Running Observation Reports

The Observe module provides comprehensive reporting tools to analyze observation data across your organization. You can generate reports with custom filters, date ranges, and export options.

Accessing Reports

1. Navigate to the Observe section
2. Click Reports in the main menu
3. Select your desired report type

Role requirements: Reporter role or higher to access reporting features.

Report Types

Observation Reports

Standard observation data with filtering and export capabilities.

Observable Totals

Shows observation counts by organization, including observed and unobserved users.

Answer Reports

Detailed answer data from completed observations with question-level analysis.

Organization Totals

Observation counts grouped by organizations, grade levels, or content areas.

Applying Filters

Date Range Selection

1. Click the Date Range selector
2. Choose predefined ranges (Last 30 Days, This School Year) or set custom dates
3. Click Apply to update the report

Organization Filtering

1. Click Organizations filter
2. Select specific schools or districts from the dropdown
3. Use Select All to include all accessible organizations

User Selection

1. Click Users filter
2. Search for specific observers or observees
3. Select individuals or groups to include

Status Filters

Choose observation status:

• All Observations - Complete dataset
• Closed Only - Finalized observations
• Draft - Incomplete observations

Observable Status

For user-focused reports:

• All Users - Both observed and unobserved
• Observed Users - Only those with completed observations
• Unobserved Users - Those without observations in the date range

Generating Reports

1. Set your desired filters using the options above
2. Click Generate Report or allow auto-refresh
3. Review the results in the data table
4. Use pagination controls to navigate large datasets

Reports automatically respect your role permissions and organization access.

Export Options

CSV Export

1. Configure your report filters
2. Click Export CSV
3. A background job will process your request
4. Download the file when notification appears

CSV exports include:

• All filtered observation data
• Question responses and scores
• User and organization details
• Timestamps and evaluation metadata

PDF Export

For individual observations:

1. Open the specific observation
2. Click Export PDF
3. Choose formatting options if available
4. Download generated report

PDF exports preserve:

• Complete observation details
• Rubric scores and ratings
• Comments and feedback
• Professional formatting for sharing

Report Data Columns

Standard Observation Fields

• Observed User - Teacher or staff member
• Observer - Person conducting the observation
• Organization - School or department
• Date/Time - When observation occurred
• Form Set - Evaluation instrument used
• Status - Closed, Draft, or In Progress

Scoring Data

• Overall Score - Calculated total if applicable
• Section Scores - Individual form section results
• Rating Scale Results - Performance level indicators

Additional Fields

• Grade Level - If specified for the observation
• Content Area - Subject area observed
• Duration - Length of observation session
• Comments - Qualitative feedback provided

Data Permissions

Role-Based Access

Data Filtering

Reports automatically filter to show only data you have permission to view based on:

• Your assigned organizations
• Role-specific permissions
• Configured access levels

Performance Considerations

Large Datasets

• Use date ranges to limit data volume
• Apply organization filters before generating
• Consider exporting in smaller chunks for very large reports

Background Processing

CSV exports for large datasets run as background jobs. You'll receive a notification when your export is ready for download.

Troubleshooting

No Data Appears

• Verify your date range includes the observation period
• Check organization filter settings
• Confirm observations exist and are closed
• Ensure you have appropriate role permissions

Export Issues

• Large exports may take several minutes to process
• Check your notification area for export completion
• Contact your system administrator if exports consistently fail

Related Features

• Dashboard Analytics - Real-time observation metrics
• Individual Reports - Single observation detailed views
• Scheduling Reports - Automated report delivery
• Data Integration - Connect with external systems