Assessments: Report templates

Relevant for: Workspace owners, administrators (see "User roles")

You have selected an assessment to edit and are located in the navigation menu on the left under “Report Templates”.

If you are not (yet) using the reporting tool, you will see an overview page here with further information about this feature.

Otherwise, you will see an overview of the report templates if you have already stored templates when creating the assessment (see “Create assessments”). Alternatively, this overview will initially be empty.

Invalid templates are displayed with a red banner labeled “Invalid Template” above the preview of the respective template.

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Add report templates

Click on the “Upload” button in the top-right corner to upload a new report template from your computer to the assessment. Your computer’s file explorer will open. Here, you can upload pre-prepared templates in Word and PowerPoint formats. Select the desired template from your files and click “Open” in the file explorer. Alternatively, you can add the template by double-clicking on the file name.

To create a report template in Applysia, you must first prepare it in Word or PowerPoint. More information on creating report templates can be found here.

Alternatively, you can also add report templates that you have already uploaded under “Templates” but have not yet added to the assessment. Simply click the “Select” button in the top-right corner. A pop-up window titled “Select Reports” will appear. Here, you can check the box next to the name of the desired template to add it to the assessment. You can select and add multiple templates at once. When you hover the mouse over the name of a template, an “eye icon” appears on the right. Click on it to view the template, a preview, or both simultaneously. This ensures you select the correct template to add to the assessment. More information about the preview of report templates can be found here.

Templates with errors that prevent the creation of a complete final report are marked with a red exclamation mark to the right of the template name.

You can only select templates here that you have already created and uploaded under “Templates”.

If you have many templates, you can use the search field to find a specific template by entering its name.

Click “Save” to keep your selection or “Cancel” to discard your selection.

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View report templates

Clicking on a template opens it for viewing and editing on a new page. Here, you can review the template, make adjustments, and fix errors.

In the top menu, you can switch between “Template”, “Preview”, and “Show both”. By default, you will see the “Template View”. This view displays your uploaded template with the placeholders you created. When you click “Preview” in the top menu, you will see a preview of a completed report. This preview is based on your custom template and is filled with sample information and text blocks.

This preview does not contain the information or data from any of your assessments. The sample information and text blocks in the preview help you create optimized templates by showing how the final report will appear, enabling you to make any necessary adjustments.

If you click “Show both”, a split-screen view will appear, allowing you to see the “Template” and “Preview” views side by side for comparison.

The Applysia Report Assistant also supports you in creating report templates. If placeholders in previously created templates are used incorrectly, for example, if a “}” is missing, you will be notified here. When you click on the name of the template and navigate to the “Template” tab, a red warning appears at the top: “Invalid Template - Watch out for comments in document, to resolve the issues”. In the template view, comments in red on the right-hand side highlight the errors.

Ensure that placeholders are copied exactly as they appear to ensure smooth report generation.

If a template contains errors, you will not be able to view a “Preview” or a parallel “Template and Preview” view.

In this view, you can click the “Download” icon in the top-right corner to download the template. Click the “Edit in Word” or “Edit in PowerPoint” button - depending on whether it is a .docx or .pptx file - to edit the report template directly in Office. Further information on editing report templates can be found further down this page.

In the bottom-right corner, three different features are available to adjust the template view. Click the icon with expanding arrows to view the template or preview in full-screen mode within the same tab. Clicking the button again will reduce the view back to its original size. You can also click the “Plus” or “Minus” symbols as many times as needed to zoom in or out according to your preference.

You can close the preview and template view by clicking the “Arrow” in the top-left corner, which will return you to the templates overview page.

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Edit report templates

Once you have added report templates to the assessment, you can click on the three dots in the bottom-right corner. This will provide you with various options.

Clicking “Edit” opens a new pop-up window with editing options. Here, you will find three tabs: “General”, “Charts”, and “AI”. By default, you start in the “General“ tab:

1. Under “Name”, you can edit the name of the report template.
   
2. Additionally, you can use placeholders under “Placeholder Name“ to name the report template dynamically. For example, if you want the final report to include the name of the candidate or the date the assessment center was conducted, you can use placeholders to adjust the template name. The placeholders in the final report’s title will automatically be filled with assessment-specific information. Providing a placeholder name is optional. You can use the following placeholders to adjust the report template name:
   
1. {cand_first_name}
   
2. {cand_last_name}
   
3. {cand_full_name}
   
4. {cand_email}
   
5. {ac_name}
   
6. {ac_position}
   
7. {ac_description}
   
8. {ac_org}
   
9. {ac_start_date}
   
10. {ac_end_date}
    
11. {workspace_name}
    
12. {model_name}
    
13. {current_date}
    

For example, if you want to include the candidate's name in the report title, you could use the placeholder like this: “Report {cand_full_name}”. The final report title will automatically be filled when reports are created, e.g., “Report Kim Kandidat”.

Below the field where you enter the placeholder name, a grey preview shows how the final report title will appear.

1. Under “Language”, you can use the dropdown menu to select the language in which the report should be generated. By default, the language is set to German. Alternatively, you can select English. The language setting applies to all texts generated by Applysia, such as chart legends. All other elements added by you will remain in the respective language as entered.
   
2. You can also configure all ratings in the report to be displayed as percentages instead of the values from the set scale. The values in the charts will also be displayed as percentages. To enable this option, click the slider next to “Transform all ratings to percentages“. Click the slider again to deactivate this option.
   

Click “Save“ to save your input or “Cancel” to discard it. You will then return to the overview page.

Click on “Charts”, located to the right of “General”, to adjust the labels of the data series in the charts. If no changes are made, the chart legends added to your reports will default to the Applysia labels, which are displayed in the field below each data series description. To customize chart labels, click in the field and enter a new label.
To save your inputs, click the “Save“ button in the bottom-right corner. To discard your changes, click “Cancel“.You will then return to the overview page.

Click on “AI”, located to the right of “Charts”. In this tab, you can enter a sample summary for a management summary. The sample summary can be up to 10,000 characters long. Using AI-based placeholders, you can integrate an automated and assessment-specific management summary into your report. This summary is based on the competency notes and ratings from the assessment and follows the tone and level of detail in the sample report. Use the relevant placeholders in your report template to create the automated management summary.

As this is an AI-generated summary, we recommend reviewing it before finalising.

Click “Save“ to save your input or “Cancel” to discard it. You will then return to the overview page.

1. Click “Edit in Word” if it is a .docx file, or “Edit in PowerPoint” if it is a .pptx file to open the report template in the Office application on your computer for editing. Once the file is opened in Word or PowerPoint, you can make any changes you wish. Save the file in Word or PowerPoint using the save button or the keyboard shortcut “Ctrl + S” for Windows and “Cmd + Shift + S” for Mac. The changes will automatically synchronize with the administration interface - you do not need to re-upload the updated version.
   After saving your changes in Office, the updated template will be rechecked for errors by the Applysia Report Assistant. During the check, you will see the notification: “Report template is being checked for errors”. For more information about the Applysia Report Assistant, refer to the relevant section earlier on this page.
2. Click “Download” to download your template with placeholders, resulting in a Word or PowerPoint file, depending on the original format of the uploaded template. The downloaded template will also display comments from the Applysia Report Assistant, pointing out any errors in your template.
   
3. Click “Replace” to exchange the current template for a new one. This will open your computer's file view, allowing you to select and upload a new report template.
   
4. Click “Delete” to remove the respective template. A pop-up window will appear, requiring you to enter the name of the template to confirm its deletion. Click “Confirm” to proceed with the deletion or “Cancel” to return to the overview.

The report templates that you add to an assessment will also be duplicated if you duplicate the assessment.

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