Cal State Training Resources

Working with Ad Hoc View Templates

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The following article will outline how to use pre-created ad hoc templates to easily create reports. The systemwide LMS team has created ad hoc views for campuses to simply copy and paste to use for reporting. This takes the thinking out of the process and allows some standardized templates to be used for common reporting needs.

Need to Know:

  • To access Advanced Reporting, you much have an administrative level security role. An icon on the lefthand side menu will designate if you have access or not.
  • Each campus has their own folder structure in Advanced Reporting in which they can create as many subfolders as needed to separate reports by departments, topics, or training criteria
  • Report templates can easily be copied and pasted into a campus folder to easily update reporting data
  • Most common ad hoc templates used are:
  • REQUIRED Activity Ad Hoc View (COPY ONLY)
  • Activity ATTEMPT Ad Hoc View (COPY ONLY)
  • Once copied, the campus can alter properties, filters and create campus specific reports for scheduling

Table of Contents

How to Create a Custom Folder in Advanced Reporting

The following steps will outline how to create a new folder in your campus reporting repository. If you already have a folder created, you can skip the steps below and move to How to Copy and Paste and Ad hoc View to a Campus Folder.

1. Navigate to Advanced Reporting by clicking on the Advanced Reporting icon on the left-hand side menu bar

2. Expand the folders until you see your campus folder (CSU_PROD > Custom > Reports)

3. Navigate to your campus folder and select it

4. Right click with your mouse and click Add folder

5. Name your folder and write a brief description to identify your folder with some additional details.

6. Click Add

Now that you have created specific folder(s), feel free to start copying and pasting templates into the folder (see next section).

How to Copy and Paste an Ad Hoc View to a Campus Folder

1. Within Advanced Reporting, navigate to the _Report Templates Folder. Most common templates are in the root folder.

2. Select the ad hoc view you would like to copy by placing your mouse cursor in the description area, right click and select “Copy”

3. Navigate to the campus folder you would like to paste the training to select the campus folder and select “Paste” on the menu bar

4. Once you locate your newly pasted ad hoc view, navigate your cursor to the description area, right click on your mouse and select properties

5. Rename your report. Remove the Copy Only text and give your report an intuitive name so it’s easy to remember. Update the description to describe what this report is for, so when going back to it later, you know what the purpose of the report is. Click Submit to save your Ad hoc view properties



6. Click on the blue hyperlinked text to open the ad hoc and make changes to the data to meet your reporting requirements

Adjusting Filters by Activity Code

When in your ad hoc view, it is as easy as adjusting the activity code filter to get the data for your report. A few quick things to note about the data points in your report

1. Column order can be adjusted by dragging items around if you want the data in a certain order

2. If there is data you do not need, click the “x” next to the data point to remove it

3. Filters are set so it will only show active employees and a certain activity displayed on the report (one or many activities can be inputted into the filter)

When ready to adjust the activity code filter

4. On the right-hand side of the screen will be a filters area, navigate to the filter for activity code.

5. Click on the selected tab. Click on the “x” to remove the current filtered course

6. Click on the Available tab and search by activity code for the activity to include in the ad hoc view. Click Enter or the magnify glass to search

7. Once the code populates, click on it and you will see the Selected tab change from “0” to “1”

8. Repeat steps for additional activities to be added to the report

9. Adjust any other “standard” filters as needed, including the company name (which is your campus) as well.

10. Once all activities have been added, click the Apply button on the bottom to apply the settings to the ad hoc.

11. The report will only show a sample set of data, to get a full set of data, it is best to export the data to an excel file.

Saving Ad hoc view and Exporting File

Once you have the settings configured for your ad hoc view, you will need to save the ad hoc (so as not to lose your progress).

1. On the toolbar, hover over the “disc” icon and click “Save Ad Hoc View.” This will save the ad hoc and its current settings.


2. If you would like to pull a full report from your data, hover over the export icon and select the output preferred (e.g. .csv, .xlsx). The report will run and download to your computer.

If you are looking to create a report / schedule a report to have an automated report sent out to yourself or others at your campus, please review the articles below.

How to Create a Report View

How to Create a report Schedule

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