Content Manager 24.4 Content Manager

# Action statistics reports

The Action Statistics report enables you to get statistics related to the activity of Actions attached to records within the Content Manager dataset.

Setting up and running the report

1. Create a new Action statistics report selecting Home - Statistical- Action Statistics Reports.

   The Action Statistics Reports - All dialogue box appears.

2. Right-click in the window and select New Statistics Report.

   The New Statistics Report dialogue box appears.

   - Name - the title you give the report and the name it is saved under so that it can be retrieved and re-run at a later date.

     It is advisable to make clear the meaning of the statistics by ensuring the title is relevant to the search criteria, for example, Reply required status for July.

   - Statistical Period - perhaps the most significant part of the window.

     The date range sets the period of statistical analysis for the report.

     Content Manager will analyse the relevant actions that occur for records within this period.

     Modify the date range to suit your report requirements:

     - Start - the start date for the report
     - End - the end date for the report
   - Options tab - select the records to be included as well as the sorting order and appearance of the report:
     - By Actions - counts every Action assigned to a record, for example, if a record has three actions assigned to it, the count will be three.

       NOTE: The option By Actions will only report on actions or action steps within a procedure, it will not report procedure statistics.

     - By Record - used in conjunction with either By Last Action on Record or Use Current Action.

       Counts only one action per record, selecting the responsibility for the last action in a procedure or for the current action in a procedure.

     - By Record, By Last Action - sorts the generated results by the date of the last action on the record
     - By Record, Use Current Action - sorts the generated results by current action.

       NOTE:

       - Actions listed under the KwikSelect Action Name list will only appear if they are or have been attached to a record.
       - Any actions deleted from Content Manager that have been attached to a record at an earlier date remain in the KwikSelect Action Name list.
   - Location Type - the Location type can be Person, Position, Organisation, Group, Committee or Project Team.

     You can use any of these to specify the Location for the table/row format.

     This enables you to sort the generated report by the following options:

     NOTE: If you choose to run the report by Location type Person but restrict the report to an organisation name, then it will print the statistics only for persons within that organisation. It is only possible to select one organisation and it will only look up persons directly within this organisation and its positions, but not sub-organisations.

     - All - by all Locations
     - Person - by Person name
     - Position - by Position name
     - Organisation - by Organisation name
     - Group - by all Groups
     - Committee - by Committee
     - Project Team - by Project Team
   - Include Deactivated Locations - includes Locations that have been deactivated.

     You can use it to report on Actions assigned to Locations that were once active and contain important statistical information.

     Deactivated Locations are prefixed with a tilde (~).

     You can, however, choose to exclude deactivated Locations from the report.

   - Table/Row Format - sorts the generated report by the following options:
     - By Record Type/Location - by each Record Type and then by each Location within the dataset
     - By Location/Record Type - by each Location responsible and then by each Record Type within the Location
     - By Record Type - by Record Type for selected Actions
     - By Location - default. By Responsible Location for Actions
   - Detailed Column Format - will display all logical conditions of an Action status ranging from completion to overdue in relation to the period of the statistical analysis.

     If not selected, Content Manager generates a summary report which displays a range of columns listing the extent of overdue actions by five-day increments.

   - Records Selection - use this section to specify the data that the report is to generate:
     - Action Name - Action you want to generate statistics for.

       Use KwikSelect to choose an Action from the list.

       Run the report to discover the completion/non-completion details of a selected Action, or else, if left blank, the last Action in a procedure assigned to records within the specified date range.

       If a Procedure is selected, the statistics will be reported for the Action steps within the Procedure.

     - Date Created - generate statistics within the created date range.

       Content Manager will look for records that have a written (authored) date.

     - Date Registered - generate statistics within the registered date range.

       Content Manager will look for records that have a date registered.

     - Date Range - enter a date range to restrict the report to only those records written or registered by the date type specified above.

       This option speeds up the processing of the report considerably.

       If you leave this field blank, Content Manager will look at all records within your dataset to determine their Action status within the period of analysis specified in the start and end date above.

       NOTE: Note that the end date is inclusive - it ends at midnight of the end date specified.

     - Record Type - specify a Record Type that the report will be limited to.

       This will restrict the statistics report to only those records registered under a particular Record Type.

       Leave this field with the default (blank) to select all Record Types.

     - Location - specify a Location that the report will be limited to.

       This will restrict the report to only a Location that may be responsible for the completion of actions.

       Leave the field blank to select all Locations given responsibility.

3. Click OK to save the report.

   Once saved, you can generate the statistics by right-clicking it and selecting Generate Statistics.

   See Generating statistics reports.

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: Action statistics reports