Reporting in Responsive

Overview

The Reports page lists the various reports and dashboards you can generate in Responsive.

Executive Dashboard

The Executive Dashboard displays details such as Project Stage, Project Type, Answer Library Usage, Total (Projects, Sections, Questions), Project Completion (Days), Top authors, Project Value, Project Stage Vs Average Days, Project Timeline, Top Business Units, Project Completion Report, Catalog Associated Report, Auto Respond Usage, and many more.

To access executive dashboard, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane. The Reports page will be displayed. Click Executive Dashboard.

3. Click Executive Dashboard. The Executive Dashboard will be displayed as shown below:

 

Brief explanation of the various reports in the Executive Dashboard are given below:

Project Stage: Indicates the stages of the projects in your company, such as Opportunity, Draft, etc. Mouse hovering over each would display the percentage of that stage in the application.

Project Type: Indicates the type of the project, such as RFP, RFI, or if the project is of descriptive proposal type, etc. Hovering the mouse over each project type will display the percentage of that project type in the application.

Top Business Units: Indicates the top business units in your company.

Top Authors: Indicates the top authors in your company. On mouse hover the avatar, the user name will be displayed.

Answer Library & Past Project Usage: This report counts usage from recommendation engine only (projects). It counts total usage of Library contents in the project and not the unique count of each Q&A pair. When answer is applied from recommendation pane, and not edited, the count for Answer Library Used and Edited will be incremented even if its only a format change (example: Rich text to Plain text) and there aren't any content change.

Auto Respond Usage: This reports indicates the count of total questions and the questions that are processed, identified, and auto-responded. Here, Total Questions indicate the count of all questions in the application. Questions Processed indicates the count of questions selected or filtered for auto-responding. Questions Identified indicates the questions for which matching answers where identified. Responded indicates the count of questions for which answers have been auto-applied from recommendations.

Catalog Associated Report: Indicates the count of projects associated with different catalogs. These projects will be either descriptive proposals or projects created from Salesforce using proposal builder.

Project Value:  Indicates the total project value. You can also view the value of projects which are under different stages.

Project Stage Duration: Indicates the average says for a project in each of the stages.

Project Completion Report: Displays the count of projects that have been completed on time and that have been delayed for completion.

In addition to these default Executive Dashboard reports, you can find custom report based on custom fields created for your project.    

Filtering the Executive Dashboard

You can filter to view only required information on the Executive Dashboard:

1. Click Filter from the top navigation bar. 
2. Enter the filter details, and then click Submit.
   

The Executive Dashboard will be displayed as shown below with the filter criteria highlighted. If you want to save the filter, click the save icon.

 

You will be prompted to name your saved filter.

You can access saved filters by clicking saved filters icon from the top navigation bar. The Saved Filters pop-up appears, click the apply icon on the filter you want to apply to the dashboard.

 

Customizing the Executive Dashboard

1. To customize the data presented in a chart, click the chart.
2. Click the Custom Column icon to display a menu of additional columns you can add to the table.
3. You can click the add icon to add them or delete icon to remove them. Drag items on this menu to change the order in which they appear in the table.

 

When you export the report, the file will include the columns you selected in the order you specified.

 

Exporting the Executive Dashboard

To export the dashboard, click from the More Options menu (three stacked dots) on the top navigation bar.  

To export the dashboard to an Excel, select Export to Excel; To export the dashboard as PDF, select Export as PDF.

 

The exported report will be downloaded to your computer.

User Report

User report gives details such as user's projects, project count, section count, time spent, etc.

To access User Report, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane.

The Reports page will be displayed:

3. Click User Report.

The User Report will be displayed as shown below:

For each user the following details will be displayed:

• Count of current and completed projects
• Count of assigned sections
• Status of answered questions where the user has the author’s role
• Status of reviewed questions where the user has the reviewer’s role
• Time spent in the system

Viewing Individual User Report

You can view details about individual users by clicking on the user name. The details will be displayed as shown below:

You can export the individual user’s report by clicking EXPORT. The exported .xlsx file will be downloaded. 

Filtering the User Report

You can filter to view only the required details on the User Report.  

To filter the User Report, you can follow the steps below: 

1. Click FILTER from the top navigation bar. Specify the filter criteria and click SUBMIT.
   
   
   
2. The User Report will be displayed as shown below with the filter criteria highlighted. Click Save as to save the filter.

You will be prompted to enter a name for the filter.

 

You can access saved filters by clicking SAVED FILTERS. 

Select the saved filter you want to use.

 

Exporting the User Report

To export the dashboard, click EXPORT from the top navigation bar.

The .xlsx file will be downloaded to your computer.

Email Report

Note: By default, the Email Report is visible only to the Super Admin. If Business Units are enabled (a paid add-on), Admins and all users with the permission Email Report can also view the Email Report.

To access Email Report, you can follow the steps below:

1. Click Reports  icon from the left navigation pane.

The Reports page will be displayed:

3. Click Email Report.

The Email Report will be displayed as shown below:

You can view the email that was sent by clicking on it in the list. Click Export to export the list as an Excel spreadsheet.

Note: The report shows results sent within the last 30 days. 

Filtering the Email Report

You can filter to view only emails that meet certain requirements, such as all the emails generated for a particular project.  

Click FILTER from the top navigation bar. Enter your criteria and click Apply.

The results will be shown with the filter. Click Export to export the results.

 

 

Open Task Report

This report gives details about the user's open tasks.

To access Open Task Report, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane.

The Reports page will be displayed:

3. Click Open Task Report.

The Open Task Report will be displayed as shown below:

For following details will be displayed:

• User who is assigned the open task
• Open task name
• Open task type
• Name of the project
• Task’s project due date

Viewing Individual Open Task

You can view details about each open task by clicking on the task name. You will be navigated to the task page:

You can perform the task the page and complete the task. 

Filtering and Exporting Open Task Report

You can filter to view only the required details on the Open Task Report.  

To filter the Open Task Report, you can follow the steps below: 

1. Click FILTER from the top navigation bar.

The filter section will be expanded as shown below:

2. Specify the filter criteria and click SUBMIT. The Open Task Report will be displayed as shown below with the filter criteria highlighted as displayed in the image:

To export the dashboard, click EXPORT from the top navigation bar.

The .xlsx file will be downloaded to your computer.

 

Answer Library Report

This reports displays details such as total questions, review overdue, review enabled, flagged, owners, content usage, and many more.

To access Answer Library Report, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane.

The Reports page will be displayed:

3. Click Answer Library Report.

The Answer Library Report will be displayed as shown below:

Details such as total questions, review overdue, review enabled, flagged, owners, content usage, and many more will be displayed. Clicking on a report detail will take you to a filtered view of the Answer Library page as shown below:

Owners: Indicates the count of contents in the Answer Library, with and without owners. The count of owners available in the Answer Library is also displayed as shown below:

Content Usage: This report record only unique content used either from the Answer Library or from a recommendation engine (auto, insert, or copy).  If content is used multiple times, it is not logged here.

Moderators: Indicates the count of contents in the Answer Library, with and without moderators. The count of moderators available in the Answer Library is also displayed as shown below:

Attachments: Indicates the count of contents in the Answer Library, with and without attachments. 

Language: Indicates the count of contents in the Answer Library, segregated by languages available in the application.

Distribution of Keywords by Frequency: A word cloud indicating the distribution of keywords by frequency of its occurrence in the Answer Library contents (both questions and answers).

Custom field - Checkbox type: Indicates the count of articles associated with each value of the type checkbox. The total count displayed here is the cumulative sum of all Q&A pair associated with custom field values and not the count of Q&A pair in the answer library. For example, if there are three values for the checkbox type custom field- Network (3), Database (5), and Storage (4), and the total Q&A pair available in the Answer Library is 7, the total count displayed in this report will be 3 + 5 +4 , that's 12, and not 7.

 

 

Searching Answer Library Report

You can search to view only the required details on the Answer Library Report.  

To search the Answer Library Report, you can follow the steps below: 

1. Click the  icon next to the keyword search field located in the upper right of your screen.

The search section will be expanded as shown below:

2. Specify the search criteria and click SEARCH. The Answer Library Report will be displayed as shown below with the filter criteria highlighted as displayed in the image:

 

Exporting Answer Library Report

To export the Answer Library Report, click EXPORT from the top navigation bar.

The exported PDF report will be downloaded to your local machine.

 

User Login Activity Report

This report information about a user's activity in the application.

From the Reports page, click User Login Activity Report. The User Login Activity Report will be displayed as shown below:

 

The User Login Activity report displays all log in attempts by users in your organization. It includes the method used to log in, status, date/time and, if the log in was unsuccessful, the reason for the failure.

To export the User Login Activity Report, click Export from the top navigation bar. The .xlsx file will be downloaded to your computer.

Click Filter to filter on a specific user.

 

Content Usage Report

Answer Library Content Usage

This report gives details about the usage of Answer Library contents by the user.

To access Content Usage Report, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane.

The Reports page will be displayed:

3. Click Content Usage Report.

The Content Usage Report will be displayed as shown below:

To view more details about any specific content, click  icon.

The More Details pop-up will be displayed as shown below:

 

Click on an Answer Library Question to navigate to the Answer Library View as shown below:

You can also edit, post comments, flag, and more directly from Answer Library View.

Filtering and Exporting Content Usage Report

You can filter to view only the required details on the Content Usage Report.  

To filter the Content Usage Report, you can follow the steps below: 

1. Click FILTER from the top navigation bar.

The filter section will be expanded as shown below:

2. Specify the filter criteria and click SUBMIT. The Content Usage Report will be displayed as shown below with the filter criteria highlighted as displayed in the image:

 

To export the dashboard, click EXPORT from the top navigation bar.

 

The .xlsx file will be downloaded to your computer.

 

Document Library Content Usage

Click the Document Library tab where you can see the documents that have been linked to Q&A pairs and how many times the documents have been used.

 

Click More Details to see:

• Q&A pairs that the document was attached to
• Filename that was used
• Project in which the document was used (if applicable)
•  Stage of that project (if applicable)
• Section Template that the document was attached to (if applicable)

 

Click Filter to narrow your results by the User, Duration (the timeframe in which the usage was logged) and Used Type. 

 

Click Export to create an Excel spreadsheet showing details about how the entire Document Library contents have been used. If you have used a filter, you will export a subset of the Document Library that meets the filter criteria.

 

 

Application Usage Report

The Application Usage report is generated based on the active time that a user spends in the application minus idle time.

If Responsive is opened in multiple tabs too, only the time the user is active in the application will be taken into consideration. If multiple tabs are opened and the user is working simultaneously in all tabs, the total active time will be calculated from the time the first tab was opened till the time the user is active in any of the tabs. 

If the user navigates to any other page from Responsive, and return back within 5 minutes, that gap is also calculated as the active time. If the user spends more than 5 minutes away from the application and returns to the application, the active time is calculated as the time initially spent in the application + up to 5 minutes idle time + the time user accesses the application again. 

For example, when a user is logged in the application and then navigates to some other application, after 5 minutes of inactivity, the application stops the timer and considers the user inactive until they resume movement in the application again.

The system will log active time and idle time up to 5 minutes. Please see Time Tracking Capabilities for details.

To access Application Usage Report, you can follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane.

The Reports page will be displayed.

3. Click Application Usage Report.

The Application Usage Report will be displayed as shown below:

• Details such as users distribution, modules distribution, user name, module name, etc., will be displayed.
• You can mouse hover the graphs to view more details.
• You can view the module wise usage report of a user by clicking on the user’s name from the User Name section.

• You can view the user level usage of modules by clicking on the module name from the Module Name list.

   

Filtering and Exporting Application Usage Report

You can filter to view only the required details on the Application Usage Report.  

To filter the Application Usage Report, you can follow the steps below: 

1. Click FILTER from the top navigation bar.

The filter section will be expanded as shown below:

2. Specify the filter criteria and click SUBMIT. The Application Usage Report will be displayed as shown below with the filter criteria highlighted as displayed in the image:

To export the data, click EXPORT from the top navigation bar.

The .xlsx file will be downloaded to your computer.

Content Search Terms Report

This report tracks keyword searches from your Content Library as well as any keyword searches from add-ons such as Responsive LookUp, Slack, and Google Hangouts.

Caution: The Search Terms data is retained in the application database for a span of 6-months only.

To access Content Search Terms Report, follow the steps below:

1. Login to Responsive.
2. Click Reports  icon from the left navigation pane. The Reports page will be displayed. Select Content Search Terms Report. The search criteria, keyword hits, the Q&A count, where the search was carried out, who carried out the search, search date, and actions taken after the search will be displayed. 
   
   

Click the filter icon next to the search term to see details about the filters used to find the item, including the content type, search in location, and star rating.

 

Click the arrow icon next to the keyword hits to see a list of the keywords that were used to find the item.

 

The following are valid Searched In locations:

• Content Library
• Moderation (Content Library)
• Review (Content Library)
• Translation (Content Library)
• Trash (Content Library)
• Archive (Content Library)
• Insights (Content Library)
• Linked Company (Content Library)

Click the avatar for the person who performed the search to see their name, email address, role and job title.

Click Copy, Apply or Override to view the question affected by the action; Used Content pop-up will be displayed as shown.

Click the question on the popup to view the question on the Q&A View page.

Filtering and Exporting Content Search Terms Report

You can filter to view only specified details in the Content Search Terms Report. 

To filter the Content Search Terms Report, follow the steps below: 

1. Click FILTER from the top navigation bar. 
   
   
   
2. Specify the filter criteria. You can click in the Searched In, Action, and Searched by fields to see the available choices. Click the checkboxes for the options you want. When you are finished, click SUBMIT.

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3. The Content Search Terms Report will be displayed as shown below with the filter criteria highlighted, and the total number of results. Click the X to remove the filter.

 

To export the report, click EXPORT from the header. The .xlsx file will be downloaded to your computer.

 

Project Notes Report

This report tracks the notes added to projects.

Click Reports icon from the left navigation pane. The Reports page will be displayed. Select Project Notes Report. Enter the search criteria to retrieve the information you want. You can search for notes on project notes types (if you are using them) project names, project types, project status, project stage, creation date ranges, and client name. 

When you are finished, click Export. The .xlsx file will be downloaded to your computer.