Create Report Templates
Relevant for: Organisation Administrators, Administrators (see "User Roles in the Cockpit").With Applysia's reporting tool, you can automatically create candidate-specific reports based on your completed Assessment. To do this, you store an individual report template in Word or PowerPoint according to your personal needs. You can freely decide which content you would like to integrate into the report and where it should appear. All the information you have entered when creating an Assessment (e.g. the date) and when carrying it out (e.g. the competency ratings) can then be inserted into your templates at the touch of a button and you will receive a finished report. General information, such as the individual exercises and their descriptions, but also individual competency ratings, can be integrated into your report.
In the appendix (at the bottom of this page) you will find a sample report template that you can download. You can use this as a starting point and adapt and edit it according to your individual requirements. The template is intended to support you in creating your own report templates.
In this short video you can see the entire process of automated reporting with Applysia to get an overview of the relevant steps.
Preparation
In order to use the reporting tool successfully, it is necessary that you store the information correctly when creating the Assessment and the information about the competence model and the exercises. In addition, the competency notes are of particular importance, as you can also include them in your report. This information stored in the Assessment will then be inserted 1:1 into the final report.
If you create your report templates in Word, you should activate the option "Embed font" in Word. This option saves the fonts within the Word file so that any fonts you have used in your Word template can be included in the final report.
Since this option is not currently provided in PowerPoint, you only need to implement this preparation step for templates in Word.
To do this, open Word and then navigate to "Options" in the bottom left menu. A new pop-up window will appear. In the left-hand control menu, select the "Save" category and check the box next to "Embed fonts in file".If you use image files in reports, you should add them to the report as small/optimized as possible to speed up the creation and general handling of the reports.
Placeholders and loops
To create the report templates, you use so-called "placeholders". You place these placeholders at each position in your template where the information and the results from the Assessment are to appear later. You proceed in the same way as when creating "serial letters" in Word.
The placeholders are indicated by curved brackets "{ }" and a specifically defined description in the bracket. On Windows, use the key combination "alt gr + 7" for an open curly bracket "{" (on Mac OS "option + 8") and "alt gr + 8" for a closed curly bracket "}" (on Mac OS "option + 9").
In order for the placeholders to work in your template and for all of the assessment information to be included in the final report, it is important that the placeholders are copied 1:1 into the custom templates.
A placeholder contains text or a value that will be used in the final report. For example, the placeholder "{cand_full_name}" will be used to insert the first and last name of the candidate in the final report.
In addition, there are so-called "loops". With these loops you have the possibility to insert multiple information of a category. For example, with the loop "{#competencies}" you can query all competencies at once and do not have to do this individually.
The loops are always initiated and terminated. The specification of the loop in the report template is not displayed in the finished report. Only the actual information is displayed here.
You always start a loop with "{#loopname}" and specify the name of the loop in the brackets, and always end it with "{/loopname}" and again specify the name of the loop in the brackets.
[i] Alternatively, you can end a loop with just "{/}". If you choose this variant, you do not have to enter the name of the loop in the brackets. Starting and ending a loop would then look like this: "{#competencies} {/}".
The loops themselves contain individual placeholders that specify specific information about the loop. For example, if you want to list the name of all competencies and the rating of them in your report, then specify the loop "{#competencies}" and name the placeholders for the name and rating of each competency. Then end the loop enumeration again: "{#competencies} {competencies.name} {competencies.rating} {/competencies}". You can find a practical application example for this here.
Alternatively, you can opt for the short version to end the loops: "{#competencies} {competencies.name} {competencies.rating} {/}".You can add any of the loop placeholders to the report. Just naming the loop is not enough to include all the related information in the final report. Therefore, always use the loop and its associated placeholders to "fill" the report with the assessment information. An overview of all available loops and placeholders can be found here.
When creating the report templates with the placeholders and loops, the formatting you choose in the template is applied 1:1 in the final report. This means that all spaces, paragraphs, bold/italic/underline formatting, etc. will appear that way in the final report. For example, if you use the placeholders "{cand_first_name}{cand_last_name}" and do not put a space between the two placeholders, as we did here, you will see the result "KimCandidate" in the report.
Therefore, be sure to use and format the placeholders exactly as you want the corresponding information and values to appear in your report at the end.
Application example: Placeholders and loops
On the left you can see an example of how you can integrate placeholders and loops into your template. On the right you can see the result of how the information and values stored in the Assessment are then automatically integrated into the finished report.
You can use the placeholders in different ways in your report template. This means that you can not only integrate the placeholders into running text, but also use the placeholders to present information from the assessment in the form of tables and illustrations. You can find more information about this here.
In the appendix (at the bottom of this page) you will find a sample report template that you can download. You can use this as a starting point and adapt and edit it according to your individual requirements. The template is intended to support you in creating your own report templates.
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