Note: You are currently viewing documentation for Moodle 3.8. Up-to-date documentation for the latest stable version of Moodle may be available here: Report builder.

Report builder

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workplacelogo.png This feature is part of Moodle Workplace, which is available through Moodle Partners.


Moodle Workplace provides a graphical custom reporting tool. Moodle Workplace custom reports are built using the report builder interface, which provides advanced customization options to administrators. System reports are used in every listing in Workplace: Dashboard, Programs, Certifications, Dynamic rules, and even in the Report builder itself.

Moodle Workplace

Accessing the report builder

The report builder can be made available to all users, and is accessed from the Workplace launcher. For instructions on granting access to a report, see the configuring audience section below.

Creating a custom report

To create a new custom report, the administrator clicks the plus icon on the reports tab. Reports can use any data from their data sources, including data from the Workplace Datastore that contains historical information and snapshots of past events. After selecting a data source for the new report, we can click on a column or drag it into the table to add it to the report. To use aggregation on any column, we just need to click on the "Select an aggregation for the column" icon and then we can select the kind of aggregation depending on the column data type.

Limiting number of custom reports

A site administrator can restrict the number of custom reports that can be created per site/tenant by adding the following line(s) to the site configuration:

$CFG->tool_reportbuilder_limitsenabled = true; $CFG->tool_reportbuilder_sitelimit = <VALUE>; $CFG->tool_reportbuilder_tenantlimit = <VALUE>;

Omitting this configuration, or setting $CFG->tool_reportbuilder_limitsenabled = false; indicates that no limit should be applied to the number of custom reports that can be created. Enabling limits and setting the values to 0 will disable the creation of custom reports. Note that a tenant limit cannot exceed a site limit.

Conditions and Filters

Clicking in the "Show/hide filters sidebar" icon on the right will expand the right panel that we can use to define conditions and filters and set the default sorting order. Using conditions, we can pre-filter the report for the users. Conditions cannot be changed in the viewing mode. In the filters tab, we can define filters and we can define the default sorting order using the last tab just by selecting and rearranging the available options.

Preview report

Finally the report can be previewed by clicking the "Switch to preview view" icon, and it displays as it would for the person viewing the report, including any conditions defined. Filters can be reset using the icon on each filter or all at once.

Sending report results

Custom reports can be created and scheduled to be sent out to specific audiences. From the manage custom reports page, navigate to the schedules tab. Here, the administrator clicks the "New schedule" button and selects which report they would like to be sent. Various report formats are available to use for attached report data (CSV, Excel Spreadsheet, HTML, JSON, ODS, PDF), as well as recurrence options (send every weekday, month, etc). The administrator can also select which user should be used when sending the scheduled report. This allows the report to be sent to the audience as if it were being viewed by that user.

The audience options allow the administrator to select which users should receive the report. In addition to selecting which position and department within an organisation should be included, it is also possible to manually select individual users and/or e-mail addresses.

Finally, the message subject and content can be configured.

Configuring audience

Any person with the capability to manage or view reports can view all custom reports defined in their tenant. It is also possible to specify individual jobs that will grant access to the reports to their holders. To specify which jobs should be able to access a report press the "Edit content" button for that report, from the custom reports list, then press the "Audience" tab. To specify a new job press the "Add job" button and select the preferred position and department that comprises the job. You can add as many jobs to set the audience for the report as necessary. Once complete, press the "Save changes" button. To confirm which users now have access to the report, switch to the "Access" tab.

In addition to granting user access to reports, it is also possible to specify which users should be listed in any given report. To achieve this the "Relation to the report viewer" condition should be added to the report.