Creating an Assessment Questions & Responses Report
You can create a custom PIA & DPIA Automation column report to export assessment questions and responses for all assessments created using a specific assessment template. This allows you to include all relevant questions, responses, and other assessment details for multiple assessments launched from the same template within a single report that can then be exported as needed.
You can only generate a report for assessments launched from a single template at a time. It is currently not possible to export questions from multiple templates in a single report.
A report created for one assessment template can include assessments launched from different versions of that template. If a question is deleted and recreated, or recreated with a different question type, the new question is treated as a separate question even if it has the same name.
As a result, reports can display multiple fields with the same question name. These fields are not duplicate questions. Each field represents a different question used in one or more template versions. Use the Template Version field to identify the template version associated with each assessment response.
To create a report to export assessment questions & responses
- Click the Create New button.
The Create a Report screen appears.
- In the Data Source section, select PIA & DPIA Automation and select the Custom Report template. Then click the Next button.
The Report Details screen appears.
- Field
- Description
- Report Name
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Enter a name for the report.
- Report Description
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Enter an optional description for the report.
- Data Source
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This field is read-only and will automatically populate with PIA & DPIA Automation, as selected in step 3.
- Report Type
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Select Column.
- Data Type
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Select the individual assessment template for which you want to create the report.
- Visible Modules
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This field is read-only and will automatically populate based on the values in the Data Source and Data Type fields.
- Triggered Template
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This field is dependent on the assessment template selected in the Data Type field and the selection status of the Choose Triggered Template check box, which determines whether data for related assessments are included within the column report.
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If the Choose Triggered Template check box is not selected, related assessments will not be included in the report and the Triggered Template field will be read-only.
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If the Choose Triggered Template check box is selected and related assessments exist for the assessment template selected in the Data Type field, the Triggered Template field will become available for you to select a related assessment template. If no related assessments exist, the field will remain read-only with a value of None.
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- Include source identifier as prefix
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Select this check box to add a prefix that identifies the source record where the data originated from. For example, if the data originated from a vendor, the vendor's name will appear in the field.
To exclude a prefix, clear this check box.
- Using the Column Selector pane, drag-and-drop all of the relevant questions and other assessment details that you want to include on your report into the Report Preview using one of the following methods:
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To add single fields, drag-and-drop the field from the Column Selector pane into the Report Preview in the order in which you want the columns to appear.
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To add multiple fields, use CTRL, CTRL + SHIFT, or the relevant hot key combination for your operating system to select the necessary fields. Then drag-and-drop the fields from the Column Selector pane into the Report Preview.
Note:If the Report Preview contains at least one field, you must drag-and-drop any subsequent fields from the Column Selector pane into the header (top) row of the Report Preview.
As the relevant questions are added to the report, the report will update with the responses provided for those questions across each assessment launched from the specified assessment template.
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