Introduction

Read and Understood Excel reports provide a detailed export of the document acknowledgment process. The data exported, using PivotTables, can be used view data by:

  • Employee or Document Version

  • Groups / Departments

This article provide examples of how to access the reports and examples of using PivotTables to view the data with percentage calculations.

The two Excel reports:

  • Employee / Document - Lists all employees and document versions that have or have not been acknowledged. Example Spreadsheet.

  • Group / Dept. Compliance - Where customers are using Azure Active Directory (AAD) groups, it is possible to report on those groups and the members of those groups that have or have not acknowledged. Example Spreadsheet.

How to Access the Reports

The Reports are accessible via the Read and Understood App website.

  1. Open the Read and Understood App from within the site it's installed
  2. Click 'Site Administration' from the Navigation Menu
  3. Locate the Section 'Site wide Compliance reports':

Employee / Document

As you might expect, this report will detail every employee who have been asked to acknowledge reading a document version and the outcome of that request.

The report is provided as an Excel spreadsheet so you can use PivotTables to process the data as you wish (examples below). The information available in the report includes:

  • Document Name inc. SharePoint Version

  • AAD groups they are a member of (known to the App)

  • Employee acknowledged or not.

  • Employee’s manager (if property is set in Azure AD)

Sample data from an Employee report

Group / Dept. Compliance

Customers who use AAD groups to send Read and Understood Acknowledgement requests can benefit from our Site Comliance Report. This report will show, by Group/Dept., the percentage of acknowledgements of having read that document version.

Example compliance data spreadsheet.

Deptartment / Employee - Pivot Table Examples

% Acknowledged by Document

  1. Open the spreadsheet in Excel.
  2. Select cell A1 and click Home > Format Table (select any of the available templates)
  3. Click Insert > Pivot Table - accept the defaults and click Ok
  4. In the PivotTable Fields - Drag Documents into the Rows Field (Ensure the Field List option in the navigation is enabled)

  5. From the Pivot Table Analysis click 'Fields, Items & Sets' > 'Calculated Field...'

    1. In the Name Field type % Acknowledged
    2. To add Fields to the Formula select Acknowedged and click add. You should have = Acknowledge
    3. Next add /
    4. Next select Count and click Add. You should now have = Acknowledge / Count (like this...)
    5. Click Ok
  6. The new Field will be added to the Values field of the PivotTable Fields. Click the field and select Field Settings
  7. In the Pivot Table Field click the Number Format button and set the Category to Percentage.

  8. Click Ok to Close the dialog and Click Ok again to close the Field Settings Dialog

Example PivotTable showing Document Acknowledge %

Sample of documents acknowledge and percentage of Employee acknowledgement

% Acknowledged by Employee

  1. Open the spreadsheet in Excel.
  2. Select cell A1 and click Home > Format Table (select any of the available templates)
  3. Click Insert > Pivot Table - accept the defaults and click Ok
  4. In the PivotTable Fields - Drag Employee into the Rows Field (Ensure the Field List option in the navigation is enabled)

  5. From the Pivot Table Analysis click 'Fields, Items & Sets' > 'Calculated Field...'

    1. In the Name Field type % Acknowledged
    2. To add Fields to the Formula select Acknowedged and click add. You should have = Acknowledge
    3. Next add /
    4. Next select Count and click Add. You should now have = Acknowledge / Count (like this...)
    5. Click Ok
  6. The new Field will be added to the Values field of the PivotTable Fields. Click the field and select Field Settings
  7. In the Pivot Table Field click the Number Format button and set the Category to Percentage.

  8. Click Ok to Close the dialog and Click Ok again to close the Field Settings Dialog

Example PivotTable showing Employee Acknowledge %

Sample of Employee acknowledgements and percentage of Document acknowledgement