongs to.
User Name: The user's unique login identifier.
Date of Birth: The user's birth date.
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 Users by Groups Report
Navigate to Reports > Report Generation.
Locate your newly created Users by Groups report 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 |
Time Zone | Choose the time zone for date calculations |
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
Export user list for auditing: Generate a report for a specific group to export all users in that group along with their basic information. Use this for compliance audits or user record reviews.
Analyze group membership: Select All groups to see a complete list of all users across all groups, sorted by group name. This helps you understand group distribution and membership.
Prepare data for HR integration: Export user data including group assignments, usernames, and dates of birth to integrate with HR systems or update external records.
Conclusion
You have successfully learned how to generate and customize the Users by Groups Report. This report provides a quick and easy way to export user data by group, including group membership, usernames, and dates of birth. By creating custom templates with additional fields, you can tailor the report to meet your specific user data export needs.